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Paper Submission

The deadline for the submission of paper contributions to the proceedings is Friday, September 5, 2025 at 13:59 UTC.

You can access your contributions and upload your paper when the paper submission opens June 2nd, 2025.

Before Submitting

Be sure that all the Paper Preparation Guideline have been followed while writing your paper and that you have used the latest version of the JACoW template, they have changed recently. 

Before submitting your files, access the “My Contribution” area of the MEDSI2025 Indico system and: 

  • ensure that the contribution title in Indico is identical to the one in your paper. If not, edit your contribution and update the title with the one in your paper.  Note: while the title in the paper must be in all uppercase letters, in your Indico contribution it must be in Sentence case; 
  • ensure that the authors list on the paper is identical to the one in your Indico contribution. If this is not the case, edit your contribution and update the list of authors and co-authors. Only the main (first) author must be present in the “authors” area of the Indico contribution; all other authors should be put in the “co-authors” one. Please be sure that only one speaker is selected and that it corresponds to the actual presenter at the conference. This data will be used for the production of the table of contents and author index of the proceedings. Failure to enter all co-authors means they will be omitted from the author index. 

Submission of a Paper 

Most authors can generate PDF files, however, the standard is far from uniform and often they are not acceptable for the JACoW proceedings. As such, we DO NOT allow authors to submit only PDF files. Contributions without a source file (.tex, .docx or .odt) are incomplete and not flagged as available for the editorial team. 

Once the contribution has been prepared using the JACoW template and according to the MEDSI2025 Paper Preparation Guideline. The author should submit all files used to produce the contribution as follows: 

  • Source file which is a properly formatted MS Word, LaTeX or OpenDocument.
  • PDF file made from the source file. Make sure the fonts are embedded in the PDF file. 
  • All figure files used in the paper in its native format (.jpg, .gif, .tif, .png, .eps, .pdf etc.). Please check that the image quality is not lower than what used in the source file, especially for colour images, and text in the image is readable. 

File upload via Indico

  1. Once all files are ready for submission, access the “My contributions” area of the MEDSI2025 Indico system to upload your files; 
  2. After login, be sure to use the lefthand menu to access “My Conference > My contributions”.
  3. Click on the title of the contribution you want to upload files for and scroll all the way down to the bottom;
  4. Click on the “Submit files” button and choose your file type (see figure down below): 
      - Contribution of type Poster: submit files for Paper. Submit also for Poster a PDF file of your poster: it will allow to add the poster to the electronic platform for the extended Poster Session but it will not affect your contribution to the Proceedings;
      - Contribution of type Oral: submit files for both Paper and Slides 

After selecting the right button, a window like the one below will appear. Now you can either drag and drop files onto the file boxes of click on the “plus” sign and browse your computer to select the right files. 

Be sure that all filenames respect the syntax described above, otherwise the “Submit” button won’t activate.  The papers will be processed by the editorial team starting 4 days before the conference. Authors will receive an e-mail about the processing status. Alternatively, authors should check the status board on MEDSI2025 conference page (green=accepted, yellow=request for proof-reading, red=problem).