Author Kit

Author Kit

Introduction

Paper format / IEEE format: https://www.ieee.org/conferences/publishing/templates.html

Conference details: https://conferences.ieee.org/conferences_events/conferences/conferencedetails/69114

  • Authors who intend to participate in the conference require to register with the EasyChair on-line submission system and then use it to submit their full papers. 
  • Full paper submission should be completed on or before “Paper Submission” deadline as listed in the Important Dates.
  • The submitted full papers will be peer reviewed, using the online review system, by experts selected by the conference Technical Program Committee for their demonstrated knowledge of relevant fields. The result of the review process will be published on this website, and authors will also be informed by email. Review result will be ready by the “Review Decision Notifications date”.
  • Authors of accepted papers are required to prepare a final version of their paper and will submit it using the EASYCHAIR online submission system. The version of the final manuscript will be significantly the same as the submitted full paper but will take into account the reviewers’ comments. The final paper must be completed and submitted on or before “Final Submission and Author Registration” deadline.
  • The final version of an accepted paper will appear in the conference proceedings provided that at least one of the authors registered. This must be carried out on or before the “Final Submission and Registration” deadline.
  • ICECE conference follows the IEEE “No-Show Policy”, which states that it is up to the Conference Committee’s discretion to allow “no shows” to be published in the IEEE Xplore Digital Library. If a change is made to a paper after its acceptance to a conference, IEEE recommends that the Program Committee review the final paper.
  • Accepted papers will be submitted for inclusion into IEEE Xplore subject to meeting IEEE Xplore’s scope and quality requirements.

INSTRUCTIONS FOR CAMERA-READY VERSION:

  1. After completing the fee payment, please send a copy of your payment receipt to [email protected] and upload the final camera-ready version of your paper to the Microsoft CMT as per next steps. (Non-refundable Payment)
  2. It is mandatory to use the IEEE Conference Proceedings Template in A4, Microsoft Word Format. https://www.ieee.org/conferences/publishing/templates
  3. All papers must be written in English with a maximum page length of six pages including figures and references.
  4. Before Creating a PDF

Page numbering should not be inserted by the authors

Add the following Conference Header at RIGHT top of the first page of your source document (paper):

2025 8th International Conference on Energy Conservation and Efficiency (ICECE)

3-4 November 2025, Pakistan

  1. Please ensure that the reviewer comments are incorporated in the camera-ready version.
  2. The appropriate copyright clearance code notice is to be added at the bottom of the first page of each paper on the left before creating the camera-ready PDF, according to the guidelines set forth in the Cataloguing/Copyright Instructions for an IEEE Conference Proceeding, as follows:
    • For papers in which all authors are employed by the US government, the copyright notice is: U.S. Government work not protected by U.S. copyright
    • For papers in which all authors are employed by a Crown government (UK, Canada, and Australia), the copyright notice is: 979-8-3315-7263-1/25/$31.00 ©2025 Crown
    • For papers in which all authors are employed by the European Union, the copyright notice is: 979-8-3315-7263-1/25/$31.00 ©2025 European Union
    • For all other papers the copyright notice is: 979-8-3315-7263-1/25/$31.00 ©2025
  1. It is mandatory to use IEEE PDF eXpress site https://ieee-pdf-express.org and enter the Conference ID: 69114X to validate your camera-ready papers before uploading to Microsoft CMT. Please note that all PDFs to be included in IEEE Xplore should have been validated through PDF eXpress for Xplore® compatibility.
  2. ICECE 2025 has registered to use IEEE PDF eXpress to generate and verify the format of all papers submitted.
    • Steps
    • Create your manuscript(s).
    • Proofread and check the layout of the manuscript (it is highly recommended that this be done BEFORE going to IEEE PDF eXpress).
    • Create IEEE PDF eXpress account.
      • Log in to the IEEE PDF eXpress TM site: http://www.ieee-pdf-express.org/
      • First-time users should do the following:
      • Select the New Users
      • Enter the following:
      • 69114X for the Conference ID
      • your email address
      • a password
      • Continue to enter information as prompted.
      • An online confirmation will be displayed, and an email confirmation will be sent verifying your account setup.
      • Previous users of PDF eXpress need to follow the above steps but should enter the same password that was used for previous conferences. Verify that your contact information is valid.
      • Upload source file(s) for Conversion; and/or PDFs for Checking (Conference ID is 69114X). Uploading a paper to IEEE PDF eXpress is not the same as submitting the paper to the conference for review. The checked PDF paper still needs to be submitted by the normal means.
      • Use IEEE PDF eXpress to attain IEEE Xplore compatible PDF(s). The site contains extensive instructions, resources, helpful hints and access to technical support.
      • Submit final, IEEE Xplore-compatible PDF(s) as per the instructions found below.
  1. All authors are required to provide a transfer of copyright to IEEE. The respective IEEE online services are available with the successful author registration and upload of the camera-ready paper to the Microsoft CMT system, by Oct 30th, 2025.
  2. Submitting the Camera-Ready Version (Final PDF)

You should submit the IEEE PDF compliance file to your Microsoft CMT author account by accessing the “Camera Ready” under the “Actions” column.

  1. IEEE Copyright Form Submission (Mandatory for Publication):

You should Submit IEEE Copyright Form via your Microsoft CMT author account by clicking “Submit IEEE Copyright Form”.

 30th October 2025 is the deadline to submit/upload the camera-ready version via MICROSOFT CMT System.

A Word file in the provided format — Source files may also be needed for minor formatting purposes etc.

PDF version of your camera-ready paper must have passed the PDF Express checks. Please make sure that you submit the same pdf file which has been verified by the PDF Express.

  1. Accepted papers will be submitted for inclusion into IEEE Xplore ® subject to meet IEEE Xplore ® scope and quality requirements.
  1.  

Please note that these instructions are specifically for virtual participants.

1- In what manner will the virtual presentations of papers be conducted?

Your recorded video presentation will be played during the virtual sessions of the conference. If feasible, we encourage you to join the conference room for a live Q&A during your presentation. The presentations will be streamed in various parallel Zoom rooms virtually.

We will provide you with ZOOM meeting room IDs and passcodes for live participation via email. The Conference Program, including the time, date, session, and room details for each paper, will also be published on the conference website on Oct 30th.

2- Duration of the video presentation:

Each presenter will create a presentation video with a maximum duration of 10-12 minutes.

3- Presentation Template (Optional):

Authors are free to use any presentation template of their choice.

4 – How to Submit the video presentation?

Please submit your recorded video through the E-mail at:

[email protected]

Deadline for Submission of Presentation Video is Oct 30th

If you wish to record a virtual presentation via Zoom, please follow these guidelines:

Install Zoom by Clicking the Link: https://zoom.us/client/latest/ZoomInstaller.exe

Guidelines for Pre-Recording Your Presentation – ICECE 2025

  1. Open a New Zoom Meeting
    Launch Zoom and click on “New Meeting”
    Make sure video and audio are ON
  2. Share Your Screen
    Click “Share Screen” and select your presentation in full-screen mode
    Enable “Share sound” if your slides contain audio/video
  3. Start Recording
    Click “Record” → “Record on this Computer”
    Wait 2–3 seconds before starting to speak
    Speak clearly, stay within the 10–12 minute limit
  4. End Recording
    Click “Stop Recording” after your final slide
    Then click “End Meeting” for Zoom to process and save the video
  5. Saving the File
    The recording will be saved as an MP4 file (Zoom will convert it after the meeting ends)
  6. Rename the file as:
    Paper ID #.mp4
    Example: Paper ID 122.mp4

Papers should be formatted for standard A4 size paper using IEEE conference proceedings templates: Word Template: conference-template-a4 Latex Template: conference-latex-template For more information, refer to Use the following guidelines while preparing your paper:

Length

You are allowed a total of 6 pages: This is the maximum number of pages that will be accepted, including all figures, tables, and references. Although not encouraged, authors can have papers longer than 6 pages, but not exceeding 8 pages. Each of the extra two pages will incur a fee. Any paper that exceeds the 8-page limit will be rejected without review.

Language

All papers must be in English. Page size and margins. Papers should be formatted for standard A4 size (210 x 297 mm) paper. All printed material including text, illustrations, and charts, must be kept within the print area. The top, bottom, left, and right margins and the space between the two columns must be as set in the templates and not changed.

Typeface

To achieve the best viewing experience for the review process and the conference proceedings, Times-Roman font must be used. If a font face is used that is not recognized by the submission system, your paper will not be reproduced correctly. Use font sizes as used in the template.

Title

The title should be centered and in 24-points size. Do not use LaTeX math notation (e.g., $x_y$) in the title; the title must adhere to the Unicode character set. Also try to avoid uncommon acronyms in the title.

Author list

The authors’ name(s) should appear below the title with capital and small letters. The authors’ affiliation(s) should appear below the names with capital and small letters. The order of the authors on the document should exactly match in number and order the authors typed into the online submission form.

Abstract

Each paper should contain an abstract of 75 to 150 words that appears at the beginning of the paper. Use the same text that is submitted electronically during the on-line submission process.

Index terms (keywords)

Enter 4 to 6 keywords separated by semicolons. Keywords may be selected from the IEEE keyword list found at:

Body

Major headings appear centered in the column. Subheadings appear in italic capital and small letters. They start at the left margin of the column. All text must be fully justified with single-line spacing. All paragraphs within a section should be indented.

Illustrations and color

Illustrations must appear within the designated margins. They may span the two columns. If possible, position illustrations at the top or bottom of columns, rather than in the middle. Caption and number every illustration. Figures and tables should be numbered consecutively and separately from each other. The illustration number should be an Arabic number for figures and a Roman number for tables followed by a period, e.g. Figure 1. or TABLE I. The caption itself should not be in bold and should be centered below the figure or above the table. All halftone illustrations must be clear in black and white. Color illustrations will appear in the electronic version of the proceedings, but the printed version will be produced in black and white. Therefore, make sure that your illustrations are acceptable when printed in black and white.

Equations

Number equations consecutively with Arabic numbers in parentheses placed at the right hand margin of each column.

References

List all references at the end of the paper. The references should be numbered in order of appearance in the document. Refer to IEEE conference proceedings template for more details.

Footnotes

Use footnotes sparingly (or not at all) and place them at the bottom of the column on the page on which they are referenced. Use 8-point type, single-spaced. To help your readers, avoid using footnotes altogether and include necessary peripheral observations in the text (within parentheses, if you prefer, as in this sentence).

Pagination

Please do not paginate your proposal. We will add appropriate page numbers to accepted papers when the conference proceedings are assembled.

File format

Papers must be submitted in Adobe’s Portable Document Format (PDF). The conference is required to ensure that documents follow this specification. Simplified requirements for creating PDF files for IEEE Xplore are enumerated in: IEEE Requirements for PDF Documents v3.2 [PDF] The submitted file:
Must not be in compressed format, must not have Adobe Document Protection or Document Security enabled, must have ‘A4’ (210 x 297mm) sized pages, must be in first-page-first order, and must have ALL FONTS embedded and subset.

Filename

The filename of the document file is not important since the submission system will rename the file but please make sure that you use .pdf extension for the file. After you submit the paper, please make a note of your paper number and use it in all your correspondence.

File size limit

Authors will be permitted to submit a document file up to 4 MB (megabyte) in size. To request an exception, please contact the conference contact person listed above.

The following description guides how to submit your paper electronically.

Gathering the required information

When you have your document file ready, gather the following information before entering the submission system: Document file, Name, affiliation, address, and e-mail address of each author, Paper title, Text file containing paper abstract in ASCII text format (for copying and pasting into web page form).

Obtaining an EASYCHAIR account

Please obtain a username and password from the on-line submission system EASYCHAIR. This can be done in any one of following two ways:

If you have used the EASYCHAIR system previously, for this or any other conference, then you already have an account on the system. So, new account should not be created. Simply use your existing account. Your username will be your email. If you cannot remember your password then ask EASYCHAIR to email it to you by following the link EASYCHAIR PASSWORD.

REMINDER.

If you are a new user of the EASYCHAIR system, then create a new account by following the link NEW EASYCHAIR ACCOUNT. Please make a note of your username and password as you would need them for subsequent submissions, update personal information, edit existing submissions and submit final manuscripts.
Submitting the proposal.
Go to the paper submission page.

SUBMIT PAPER

When you submit your proposal, you will be required to enter the paper title, keywords, abstract text, subject category, and authors’ contact information. You will also be asked to upload the file containing your proposal. Depending on the size of your file and your internet connection speed, the file upload may take a few minutes. If all necessary information has been entered, the system will display a short message giving you the ID number of your paper. You will also receive an e-mail notification with the details of your submission. If you do not see the confirmation page after uploading your file, you may not have successfully completed your file upload. If you encounter trouble, please contact the conference contact person listed above.

Review Process

Your submitted paper will be checked for errors and you will be notified if you need to re-submit your paper. If your submission passes the initial inspection, it will be entered into the review process. Depending on the subject of your paper, the Track Chairs will assign your technical paper to a committee of reviewers (not fewer than two reviewers). The reviewers will review your paper and will rate it according to contribution, quality, relevance, originality, and clarity of presentation. The conference Technical Program Committee will use these reviews to determine which papers will be accepted for presentation during the conference.

Review Results

The Technical Program Committee’s decision will be posted on the website by the “Authors Notifications” deadline. Authors can login using their username and password and check the status of their paper and the reviewer comments. The review result, along with reviewer comments if any, will also be communicated to the submitting authors by email.

If your paper is accepted by the review process for presentation and publication at ICECE, you should prepare your final manuscript for submission. This will be substantially the same as the submitted paper but must take into account reviewers’ comments. The ICECE Technical Program Committee reserves the right to reject a final manuscript if the reviewers’ comments are not adequately addressed. When preparing your final manuscript, use the same formatting specifications described above. Final manuscripts not conforming to the required format will not appear in the proceedings.

Information will be provided to authors after the acceptance.

Final paper submission

You are required to submit the IEEE Xplore-compliant PDF file of your final manuscript by the “Final Submission and Author Registration” deadline. No extensions will be granted beyond the deadline. Kindly note that one of the authors must register (see Step 8) to enable submission of the final manuscript. Failure to meet the deadline will result in an automatic withdrawal of your paper from presentation and publication. Please follow the steps below to submit your final paper electronically:

  • Go to the online submission system EASYCHAIR and log-in using your EASYCHAIR account (this should be the same account you have used to submit the initial paper). Your username will be your email. If you cannot remember your password then ask EASYCHAIR to email it to you by following the link EASYCHAIR PASSWORD REMINDER.
  • Click on the “My Papers” menu item at the top of the page. This will produce a list of all your papers on the EASYCHAIR system.
  • Click on the title of the paper that you want to submit. This will take you to the individual paper page that contains all details of the paper. Make sure that all author information are stored correctly on EASYCHAIR and matches the information on the PDF file. Author information (e.g. names, affiliations, etc.) that will appear in conference publications and materials (e.g. Proceedings, program, badges, etc.) will be taken from the EASYCHAIR system and not from the submitted PDF file.
  • In particular: Make sure that ALL paper authors are included on the author list on EASYCHAIR. If you need to add/delete an author then click on the “Add Author” icon within the “Authors” field.
  • Make sure that the order of authors on EASYCHAIR is correct. If you need to change the order of authors then click on the “Move Author Up” and “Move Author Down” icons within the “Authors” field.
  • Make sure that all authors update their profile (affiliation, email, country, etc.) on the EASYCHAIR system. To achieve this, the author needs to log-in to his/her EASYCHAIR account and click on the “My Profile” menu at the top of the page.
  • Make sure that all paper information are stored correctly on EASYCHAIR and matches the information on the PDF file. Paper information (title, abstract, keywords) that will appear in conference publications (e.g. book of abstracts, proceedings, CD-ROM, etc.) will be taken from the EASYCHAIR system and not from the submitted PDF file. If you need to modify paper information then click on the “Edit” icon next to the “Title” / “Abstract” / “Keywords” field.
  • Click on the “Upload Manuscript” icon within the “Final Manuscript” field. This will take you to a new page. Click on the “Browse” button and browse to your IEEE Xplore-compliant final PDF file. Click on the “Upload Manuscript” button to upload the selected file to the system. Depending on the size of your file and your internet connection speed, the file upload may take a few minutes. If the file is uploaded successfully then a confirmation message will be displayed. You will also receive an e-mail confirmation with the details of your submission. If you do not see the confirmation page after uploading your file, you may not have successfully completed your file upload. If you encounter trouble, please contact the conference.
Final paper inspection

Similar to the paper submission, your final manuscript will be checked to ensure that it meets all formatting and compatibility requirements to be included in a visually pleasing and IEEE Xplore-compliant proceedings. If we encounter errors in the appearance or compatibility of your document file, you will be contacted by email.

Every ICECE paper accepted for presentation and publication must have attached to it an IEEE Copyright transfer form. You are required to submit the IEEE Copyright transfer form by the “Final Submission and Author Registrations deadline. No extensions will be granted beyond the deadline. Failure to submit the IEEE Copyright transfer form by the deadline will result in an automatic withdrawal of your paper for presentation and publication.

The final version of your accepted paper will appear in the conference proceedings provided that at least one of the authors registers. This must be carried out on or before the “Final Submission and Author Registration” deadline. Registration fees and instructions for registration are available under the Registration page.