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1983-2018: 35 Years of Civil-Comp Conferences
Paper Preparation and Submission
This page contains preparation guidelines for conference papers. (Revised version applicable to conference proceedings published in 2013 onwards.) Please note that it is extremely important to adhere to the instructions and deadlines. If you do not follow the guidelines for preparing your paper, we may not be able to include your contribution in the proceedings. If you miss the deadlines, there is no guarantee that your paper can be included.
Please prepare the manuscript of your paper using either LaTeX or Microsoft Word. All of the following items are required for a successful submission. If any items are missing, your paper cannot be accepted.
  • The electronic files of your paper. Please include the source files of your paper. If you prepared your conference paper using LaTeX, please include the *.tex files, any non-standard style files used and all included figure files. If you prepared your paper using MS Word please send the *.doc or *.docx file. You must include a pdf file of your paper as well as the source files.
  • The titleblock file. See below for details on how to prepare this.
  • A completed and signed copyright form (page 1 and 2). See below.
  • Copies of any copyright permission letters you have obtained in order to reproduce figures, tables or text matter that is copyright of someone else. See below.
Your paper should be accompanied by a copyright transfer agreement. The form has two pages. Both should be completed. On page 1 you should fill in your paper title and the list of authors. On page 2 you should provide full address details and sign the copyright declaration. You have two options:
  • print the blank copyright form, complete both pages, sign, scan the result and include the scan with your submission
  • or, use the automatic "copyright form generator". This is a tool that completes the form for you based on the information we already have. (Before you use this form you should check that your address has been entered for your account on CCMM: if not you should enter your address.) You can then add your signature to the form using your mouse. A fully completed and signed form will be generated as a PDF. Please save this generated PDF for your records and upload it back to the system together with your paper and titleblock. The "copyright form generator" can be accessed from the CCMM page for your paper. You will find it under the "files" heading, just above the "upload" button.

If in your paper you reproduce text matter, figures, tables, diagrams or any other illustration that is copyright of someone else (e.g. a figure previously used in a journal paper may now be copyright of the journal publisher) then you should obtain permission from the original copyright holder. All required copyright permissions should be obtained by you prior to submitting your paper. In the submission process you should include copies of the permissions documents that you obtained. Failure to obtain permissions for any material that is copyright of someone else will mean we cannot publish your paper.

For further information on copyright, DOIs, open access and related issues please consult the Civil-Comp Press copyright policy statement.

The following sections will describe the typographic specifications for your paper in detail. However, you may find it much easier to start from the following templates. Nevertheless we recommend you read through typographic specifications below so that you do not inadvertently override any of the template's features, and so that you fully understand the referencing conventions. If you use LaTeX please make sure text of your entire paper is in one *.tex file. Please do not use the \include command except for style and graphics files.

If you use Word you should start with the template and gradually add your text into the template. Please make sure that before you submit your paper that you remove all the template text.

You may also want to check out a sample paper in PDF format.

  • The template uses A4 paper in portrait orientation (297mm*210mm).
  • The margins are: top=35mm; bottom=36mm; left=right=33mm
  • On the first page of the paper a 75mm high space (within the margins) has to be left blank for insertion of a title block by the production department.
  • There should be no running headers, no footers, no pagenumbers. The use of footnotes is strongly discouraged. If you do use any footnotes, then they should stay within the margins.
  • You may wish to download the margin template in PDF format.
  • The text should be laid out using single line spacing. (In MS Word, please ensure the default paragraph spacing is set to "single" and NOT "exactly #pt".
  • The text should be prepared in Times New Roman font. Do not use any Asian fonts. Pay particular attention to the fonts used for legends in figures and in embedded tables. (For LaTeX users please include \usepackage{times}.)
  • The pages of text should be fully (left and right) justified and aligned.
  • Generally, no additional vertical space should be left between paragraphs.
  • The width and height of the pages of text must exactly correspond to those on the template. Care must be taken to ensure that space is not left at the bottom of any text pages and that the tops and bottoms of all text pages align with the margins. This is referred to as flushbottoms or vertical justification.
  • In general a space is left after each main title and a half space after each subsection and subsubsection title. To ensure that the columns have flushbottoms it may be necessary to add some additional space between paragraphs or above and below section headings.
  • Main sections should be numbered in the style 1, 2, 3, etc. Subsections should be numbered in the style 1.1, 1.2, 1.3, etc. Sub-Subsections should be numbered in the style 1.1.1, 1.1.2, 1.1.3, etc.
  • All section titles are typeset in the same font as the body text (i.e. Times New Roman).
  • The body text should be in 12pt size.
  • Sections titles (highest level) are typeset in 16pt and bold typeface.
  • Subsections titles (second level) are typeset in 14pt and bold typeface.
  • Subsubsections titles (third level) are typeset in 12pt and bold typeface.
  • All section titles should be in lower case, except for the start of the first word which is capitalized, for example: "2.1.3 Example using the new method". Section titles should not have any full stops at the end.
The length of your paper should be between 8 and 20 pages.
Your paper should start on the first page, (below the empty 75mm block), with an abstract. The abstract should be given the unnumbered title "Abstract" typeset using the same conventions as a subsection (i.e. 14pt bold) but unnumbered. Abstracts should be about 100 to 200 words in length.

The abstract should state the contribution of the paper to the state-of-the-art. (It should not summarise the work of others or earlier work by the authors.) It should concentrate on what has been achieved by the work described in the paper.

The abstract must consist of text alone (pure text). Figures, graphs and equations (and also references to figures) are NOT permitted in the abstract. The use of symbols and embedded equations is strongly discouraged. These will most likely be removed at copy-editing stage.

The abstract is followed by keywords. At the end of the abstract text leave one blank line, then start the next line (without indentation) with "Keywords" typeset in 12pt bold, folowed by a colon and the keywords in 12pt regular. A minimum of six and a maximum of 12 keywords should be included. The keywords should not be capitalized unless they are names of people or places. The keywords are generally all in lower case.

Your abstract will be published in a book of abstracts issued to the participants on the first day of the conference. It should therefore be relatively self-contained. Remember, abstracts are also used by indexing services to provide information to the research community.

A list of references should be given at the end of the document.
  • These should be sorted in order of citation.
  • References should be cited in the text using square brackets in the regular font and size used by the rest of the text. Please do not use superscript. Multiple references within the same citation should be sorted numerically and separated by commas within the square brackets. Example: "... clues to the psychology of Brunus edwardii are to be found extensively in references [1,2]. Blackmore and Young [3] presented a 1970 review of the diseases present in this species. Elsewhere the effect of environmental pollution [4] and rubella [5] on the population of the species is examined..."
  • At the end of the paper (after acknowledgements but before any appendices) the references should be listed under an unnumbered section titled "References".
  • The list of references is a numbered list using square brackets and numbers. The list numbers are left alligned (against the left margin). The reference text is "hanging" with an indent at 10mm.
  • The references should be given in the following style:
    M. Bond, "A bear called Paddington", Collins, London, United Kingdom, 1958.
    A.A. Milne, "A House at Pooh Corner", Methuen & Co. Ltd., London, United Kingdom, 1928.
    D.K. Blackmore, C.M. Young, "Some Observations on the Diseases of Brunus edwardii (Species nova)", Veterinary Record, 90, 382-385, 1972.
    J.T. Paul, "Environmental Pollution and Brunus edwardii", in "Bear Population Studies", V. Lancaster, (Editor), Edinburgh Zoological Publications, Edinburgh, United Kingdom, Chapter 7, 123-168, 1988.
    J.T. Paul, "The 1954 Rubella epidemic in Brunus edwardii", in "Proceedings of the Sixth International Conference on Epidemics in Europe", V. Lancaster, (Editor), Academic Medical Press, London, United Kingdom, 561-568, 1987.
  • Please note: author first names are abbreviated to initials; initials precede the author surname; multiple authors are separated by a comma; all elements of the references are separated by a comma; the year of publication should always be the last element in the reference, except when a DOI identifyier is included.
  • If you cite a paper from another Civil-Comp conference please check the correct reference to the paper using the search mechanism on the CTResources website.
Acknowledgements may be included as an unnumbered section preceding the references. If appendices are included, then these follow after the references. Instead of numbers they should use: "Appendix A", "Appendix B", etc.
  • If you use Word please use in-line figures without anchors.
  • Diagrams, photographs, illustrations and code snippets should all be treated as figures, i.e. given figure numbers and captions.
  • In the text figures should be referred to in the style: "... In Figure 1 a new bear is shown ..."
  • All figures should be centred.
  • All captions for figures and tables should appear BELOW their respective figure or table. All captions should be centred. Captions should start: Figure 1. A New Bear
  • Captions are typeset in the regular text font and using 12pt. Captions should not have a full stop at the end.
  • All figures should be integrated within the text and not placed on pages at the end of the paper. Figures should be placed within the text near to the place where they are first mentioned. They should preferably be located just after their first mention (rather than before).
  • Tables are treated separately and should also be numbered consecutively in the text and referred to in the style: "... Population studies for bears are given in Table 1 ..."
  • Tables should have captions.
  • Tables should be placed within the text near to the place where they are first mentioned. They should preferably be located just after their first mention (rather than before).
  • Pay particular attention to the size of figures and tables. Not only the contents of your figure or table, but also the border (if any) around the figure or table should fit within the margins. Figures should preferably not have a surrounding border. Tables on the other hand should have one.
  • Figures and tables should be read without turning the page through 90 degrees - all figures and tables should be read when the page is viewed in portrait.
  • Equations should be numbered consecutively in the text.
  • Equations must be typeset not handwritten.
  • Equations should be centred on the page, and have a right aligned equation number enclosed in round brackets. The equation number is typeset using the same convention as the body text (12pt regular).
  • In the text an equation should be referred to in the style: "... The computation of steak and kidney pie rations for bears is given by Equation (1) ..."
  • Any mathematical or other notation should be defined in the text when it is first referred to. Lists of notations should NOT be given.
  • It is desirable that SI units be used. If non-standard units are used (e.g. Imperial Units) appropriate conversion factors should be given.
  • All documents should be in British-English. The document should be as brief as compatible with clarity and intelligibility.
  • Abbreviations should be spelt out in full on first appearance. First the full term should appear, followed by the abbreviation in round brackets.
  • Please do not capitalize terms when the abbreviation is first defined unless it contains names of places, people or trademarks. Example: "... we now use the finite element method (FEM) to compute ...".
Your main paper does not contain the paper title, authors or affiliations, as the top 75mm on the first page is left empty. This information should instead be provided in a separate document called "title.*". Please create a simple file containing the following information:
  • Full paper title, author(s) names and affiliations in the following style:

    The Role of Football in a Technological University

    A.B. Smith1 and J.-F. Wesson2,
    1Centre for Special Studies, Tower University, London, United Kingdom
    2Institute of Computer Generated Information, University of Ostend, Belgium

  • Please limit the length of your title to 80 characters long including spaces between words. It should not contain any non-alphanumeric symbols or embedded equations. Your title should be in mixed upper-lower case. Generally all significant words in the title have their first letter capitalised. Small words, (e.g. a, an, and, in, the, on, using, based, with, ...) are all lower case. Do not start the title of your paper with a number i.e. 123456789 or 0. (Please use one, two, etc. if required.)
  • Author's first names are abbreviated to initials. The initials are placed before the surnames.
  • The affiliations should be in English without abbreviations and follow the pattern: department, institute, city, country. If the name of city is already included as part of the name of the institute (e.g. Oxford University), then the city name should be omitted.
  • If only one institute is used, then the subscript attribution numbers should be omitted.
  • Do not include titles such: as Professor, Dr etc.
  • Do not include job titles such as Director of Design, Rector, Head of Department, etc.
  • Do not include email addresses or web addresses in your title block.
Please ensure that you have ALL documents ready for upload together. The list of documents you must upload is as follows:
  • The copyright form for the paper filled in with name and address. (Please see the section above on how to generate this online using the record for your paper on CCMM.)
  • A pdf of the full paper.
  • The title document in word or simple text file.
  • The source of your paper in the correct format. This may be a single word file or a single latex file. (If you are using latex please zip the file with all figures using the same directory structure that you are using for the paper i.e. if you have put the figures in a sub-directory called figs - then please leave them in that sub-directory and then zip the latex file etc. with the figs sub-directory.)
  • Application Form and Supporting Document for the Young Researcher Prize if appropriate - for details of this prize see the main conference webpage.
The deadline for submission of your paper will have been communicated to you by the editor in the abstract acceptance email or by the production department in a subsequent email.

When you are ready and have finished the final version of your paper and titleblock, please upload all the required items in CCMM (follow the "to do list" link; select the paper reference number from the table under the "author" heading; this opens a new tab for your paper; go to the heading "files"; use the "upload files" button).

If you have further questions regarding the formatting specification, or if you have copyright or permissions related questions, please contact production AT civil-comp . com