Delivering IEEE® conference proceedings: what organizers need.

This is an independent summary written by Conferences.Center. It is not IEEE documentation and has not been reviewed or approved by IEEE. Requirements, tools and deadlines are set by IEEE and change; always follow the instructions IEEE gives your conference. Authoritative starting points are at the end of this page.

The three things organizers usually manage

For an IEEE-sponsored or technically co-sponsored conference, final papers generally have to pass a format check, carry a signed copyright transfer, and be packaged with metadata for the publisher. Who does what depends on your agreement with IEEE, so confirm your own responsibilities with your IEEE contact.

1. Format checks with PDF eXpress

IEEE provides a free tool called PDF eXpress. Authors upload their final paper, and it checks the file and can convert a source document to a compliant PDF. Conference organizers normally get a conference ID from IEEE and open the site for their authors. Use IEEE’s current instructions for the ID, the dates when it is open and how authors should name and submit files.

A conference system can run its own technical checks on uploaded PDFs, such as page count, embedded fonts and file size, but that is not the same as passing PDF eXpress. In Conferences.Center the outcome of the author’s PDF eXpress check is recorded against the paper; it is not computed by us.

2. Copyright forms

Authors of accepted papers normally complete IEEE’s electronic copyright form (eCF) before the paper can be published. Organizers track who has finished and chase the rest. Keep a list of papers with and without a completed form, because missing forms are a common reason a paper is held back.

3. The delivery package

Publishers usually need a spreadsheet of paper metadata and the final PDFs, plus front matter such as a table of contents. Typical metadata includes title, authors, affiliations, emails and ORCID iDs where authors have them, abstract and paper identifiers. Values IEEE assigns, such as DOIs, ISBNs or page numbers, are supplied by IEEE; do not invent them.

A checklist you can adapt

1. Confirm the publication agreement and your IEEE contact.
2. Request your conference ID and publish the final-paper deadlines.
3. Open camera-ready upload only for accepted papers.
4. Collect PDF eXpress results and copyright forms for every paper.
5. Check author names, affiliations and the author list against IEEE’s prohibited-author guidance, where it applies to you.
6. Assemble the metadata spreadsheet, the final PDFs and front matter.
7. Send the package the way IEEE tells you to, and keep a copy.

How Conferences.Center helps

Where IEEE features are enabled for your conference, Conferences.Center opens camera-ready upload for accepted papers, records PDF eXpress outcomes and copyright form status per paper, and assembles a delivery package: a metadata spreadsheet (CSV and XLSX), the same data as JSON, a table of contents PDF and a copyright manifest. Columns for IEEE-assigned values stay blank until IEEE supplies them. The package is a file you send; the platform does not submit anything to IEEE for you. Read more on the academic solution→ and the features→ page.

IEEE’s own pages

• IEEE Conference Organizers site (opens in a new tab)
• IEEE PDF eXpress (opens in a new tab)
• IEEE electronic copyright form (opens in a new tab)
• IEEE Xplore (opens in a new tab)