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Manuscript Submission Guidelines

Manuscript submission guidelines

How to prepare your manuscript for publication
Please read the following information to facilitate the successful submission of your work. These guidelines include best practices for manuscript submission, as well as for multimedia files for publication.

Manuscripts Due
25 August 2021

Format Your Manuscript

   •

LENGTH: Publish a 4-page minimum in Proceedings of SPIE in the SPIE Digital Library. 

   • COLOR: All color will be retained in SPIE’s digital publications at no charge
   • FILE TYPE: The required file format is .PDF
   • MARGINS US Standard Size: .875 in left/right, 1.0 in top, 1.25 in bottom
   • MARGINS A4 Size: 1.925 cm left/right, 2.54 cm top, 4.94 cm bottom
   • FONTS: Use Times New Roman or equivalent for all text
   • SPACING: Single-space all text in one column. Allow extra space between paragraphs
   • Please, do NOT add headers, footers, or page numbers

Manuscript Templates

Letter Icon MS Word Template - US Letter
MSWord Template - Letter (Blank)
MSWord Template (.doc) - Letter (with sample content)

A4 Icon MS Word Template - A4
MSWord Template - A4 (Blank)
MSWord Template (.doc) - A4 (with sample content)

Sample PDF
View and Download Sample Manuscripts in PDF Format

The text of these samples detail SPIE's format preferences.
Sample Manuscript PDF - Letter
Sample Manuscript PDF - A4
LaTeX logo Using LaTeX
Style files are available to authors who are preparing manuscripts with LaTeX here: 
logo        You can also use the Overleaf authoring tool.
The SPIE Proceedings template is now available in the Overleaf authoring tool. Originally developed to simplify LaTeX authorship, this free online tool has numerous benefits, including:

real-time collaboration between authors
an intuitive user interface
easy document sharing and security options
real-time preview of formatting and equations
inline error warnings
a rich-text mode that will look familiar to collaborators who are more comfortable authoring in Microsoft Word

quick submission to SPIE proceedings by following the link "Submit to SPIE Proceedings" at the top of the Overleaf template.
The SPIE Proceedings template can be found on Overleaf, along with helpful LaTeX tutorials and a free introductory course for authors who are new to Overleaf and LaTeX.

Submit Your Manuscript

   • Sign in to http://SPIE.org/myaccount to log in, or create an account. 
   • Next, click on Manage My Active Submissions and the name of the meeting. You will see your paper number (Ex: 10049-57), your paper title, and a link to submit.

Note: 
You must be designated as the Contact Author in order to access, submit, and make revisions to the manuscript.  

   • Follow the steps as they appear in the SPIE Manuscript Submission Wizard.

Add Multimedia Files

You may associate a video or audio file with your research paper to better communicate your paper's main points. A video or animation, published online with your manuscript, can show how data changes over time, conveying more to your audience than is possible through a static paper alone.

Create a representative screenshot for each video or audio file and place them in your paper as you would a regular figure.

  1) Choose from 1 to 10 short files you believe would enhance the reader's understanding of your paper's main points.
 
  2)

Multimedia files must be one of the following types:

  • Video: mpeg, mov (Quicktime), or wmv (Windows Media Player) file formats
  • Audio: wav, mp3 file formats
  • Each file should be less than 5 MB in size.
  3) Create a representative screenshot for each video or audio file and place them in your paper as you would a regular figure  

  • Include a descriptive caption beginning with Video 1, Audio 3, etc.
  •
At the end of the caption, include this line: http://dx.doi.org/doi.number.goes.here

  • SPIE staff will edit this text and link it to the archived multimedia file

Your multimedia files will be submitted through the SPIE manuscript submission wizard along with your manuscript.

FAQs

No, personal laptops are NOT permitted. Laptops are provided in each session room, and presentations must be uploaded at least two hours prior to the start of your session (see upload options below). We require that all presentations utilize the provided laptops in the interest of staying on schedule.

You may upload your presentation online at spieuploads.com until 24 hours prior to the start of the event. Once onsite, visit us at Speaker Check-in at least two hours before your session to review and practice your talk. Bring a copy of your presentation on a USB device in case you decide to make changes.

Bring your USB device to Speaker Check-In at least two hours before your session or the day before if presenting in the first morning session. Enter your name at one of the automated upload kiosks and follow the step-by-step instructions to upload your file(s). Here you may view your presentation and make any last-minute edits. Technicians will be available onsite to assist you.

See conference program for Speaker Check-In location(s).

If you've uploaded your presentation in advance, visit Speaker Check-In at least two hours before your session begins or the day before if presenting in the first morning session, and you can review and practice your talk. If you've uploaded your presentation onsite, you will be prompted to proceed to a practice kiosk where you can review and practice your talk. When you are finished previewing, your presentation will be accessible to you in the conference room during your session only. Bring a back-up copy of your presentation to the meeting room.

No. LaunchPad will automatically rename your file(s).

We require all uploads to be submitted at least two hours before your session or the day before if presenting in the first morning session.

The system handles just about any kind of presentation file (Keynote, PowerPoint, Prezi, etc.), whether you made it on a Mac or PC. (Please note: LibreOffice files are not supported.)

If your presentation is web based (e.g., Google Presentations), instead of using the upload portal below you may email the publicly accessible link to your presentation to spie-upload@warpspeedtech.com. We will send you a confirmation email letting you know that your presentation is successfully uploaded and accessible. Note: If you are using Prezi, your presentation should be downloaded for offline viewing and the zip file should be uploaded in advance via spieuploads.com or at Speaker Check-In onsite.

There are no limits on file size.

To utilize the full screen, you should create your presentation in “widescreen” format (16:9 aspect ratio). If you’ve already made your presentation and do not want to change it, it will still work; however, you will simply have black bars on either side of your slides in the meeting room (similar to watching old TV episodes on your new flat screen).

LaunchPad supports any media file type, and once again there are no size limits. We recommend including your media files into your primary presentation as a slide. An important note: please bring all media files with you when you upload your talk, even if you’ve embedded them in your talk. While we can help with many aspects of your talk on-site, we can’t “fix” a missing media file.

Yes. You may re-upload as many times as you would like onsite at Speaker Check-In.

In the session room there will be a list of the presentations on the room laptop. Just click on the one with your name on it.

Your presentation file is wiped from our upload system once the meeting is complete.

If you’ve elected to be published, your presentation recording will be published on the SPIE Digital Library. If you have questions or would like to change your publication preference, please contact your program coordinator or visit Chair Check-In onsite.