Proceedings of the Eighth IVS General Meeting

Instructions for Preparation and Submission of Papers

Due Date    Who should submit    Citation    Submission Format    File Names

   Testing    Final Submission    View Papers    Problems

Due Date. Papers are due by April 30, 2014. We have to hand over the final volume to Science Press for reproduction by the end of August 2014. Please help us to achieve this goal by adhering to the deadline. Late submissions may not be considered in order to be able to meet the hard deadline of August 31 by the publisher.

Who should submit? Papers are requested for the proceedings from all authors except from authors presenting reports on their IVS components. IVS component reports should be submitted as part of the call for the IVS 2013 Annual Report.

Citation. The proceedings will be published by our Chinese colleagues at Science Press. The editors for this volume are D. Behrend, K.D. Baver, and K. Armstrong. The complete citation instructions will be posted once the volume has been submitted for reproduction.

Submission format. Please use the following guidelines in preparing your paper.

  • Paper Length. In order to keep the length of the published book to a reasonable size, page limits for papers are:
        Maximum 5 pages for contributed papers (oral and poster).
        Maximum 10 pages for invited papers.
  • Basic Format. The required format for papers is LaTeX. Processing will be done using the 'pdflatex' command. This choice determines which image files can be used in the Proceedings. See under Image Files for more details. The papers will be in two-column format.
  • Class file and additional styles. Your tex file must reference the GM class file. Other available style files support bold math and wrapping text around floating objects. For handling image files, we support the usage of the graphics (or graphicx) package only, which should be part of your standard LaTeX distribution.
  • Font Size. Please do not change your paper's font size by adding [10pt] or [12pt] to \documentclass{svmultivs_gm}. Non-standard fonts will be removed by the Coordinating Center to produce a consistent look in the published proceedings.
  • Keywords used. The GM class file requires a predetermined set of keywords (see also the template file), which is activated by the command \documentclass[twocolumn,twoside]{svmultivs_gm}:
    • \title*{} — the full title for the first page
    • \titlerunning{} — a shortened title for other pages
    • \author{} — listing of all authors for the first page
    • \authorrunning{} — shorter list of all authors for other pages, e.g., Behrend et al.
    • \authoremails{} — list of e-mail addresses for the authors
    • \institute{} — list of the names of institutions contributing to the report
    • \ContactAuthorName{} — name of the contact author
    • \ContactAuthorTelephone{} — phone number of the contact author
    • \ContactAuthorEmail{} — e-mail address of the contact author
    • \NumberofInstitutions{} — number of institutions
    • \InstitutionPostAddress{n}{} — mailing address of institution n (use N.A. if not applicable)
    • \InstitutionCountry{n}{} — country of institution n (use N.A. if not applicable)
    • \InstitutionWebPage{n}{} — web address of institution n (use N.A. if not applicable)
    • \keywords{} — list of keywords best describing the paper (e.g., ITRF, CONT14, RFI)
    It is recommended that the authors download and use the GM template (see below) for writing their GM paper. This will ensure that all keywords are filled and no stray commands/keywords from previous IVS publications are being used.
  • Image Files.
    • pdflatex natively supports the JPG, PNG, and PDF graphics formats. It, however, does not directly accept PostScript (PS) or Encapsulated PostScript (EPS) files. An easy workaround for the lack of PS/EPS support is to convert the PS or EPS file to PDF format using the pstopdf utility. PDF supports vector and raster formats; but the raster version produces significantly larger files than the equivalent PNG or JPG files. Hence, for bitmap representations PNG and JPG are the recommended formats. JPG is a raster format widely used for photos (with possible compression loss); PNG is a lossless raster format best used for diagrams, screenshots, and the like. Note that the support of the TIFF format was discontinued with newer versions of pdflatex; for lossless bitmaps the preferred format is PNG.
    • The Web version of the Proceedings will be in color, but the printed version will be in black and white. So color coded quantities on plots should also be represented by some other scheme (e.g., symbol shape or size, dotted vs. straight lines). Please also refer to both coding schemes in the plots' captions (e.g., "The red (dotted) line shows the sigmas.").
  • Example File. There is an example .tex file, ivs-gm-template.tex, whose content offers basic LaTeX examples and information and discusses caveats. Authors may download and view the PDF output to read the contents and to see how the example file would look in the printed publication. Authors may also read comments in the tex file to get more detailed information about the LaTeX commands used in the example file, and authors should use the tex file as a template for their papers. The General Meeting Proceedings example file is analogous to the Annual Report example file available from the Web page that calls for Annual Report submissions. Each example file, however, uses different keywords geared toward its specific report type and for the Proceedings a different handling of image files (see above) is introduced, so authors who want a Proceedings template file should only use the General Meeting Proceedings example file as a template.

File names. Please name your LaTeX source file and input image files according to the following conventions for compatibility with the proceedings processing scripts and procedures.

File type Name Examples
LaTeX source lastname.tex or lastnamei.tex
where i is a number indicating the order
of your multiple papers in the program.
baver1.tex, baver2.tex,
Image files (JGP, PNG, or PDF) lastnamenn.jpg or lastnameinn.jpg
where nn is a number identifying
each image in your paper.
baver101.jpg, baver102.png, baver103.pdf,

Testing. Due to security restrictions, the Coordinating Center can no longer provide a web-based testing form. Instead, please test your report on your local machine by downloading the files in the style file directory into the same directory on your local machine as your .tex and input image files. Then run pdflatex your_file_name.tex until you have successfully run pdflatex twice in a row. Running twice is necessary to convert all figure and table numbers from ?? to their final values. Unconverted numbers can prevent you from seeing the final page count and the final arrangement of text and figures.

Final Submission. When you are ready to submit the final version of your report, please ftp to the entry level of the IVS General Meeting ftp site at The user name is gmincoming. The password is identical to this year's Annual Report submission password. If you don't have this password, please contact When you log on, change directory to the "final" sub-directory using the cd final command and then submit the final copies of your .tex and input image files (i.e., .jpg, .png, or .pdf) for the official submission. The entry level directory is no longer writeable.

View papers. You can browse the submitted papers via the IVS General Meeting Proceedings Web site.

Problems? If you have problems or questions about the process, please contact

Please address questions or comments to the IVS Coordinating Center.