Author Instructions – AIP Conference Proceedings - CEC-ICMC 2013

Author Instructions – AIP Conference Proceedings
7 x 10 inch, single column format
Check List
Is your paper the proper length (8 pages contributed; 10 pages invited, 20 pages plenary)
NOTE: Extra page fees are US $150 per page. These must be paid in the publications room at
the conference site no later than Wednesday, June 15, 2011, 5:00 pm.
Are the printed areas the correct size (156 mm [6 1/8”] wide, 248 mm [9 3/4”] long, with the first
page only 210 mm [8.25”] long
Are you using the correct format (see sample paper)
Have you double checked your numbering of all figures, tables, equations, and references
Did you embed all fonts when saving your file
Have you supplied the Managing Editor with the signed Transfer of Copyright form NOTE:
These must be submitted to the publications room at the conference site no later than 5:00 pm
on Thursday, June 16, 2011. Your paper can not be published without a signed Transfer of
Copyright form.
Were permissions granted by other publishers or authors if required and the necessary
documentation given to the Managing Editor (submit form(s) and/or documents to Managing
Editor no later than 5:00 pm on Thursday, June 16, 2011) Please see page 2 and 3 for
additional information.
Have you updated/completed all of your contact information on the AIP PXP site (address to be
provided at a later date)
Did you check the appearance of your paper on AIP PXP after submitting it Occasionally the
translation to PDF changes the layout of a Word document. You must approve the file for the
submission to be completed. (This applies once the submission site is available.)
General Information
The Proceedings of the 2011 Cryogenic Engineering Conference (CEC) and International Cryogenic
Materials Conference (ICMC) will be published as a special volume by the American Institute of Physics
(AIP). The Editors are J. G. Weisend II (CEC) and U. (Balu) Balachandran (ICMC).
Please note that all accepted papers from the AIP publication of Advances in Cryogenic Engineering are
sent to ISI for inclusion in the ISI Proceedings citation database.
The publication process for the CEC/ICMC 2011 is all electronic. All articles for the Conference
Proceedings will be submitted and reviewed electronically. Once accepted, AIP will publish your paper as
received – this is different from journal publications. AIP does not copyedit or typeset your paper.
Therefore it is imperative that you adhere to all formatting requirements and double check and proofread
your paper carefully before submitting it at the special web submission site.
A Microsoft Word sample paper (USA style or A4 style) and LaTeX style guide (.zip file) for the 7 x 10
inch, single column format are available at http://www.cec-icmc.org.
If you have questions regarding page layout, color artwork, permissions, or copyright, you may contact
the Managing Editor, Annett D’Antonio, directly at:
Centennial Conferences 917 Front Street, Suite 220 Louisville, CO 80027 USA
E-mail: cecicmc@centennialconferences.com Phone: (001) 303-499-2299 Fax: (001) 303-499-2599
AIP Conference Proceedings: http://www.aip.org/proceedings 1 © 2003 American Institute of Physics

Following publication of the printed proceedings, all papers will be made available online in open access
to all.
Manuscript Preparation
‣ Length of your paper: Contributed submissions (regardless of whether they are oral or poster
presentations) will be allocated 8 (eight) pages. Invited contributions will be allocated up to 10 (ten)
pages. Plenary contributions will be allocated up to 20 (twenty) pages.
‣ Margins: Please see page 1 and 2 of the sample paper for complete information.
‣ Figures: provide black-and-white figures if they should be printed in black-and-white. Some color
figures can be printed in black-and-white, but generally only with some loss of information. Check
your figure legends carefully and remove any mentioning of color if the figure is to be printed in blackand-white.
All color figures will be printed in black-and-white unless you make arrangements with the
lead volume editor for color printing. If you accept the color page charge, AIP will need a letter or
email from you, including complete contact information to where the invoice should be sent, title of
your paper, figure numbers to print in color, and statement accepting the additional charges. If
required by your institute, AIP will need a purchase order number as well.
‣ Figures and tables must be inserted in the text (as close as possible to their first mention in the text
but at the top or bottom of the page) and may not follow the Reference section. However, it is
acceptable to have a large figure or table occupy the bottom half of the last page.
‣ Please supply keywords for your article as indicated in the sample papers.
Keywords should describe the main topics of the research reported in the article, with 3-8 keywords
typically being sufficient. Very general terms are not necessary (e.g., "physics", "astronomy", or
“cryogenic”); keywords should instead describe specific topics and thus help someone searching for
articles in these subject areas.
If you would like to see the keywords used for any paper published in the 2007 Advances in
Cryogenic Engineering, you may log on to:
CEC: http://scitation.aip.org/dbt/dbt.jspKEY=APCPCS&Volume=985&Issue=1 or
ICMC: http://scitation.aip.org/dbt/dbt.jspKEY=APCPCS&Volume=986&Issue=1,
click on any abstract link, and you will see the used Keywords to the right of the abstract.
If you would like to see the keywords used for any paper published in the 2009 Advances in
Cryogenic Engineering, you may log on to:
CEC: http://scitation.aip.org/dbt/dbt.jspKEY=APCPCS&Volume=1218&Issue=1 or
ICMC: http://scitation.aip.org/dbt/dbt.jspKEY=APCPCS&Volume=1219&Issue=1,
click on any abstract link, and you will see the used Keywords to the right of the abstract.
‣ Follow the Microsoft Word sample paper (USA style or A4 style) or use the LaTeX style guide
provided. Make sure to embed all fonts when saving your file.
AIP Conference Proceedings: http://www.aip.org/proceedings 2 © 2003 American Institute of Physics

Forms
1. In addition to uploading the paper, you must submit a signed Transfer of Copyright form. The form
can be mailed or emailed (scanned PDF version) to the Managing Editor, Annett D’Antonio (see page
1 for complete contact information) or must be submitted to the publications room at the conference
site no later than 5:00 pm on Thursday, June 16, 2011. Your paper can not be published without
a signed Transfer of Copyright form.
‣ Complete the Offprint Order Form if you wish to order offprints of your paper, and submit during the
Conference or send it to Annett D’Antonio as well.
Permissions
‣ Permissions: The Proceedings publisher must of necessity assume that material submitted for
publication is properly available for dissemination to the public. It is the responsibility of the author,
not the Conference or the Proceedings publisher, to determine whether disclosure of the material
requires prior consent of other parties, and, if so, to obtain it.
‣ To use previously published material from a book or journal, you must obtain written permission from
the owner of the rights to the material (the original publisher and/or author).
It is your responsibility to obtain permission to use copyrighted material. The executed permissions
need to be sent to the Managing Editor, Annett D’Antonio.
Write for permission as early as possible before your manuscript deadline. Publishers may be slow in
responding to requests for permission, and it is possible that permission will be denied, or that you
will be asked to also obtain the author’s permission (in cases where the author controls sole rights, or
joint rights with the publisher). In any case, it is in your own best interest to also ask the author of the
original publication. If the author is difficult to locate, keep good records of your attempt.
Most publishers offer submission of permission requests online or via email, which may be the fastest
and most convenient way of receiving a reply. Some examples with relevant links are:
Elsevier: http://www.elsevier.com/locate/permissions
Nature: http://nature.custhelp.com/app/answers/detail/a_id/109/kw/permission/related/1
Springer : http://www.springer.com/rightsSGWID=0-122-0-0-0
Science: http://www.sciencemag.org/site/help/about/permissions.xhtml
Astronomy & Astrophysics: no information in publisher’s website
The Astronomical Journal: http://www.jstor.org/page/journal/publastrsocipaci/rights.html
the Astrophysical Journal: http://www.jstor.org/page/journal/publastrsocipaci/rights.html
You may also use the Permission Request Form to request permission to reprint text, tables or
figures. You may complete this form and fax it to the publisher or author of the material you wish to
use.
When the signed permission is returned to you, please insert any necessary credit lines in your
figure or table legends.
AIP Conference Proceedings: http://www.aip.org/proceedings 3 © 2003 American Institute of Physics

1. Quote verse, either in whole or in part.
You do need permission to:
2. Reproduce tables, graphs, drawings, and photos, or any copyrighted features that are complete
in themselves. This is true even if it is “your own work” already published elsewhere.
NOTE: The mere redrawing of an illustration is not enough to make it original. There must be
alterations that are themselves copyrightable. Even when intellectual additions are present, you must
obtain permission from the copyright holder to alter the table or illustration.
NOTE: Acknowledgment of the source of material does not substitute for obtained permission to use
the material. Always obtain permission when in doubt.
NOTE: It is a courtesy and it is in your best interest to notify the original author of your intention to
reproduce his/her material. Many publishers actually require it.
You do not need permission to:
1. Use material from any AIP journal or magazine and also from select publications of constituent
societies of AIP for which AIP administers permissions (please see the list of publications exempt
from need of permission).
2. Use material in the public domain (material that is no longer or never has been protected by
copyright, e.g. United States government reports, NASA publications, DOE publications). Note that
a work which has passed into the public domain in the United States may still be protected under
copyright in other countries. If so, you must obtain permission to use such material in order to
enable AIP’s worldwide distribution of your work.
3. Include material that falls within the Freedom of Information Act. This would include work done by a
U.S. government employee and work published by the U.S. government.
4. Discuss another’s ideas as long as that person’s “literary expression” of the ideas is not used; you
must keep in mind that the organization and selection of the material and its sequence are part of
the “literary expression.” When in doubt, obtain permission.
5. Include material when the use constitutes “fair use,” such as quoting or paraphrasing copyrighted
material for the purpose of scholarly comment, illustration, or criticism within a limited scope.
AIP AND MEMBER SOCIETIES’ JOURNALS WHICH DO NOT REQUIRE PERMISSION REQUESTS
American Institute of
Physics
*Applied Physics Letters
*CHAOS
*Computers in Physics
*The Industrial Physicist
*JETP Letters
*Journal of Applied Physics
*The Journal of Chemical
Physics
*Journal of Experimental
and Theoretical Physics
*Journal of Mathematical
Physics
*Journal of Physical and
Chemical Reference Data
*Low Temperature Physics
*Physics of Fluids
*Physics of Particles and
Nuclei
*Physics of Plasmas
*Physics of the Solid State
*Physics Today*Review of
Scientific Instruments
*Semiconductors
*Technical Physics
*Technical Physics Letters
American Vacuum
Society
*Journal of Vacuum Science
and Technology A
*Journal of Vacuum Science
and Technology B
*Surface Science Spectra
The Acoustical Society of
America
*The Journal of the Acoustical
Society of America
American Association of
Physics Teachers
*American Journal of Physics
*The Physics Teacher
AIP Conference Proceedings: http://www.aip.org/proceedings 4 © 2003 American Institute of Physics