Paper Submission

The deadline for submitting paper contributions to the proceedings is ~~Friday, September 5~~ Wednesday, September 10, 2025 at 13:59 UTC.

You will be able to access your contribution and upload your paper once the paper submission period opens on June 30th, 2025.

Before Submitting

Before uploading your files, please ensure that you have carefully followed the Paper Preparation Guideline when writing your manuscript. It is also important to use the latest version of the JACoW template, as it has recently been updated.

Then, log in to the “My Contribution” area in the MEDSI 2025 JACoW Indico page, and:

Ensure that the contribution title in Indico is identical to the one in your paper. The title in the paper must be written in UPPERCASE, while in Indico it must use Sentence case. Update the Indico title if necessary to ensure consistency.
Verify that the list of authors in the paper matches the one in Indico. Only the main (first) author should be listed in the “authors” field; all others should be added as “co-authors.” Make sure exactly one speaker is selected, and that it corresponds to the actual presenter at the conference. This information will be used to generate the table of contents and author index of the proceedings. If any co-authors are missing from your Indico entry, they will be omitted from the index.

Submission of a Paper

While most authors can generate PDF files, the formatting and standards used are often inconsistent and may not meet the requirements for inclusion in the JACoW proceedings. Therefore, authors must not submit only a PDF file. Contributions submitted without a source file (such as .tex, .docx, or .odt) are considered incomplete and will not be flagged as ready for editorial processing.

Once your paper has been prepared using the JACoW template and follows the MEDSI2025 Paper Preparation Guideline, you must submit all files used to generate the final contribution, including:

The source file, formatted using MS Word, LaTeX, or OpenDocument.
A PDF version of the paper, generated from the source file. Please ensure that all fonts are embedded in the PDF.
All figure files included in the paper, in their original format (e.g., .jpg, .gif, .tif, .png, .eps, .pdf). Carefully check that image quality is maintained—particularly for color figures—and that any text within images remains legible and clear.

File upload via Indico

Once all your files are ready, log in to the JACoW Indico page and go to the “My Contributions” area to upload them.

After logging in:

Use the left-hand menu to navigate to “My Conference > My Contributions.”
Click on the title of the contribution for which you want to upload files.
Scroll to the bottom of the page and click the “Submit files” button.

You will be prompted to select the type of files to upload, depending on the type of your contribution:

Poster contributions: Upload your paper files. Additionally, upload a PDF version of your poster, which will be included in the JACoW data base for future access.
Oral contributions: Upload files for both your paper and your presentation slides.

A file upload window will appear. You can either drag and drop files into the appropriate boxes or click the plus sign (“+”) to browse and select them manually from your computer. All filenames must follow the required naming syntax. If they do not, the “Submit” button will remain inactive and the upload will not proceed.

The editorial team will begin processing submitted papers four days before the conference. Authors will receive an email notification regarding the status of their submission. Alternatively, you can check the status board displayed on one of the MEDSI2025 conference screens located in the Atrium at The Loop: