Camera Ready Paper Submission

• Producing IEEE Xplore compliant PDF files

• Instructions for using IEEE PDF eXpress

• Submission of final paper

• Submission of copyright

• Conference registration

• Preparation of the presentation

Producing IEEE Xplore compliant PDF files

IEEE PDF eXpress can be used either to

• convert your papers from a wide range of application formats to IEEE Xplore-compatible PDFs. Supported file formats are: Rich Text Format, Freelance, (La)TeX (DVI and all support files required), PageMaker, FrameMaker, QuarkXpress, Word Pro, Microsoft Word, WordPerfect OR
• check existing PDFs (produced by your page-setting software e.g. Latex, Word, etc) to find out if they are IEEE Xplore-compatible (and how to fix them)

Instructions for using IEEE PDF eXpress

In both cases (convert or check) you will need to visit IEEE's PDF eXpress website and submit one or more (.tex users) document files in source or PDF format. Once you obtain a confirmation of compliance you can submit your camera ready document, IEEE assures us that your paper will be added in IEEE's electronic library without any page setting and/or numbering problems.

Here are the instructions for the overall procedure:

• Make sure that you produced the document using the .tex, or .doc template downloaded from the 3DTV Conference website (www.3dtv-con2009.org/submission.php#Templates). Note that if you simply downloaded these templates and you did not alter any of the document settings (such margins, default fonts associated with headings etc) your document should comply to the specification. The most common cause of trouble are usually page or type setting instructions that were accidentally included through copy-pasting from different documents. As a first line of defense, please take into account the following:
  • Word users: Do not copy-paste from another formatted document, at least not including its formatting typesetting (e.g. including paragraph margins, line-distance etc settings). The simplest remedy is to paste your text in a text (.txt) document (e.g. use Notepad), so that it is relieved from any formatting setting. Then paste it back to the 3DTV Conference template.
  • Latex users: Do not include any Latex page/type setting commands or document template setting commands in your source file that e.g. could alter the default font size or page margin size. Cut and paste only your text into the given .tex template. Use the examples in this template to define your figures, bib items etc.
• Visit the PDF validation website for the 3DTV Conference at www.pdf-express.org to create your personal account. You should provide the conference ID 3dtvcon09x, your email address and password. If it is your first time to visit this website then note the "New users click here" link, and use it to create your account. Then use the service to submit your document. Once the document is successfully transmitted to IEEE's website your account will be aware of the submission transaction. You will also receive email acknowledgement of the transaction. The validation of your document may take more than a few minutes. The webpage you've visited shows, on-line, the status of your account; you may have to use the "Reload" button on your browser to update. When the document is checked, you should receive the result in an email notification and the webpage of your account should be updated.
• If you have received a confirmation of compliance, please save this confirmation message for future reference. Then you are ready to submit your camera ready document. Please visit our Online Submission System and upload your file using the passcode associated with your submission.
• If the document turns out not to be compatible with PDF eXpress, troubleshooting information and FAQs can be found clicking menu item Contact Us at www.pdf-express.org. However, note that if you've used the 3DTV Conference templates, help to the most probable causes of trouble can be found here:
• Question: I haven't received my Account Confirmation email, and although I know I set up a IEEE PDF eXpress account, I can't login. What should I do? Answer.
• Question: I am not getting any emails from IEEE PDF eXpress. What should I do? Answer.
• Question: The PDF created by IEEE PDF eXpress is missing the figures. What should I do? Answer.
• Question: I received an email stating "The source file you uploaded as a file for Conversion by IEEE PDF eXpress failed to produce a PDF." What does this mean and what should I do? Answer.
• Question: The margins do not look right in the PDF made by IEEE PDF eXpress. How can I check margins? Answer.

Important note:

Authors should keep in their records the generated receipt-message produced by the PDF eXpress on-line checker attesting that their submitted PDF file is IEEE Xplore compliant. Later we may ask for it. If the authors don't have it, the publication of the paper in IEEE Xplore will be in risk.

The camera ready paper still has to be submitted using our Online Submission System.

Submission of final paper

Important Dates

Submission of copyright

Authors of accepted papers are required to submit a Copyright Permission form to IEEE when submitting the final camera-ready paper. You will need your OpenConf Submission ID to fill the copyright form. Please note that the final paper has to be submitted using our Online Submission System while the copyright permission needs to be submitted using the form below. Please fill the form, click the submission button and follow following instructions.

Conference registration

For each paper to be included in the conference proceedings, at least one author of the paper must pre-register by April 15, 2009 at a regular rate. A single regular registration may cover at most TWO papers.

You can use the online registration form in the Registration page.

Preparation of the presentation

• Oral Presentations

• Poster Presentations

Oral Presentations

PRESENTATION TIME: Presentation time is critical; each paper has to be presented within its allocated time slot within 20 minutes for lecture sessions. We recommend that presentation of your slides should take about 17-18 minutes, leaving 2-3 minutes for introduction, summary, and questions from the audience. To achieve appropriate timing, organize your slides or viewgraphs around the points you intend to make, using no more than one slide per minute. A reasonable strategy is to allocate about 2 minutes per slide when there are equations or important key points to make, and one minute per slide when the content is less complex. Slides attract and hold attention, and reinforce what you say - provided you keep them simple and easy to read. Plan on covering at most 6 points per slide, covered by 6 to 12 spoken sentences and no more than about two spoken minutes.

ORGANIZATION OF IDEAS: Make sure each of your key points is easy to explain with aid of the material on your slides. Do not read directly from the slide during your presentation. You shouldn't need to prepare a written speech, although it is often a good idea to prepare the opening and closing sentences in advance. It is very important that you rehearse your presentation in front of an audience before you give your presentation at 3DTV-CON. Surrogate presenters must be sufficiently familiar with the material being presented to answer detailed questions from the audience. In addition, the surrogate presenter must contact the Session Chair in advance of the presenter's session.

EQUIPMENT PROVIDED: A computer-driven slideshow for use with a data projector is recommended for your talk at 3DTV-CON. All presentation rooms will be equipped with a computer, a data projector, and a microphone (for large rooms).

Each presenter is expected to preload the presentation in the laptop computer at the beginning of the respective session.

VISUAL AIDS: Some of the lecture presentations will be given in quite large lecture halls. We recommend that you prepare your slides according to the following guidelines to ensure that the entire audience will be able to see your presentation. Your Session Chair might contact you in advance of the conference to request copies of your visual aids for approval before the conference.

Poster Presentations

Poster sessions are a good medium for authors to present papers and meet with interested attendees for in-depth technical discussions. In addition, attendees find the poster sessions a good way to sample many papers in parallel sessions. Thus it is important that you display your message clearly and noticeably to attract people who might have an interest in your paper.

ORGANIZATION OF IDEAS: Your poster should cover the key points of your work and has to be presented within the allocated time slot. It need not, and should not, attempt to include all the details; you can describe them in person to people who are interested. The ideal poster is designed to attract attention, provide a brief overview of your work, and initiate discussion. Carefully and completely prepare your poster well in advance of the conference. Try tacking up the poster before you leave for the conference to see what it will look like and to make sure that you have all of the necessary pieces.

DIMENSIONS: For your poster, a board will be provided in size Din A0 Portrait (841mm × 1189mm).

FORMATTING: The title of your poster should appear at the top in CAPITAL letters about 25mm high. Below the title put the author(s)' name(s) and affiliation(s). The flow of your poster should be from the top left to the bottom right. Use arrows to lead your viewer through the poster. Use color for highlighting and to make your poster more attractive. Use pictures, diagrams, cartoons, figures, etc., rather than text wherever possible. Try to state your main result in 6 lines or less, in lettering about 15mm high so that people can read the poster from a distance. The smallest text on your poster should be at least 9mm high, and the important points should be in a larger size. Use a sans-serif font (such as "cmss" in the Computer Modern family or the "Helvetica" PostScript font) to make the print easier to read from a distance.

Make your poster as self-explanatory as possible. This will save your efforts for technical discussions. There will not be any summaries given at the beginning of the poster sessions at 3DTV-CON 2009, so authors need not prepare any overhead slides for their poster presentations. Power supply will be available if you intend to bring additional audio or visual aids to enhance your presentation.

TIME: Prepare a short presentation of about 5 or 10 minutes that you can periodically give to those assembled around your poster throughout the poster session. If possible, more than one author should attend the session to aid in presentations and discussions, and to provide the presenters with the chance to rest or briefly view other posters.