Paper Submission Guidelines for Authors



Click Here To Submit Your Final Paper

Step 1: Paper Formatting

Templates are available for download here: Manuscript Templates for Conference Proceedings | IEEE which include information on page layout and formatting. The A4 template format should be used for the paper, not exceeding 4 pages.

The A4 template format should be used for the paper. 4 pages is suggested without exceeding 8 pages. Paper not respecting this recommendation or exceeding 5MB of file size will not be accepted. 

Step 2: Adding copyright information to the first page

The appropriate copyright notice must appear at the bottom of the first page of each paper, in accordance with the guidelines for IEEE Conference Publication. Instructions can be found below and at: https://www.ieee.org/publications/rights/index.html.

  • For papers in which all authors are employed by the US government, the copyright notice is: U.S. Government work not protected by U.S. copyright
  • For papers in which all authors are employed by a Crown government (UK, Canada, and Australia), the copyright notice is: 979-8-3315-8115-2/26/$31.00 ©2026 Crown
  • For papers in which all authors are employed by the European Union, the copyright notice is: 979-8-3315-8115-2/26/$31.00 ©2026 European Union
  • For all other papers the copyright notice is: 979-8-3315-8115-2/26/$31.00 ©2026 IEEE 

Step 3: Paper publication: IEEE compliance

Please follow the instructions below carefully to ensure that your uploaded final paper is compatible with IEEE Xplore formatting requirements: 

Authors have access to IEEE PDF eXpress for converting papers into PDF files. Please use the following conference ID: 68546X

The online service will check submitted files for compliance and reject any non-compliant files. Failure to comply will prevent proper publication or accreditation of your work.

Authors are advised to:

  • Embed all figures and captions within the text. 
  • Ensure legibility by simplifying all figures and tables, and maintain uniform style throughout the manuscript.  
  • Prepare the manuscript in the A4 file template provided by PDF eXpress.
  • Visit the IEEE PDF eXpress. New users should click on “Don't have an account? Create account” and fill the required information, including the conference ID 68546X.
  • Log in using the email address, password, and conference ID.
  • Upload the file for conversion into PDF format or check an existing PDF file. The compliant PDF version will be automatically emailed to the provided address with the IEEE PDF eXpress paper ID number. This number must be added to the name of the paper
  • If changes are required, incorporate them and resubmit to IEEE PDF eXpress.
  • Check both color and black-and-white representations of the final certified file. 
  • Name the paper as follows: [IEEE PDF eXpress paper ID number]_Last name_paper.pdf, where IEEE PDF eXpress number is provided by the service (e.g. 12345_Smith_paper.pdf)

Step 4: IEEE Electronic Copyright Form

The IEEE Electronic Copyright Form will be automatically emailed from IEEE to the submitting author.

  • The author must log in, complete, and confirm the electronic form.
  • The completed electronic copyright form has to be submitted with the paper and and should be named as follows: [IEEE Copyright ID number]_C_copyright (e.g. 12345_C_copyright)
  • The copyright transfer form ID number will be provided with the copyright form. 

ESA authors only: ESA authors MUST submit an ESA copyright transfer form which can be downloaded from the following link [ESA Copyright Transfer Form]. This form requires the title and list of authors to be filled in and must be signed by your authorising Head of Department. The signed PDF should be uploaded into the online submission portal. The document is to be named: [IEEE PDF eXpress paper ID number]_C_copyright (e.g. 12345_C_copyright). 

Step 5: Submission of Documents and IEEE Copyright Form

Authors should submit the following through the Final Paper Submission Portal: 

  • IEEE-compliant PDF of the final paper by 10 May 2026 23:59 UTC, named as  [IEEE PDF eXpress paper ID number]_Last name_paper.pdf
  • Signed ESA copyright transfer form named as  [IEEE PDF eXpress paper ID number]_C_copyright
  • IEEE copyright form named as [IEEE Copyright ID number]_C_copyright (e.g. 12345_C_copyright)


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