Adapted from ADASS XXX — with thanks to the ADASS XXX LOC!

If you contribute to ADASS 2021, you are expected to submit a paper for the proceedings. Invited speakers and financial aid recipients are required to submit a paper and everyone else is strongly encouraged to do so. The Proceedings are published by the Astronomical Society of the Pacific (ASP) as part of their Conference Series.

The deadline to submit the draft version of your paper is October 17, 2021, 23:59 UTC. The final publishable version is due on November 28, 2021.

If you do not submit a draft by the deadline, we cannot guarantee that your paper will be included in the proceedings.

The proceedings editors are Oleg Smirnov, Russ Taylor, Carolina Ödman and Benjamin Hugo.

Instructions for paper preparation

We provide an ADASS_2021.tar proceedings package archive with style files, check scripts and documentation available. After downloading this file, you may save it in a suitable directory and unpack it using the command: tar xvf ADASS_2021.tar.

NB: if you have multiple submissions you will need to repeat this for all your submissions — please do not submit multiple proceedings in the same directory!

This package of files is supplied to help you prepare papers for submission in the Proceedings for the ADASS 2021 conference. Among the list of files you may find the following:

ASP Instructions for Authors and Editors (manual2010.pdf)
Guidelines for preparing an ADASS paper (ManuscriptInstructions.pdf)
A template file to write your paper (ADASS_template.tex)

Please follow the guidelines carefully, because the manuscript needs to be delivered to ASP in print quality. The more issues are solved early on in the process, the more time we all save.

Preparing your manuscript

The best usage is to prepare your paper in the Author_Template folder created by unpacking the ADASS2021.tar proceedings package file. If you author two papers, you can use a parallel Author_Template folder in a different parent directory for your second paper.

Read ManuscriptInstructions.pdf carefully.

The ADASS_template.tex file gives you a basic template for your ADASS paper.

We have also prepared personalized package templates, based on your title, author name and abstract of your contribution. You may download this personalized package from here by locating your PID in the list of Proceeding IDs, unpack it, replace the unpacked files in the Author_Template folder, and use the filename <PID>.tex for your manuscript.

Note that you have to remove *.eps*.bib and *.tex files provided by default in the Author_Template folder and add your own files needed for the manuscript, with filename nomenclature following your given PID. You should also declare in the FIGS variable of the makedefs file the figures used in the paper, as a list of filenames separated by a space. Note that you may need to rebuild when running bibtex for the first time in your folder.

Please note that in order to get all the make commands working correctly, you should be working in the Author_Template folder.

You will need to run LaTeX on your .tex file, then run BibTeX to process the references, and then will need to run LaTeX again up to three times to get all the cross-references right. You may use the provided Makefile, but if you prefer building manually that should work as well. ASP does not use pdflatex, so try and stick to latex (we only allow EPS figures, not PNG or JPG).

Using Overleaf?

Editing your paper in Overleaf is also known to work: simply upload the .tex template, the two asp2014 files, and optionally your BIB file and EPS figures to your Overleaf project (don’t start from scratch, or your file will be likely named main.tex, which is what you don’t want!) The easiest way is to run make overleaf, which will produce a single ZIP file with the required content, which you can upload to Overleaf in one go.

Check your manuscript

Your paper should typeset without generating any LaTeX errors or warnings. Overfull hbox warnings, in particular, need to be fixed. The make check command runs a python script that looks for a number of common problems that have been found in submitted papers. You should run it on your paper before packaging it up for submission and should fix any problems it finds. This test is a copy of a basic paper checking program that will be run by the ADASS editors on all submitted papers. It is also possible to run the check manually with the script. See ManuscriptInstructions.pdf for detailed instructions on how to check your manuscript.

Package and submit your paper

You should create a .tar file with a name based on the identifier for your paper and including a version number, starting at 1, e.g. X9-999_v1.tar. This should contain:

  • The .tex LaTeX file
  • The .bib file defining any cited references
  • And .eps graphics files used by the paper
  • The makedefs file
  • The resulting .pdf file for the paper, so we can see how you got it.
  • A signed copyright form with filename copyrightform_<PID>_<AuthorName>.pdf.

Makefile commands

If everything in the Author_Template is set correctly, you should be able to run the following make commands:

    make pdf         # Build the PDF file (possibly twice to get rid of some errors)
    make check       # Check the manuscript for issues
    make tar         # Build the tar file for submission
    make overleaf    # Prepare a ZIP file to bootstrap your overleaf project

Please note that in order to get all the make commands working correctly, you should be working in the Author_template folder.

Upload your proceedings contribution

Upload the .tar file to your folder on the FTP site, following the Upload instructions.

If you need to submit a revised version, submit ALL the required files in a new .tar file – do not just submit the modified files – and append a version number to the name, e.g. X9-999_v2.tar.

Page limits

Proceedings contributions have the following page limits:

Invited Talks: 10 pages
Contributed Talks: 4 pages
Poster Papers: 4 pages
Focus Demos: 4 pages
Tutorials: 4 pages
BoFs: 4 pages