CD-ROM, USB and IEEE Xplore Proceedings

EDAS can produce CD-ROM and USB proceedings, as well as program brochures and the IEEE Xplore disk. There are several options:

• EDAS produces just the CD/USB image (content), i.e., a set of files that the conference copies to the physical CD-ROM or USB. The content consists of a set of custom HTML files that generally use the content and often follow the basic style of the conference web site. The materials include the program listing, author index, copyright information, the PDF files for the papers, and other items of interest to the conference, such as tutorial and workshop information or welcome messages from the chair. The conference needs to provide the IEEE letter of acquisition, if applicable, as well as any content not already found on the conference web page, such as welcome messages. The web content also contains auto-start functionality that automatically launches the conference home page when the CD-ROM is inserted into the CD-ROM drive on a Windows-based PC. (MacOSX does not support autostart, but the content itself can be viewed on any operating system.)

  PDF files for the the papers are stamped with the copyright information, page numbers and the conference name.

  Information such as sponsors and welcome messages are defined through the conference configuration.

  Producing the CD-ROM content for review by the conference takes ten working days, counted from the date all necessary materials have been provided to EDAS, including, if necessary, the IEEE Letter of Acquisition and compliant PDF files..

• EDAS can, if desired, also produce the physical CDs or USBs. EDAS will design the CD artwork, if desired. CDs are shipped in sturdy plastic snap containers that are more likely to survive airline luggage handling than jewel boxes or lighter-weight vinyl envelopes. CDs can be shipped anywhere in the world, using FedEx, with shipping charges billed to the conference.

Producing the CD-ROM takes two weeks, starting from the confirmation of the final content to shipping.

• EDAS can also produce the IEEE Xplore disk. It contains the papers and introductory materials, such as TPC and committee listings. These materials are similar in content to the attendee CD-ROM, but contain no links and are formatted for printing, not viewing. EDAS will produce the Xplore disks and ship them to IEEE headquarters, typically after the end of the conference.

EDAS can also make the CD ROM and individual presentations and papers available to registered attendees. For each event registration option, the conference can designate whether that registration entitles the attendee to access to the proceedings. (For example, tutorial-only registration might not allow access.)

EDAS will produce the proceeding content draft, make it available to the conference organizers via a web link and make any changes necessary.

Unlike typical society publishers, changes in content, such as changes in messages from chairs, program and organising committees, author name changes or paper updates, are reflected in the CD/USB content, until the master content is approved by the chairs. We encourage chairs to provide all information as soon as possible, even before all aspects of the content are finalized.

Progress on the proceedings is tracked by milestones, visible in Conference:Milestones to both the chair and publication chairs. Reminders about milestones are emailed periodically to the publication chairs. Milestones include items to be completed by the chairs or publication chair, such as adding the conference program or entering the shipping address. The publication and conference chairs should coordinate who is responsible for which milestones.

Summary of CD or USB Content

A CD or USB consists of a number of HTML pages:

• a front page with the required IEEE copyright information and a brief introduction to the conference;
• welcome messages;
• listing of the technical program committee
• listing of the organizing committee
• keynotes, with bios and abstracts
• technical program, with a short summary at the top that links to the sessions; the paper title in each session links to the PDF, which appears in a separate window
• author index (all papers and their sessions sorted by author last name)
• sponsors

Summary of Materials Needed

To request EDAS to prepare the CD, USB or Xplore disks, go to Conference:Configure, under "Proceedings", and edit the relevant options, such as the number of CDs and USB flash drives. If you are having the CDs burned or USB flash drives made, please include a precise and complete shipping address suitable for FedEx, including telephone number.

You can track the progress of the CD/USB production at Conference:Milestones.

The materials below should be provided to EDAS as soon as possible, but no later than immediately after the acceptance notifications have been made.

• Upload the IEEE letter of acquisition (LoA) or other copyright and publishing information to Conference:Files. For IEEE conferences, we cannot start the CD ROM content creation until we have the LoA.
• Configure the proceedings ISBN and catalog number at Conference:Configure under "Proceedings ISBN and ISSN".
• Check all papers for PDF problems (Papers:Manuscript problems). It is the authors' responsibility to provide valid PDF, e.g., to satisfy IEEE and ACM requirements.
• Update the conference committee, such as general chair or publicity chair, under People:Committees; however, do not add the technical program committee members since they are already captured in the EDAS TPC listing.
• Check the completeness and accuracy of the technical program committee under People:TPC; all members will be listed on the CD based on this information.
• Add any conference technical and financial sponsors you want to be recognized on the CD/USB via Conference:Sponsors.
• Create chair welcome messages, via Conference:Welcome messages.