Submitting Proceedings to IEEE Xplore®

Get step-by-step instructions on preparing your conference papers for IEEE Xplore®.

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Creation of Packing List/Packing List Checker

This tool allows you to identify all PDFs by content type, which ensures that all files can be accounted for during processing.

The packing list contains the list of files you are submitting to IEEE Xplore®. This list is used to identify all the PDFs in the submission, their content type, presentation status and copyright transfer status. It also provides other information required by IEEE so that you can avoid delays in processing your files.

Always use the IEEE Packing List Generator to create the packing list.

  • In addition to the technical papers, any front or back matter (ex. copyright page, title page, table of contents, and author index) should be included on the packing list. 
  • Please ensure that all paper file names are less than 50 characters and do not contain any spaces or special characters.
  • If you have a policy that non-presented papers will not be posted to IEEE Xplore®, you can indicate suppressed papers when creating the packing list. Papers can only be withheld if authors were informed in advance that papers not presented at the conference will not be published in IEEE Xplore®. 
    • Include the files of the non-presented papers in your submission to IEEE, and the packing list.
    • Choose “Suppress” in the Packing List Generator.
  • To avoid the delay of processing your conference content, please be sure to download the most recent version of the Packing List Generator. 
  • Please note: Once your packing list has been created, changes should not be made unless they are within the generator.

 

Formatting Requirements/Guidelines

Helpful resources 

We are now able to receive both the IEEE Xplore®-compliant conference content, as well as conference content that was distributed to your conference attendees, electronically by zip file upload. We’re looking forward to receiving your conference content in real-time.  

In addition to the instructions provided in the Letter of Acquisition (LOA) to prepare your content, please ensure the following:

IEEE Xplore®-compliant files:

  • Compress (or zip) all files before submitting, as this submission will only accept zip files
  • Naming Convention: Conference Record Number_Part Number.zip (reference Letter of Acquisition)
  • Naming Convention of zip file cannot include spaces; use an underscore in place of a space
  • Packing List: Download the Packing List Generator (ZIP, 812 KB)
  • Individual IEEE Xplore®-compliant PDFs of each paper
  • Paper file names are under 50 characters
  • All PDFs are included on the Packing List
  • Papers only appear once
  • One directory/folder for papers
  • Should not contain web pages or hyperlinks

Conference Media files:

  • Compress (or zip) all files before submitting, as this submission will only accept zip files
  • Naming Convention: Conference Record Number_Part Number.zip (reference Letter of Acquisition)
  •  Naming Convention of zip file cannot include spaces; use an underscore in place of a space

Once you are ready to send your content, please upload to the IEEE Conference Publication Electronic Submission platform.

We will receive a notification when the files are received, and will contact you regarding your submission.

We Are Here to Help

If you have questions about Submitting Proceedings to IEEE Xplore®, please contact the MCE team.