Presentations And Author's Kit

Oral Paper Presentation Guidelines

Each morning/afternoon oral presentation sessions lasts 2/2,5 hours including eight/ten technical papers which require strict adherence to the time limits for presenting papers.

This assures that everyone has a fair chance to present their work and answer questions. It is the job of the Session Chair to keep time and maintain schedule. Each paper is allowed:

  • 2 Minute for speaker introduction
  • 13 Minutes for presentation
  • 5 Minutes for questions and answers.

Please plan your presentation accordingly.
Each room will be equipped with computer project system. All presentation must be done on the computer available in the room. Please bring your slides on a memory stick or a CD. The room staff of the OPTIM-ACEMP 2021 secretariat will help you upload your paper.

Please arrive in the room 10 minutes before the start of you session and give a very short introduction bio for the presenter.

Please make sure you use a very high quality slides including large fonts, good graphics and sharp coloring. Please do not use small text or hand written material on you slides.

Guidelines for Poster Paper Presentation

Posters are a different choice for the authors to present their work, giving the opportunity to discuss in depth with the attendees.

Size of Poster Materials

Please refer to the Poster Board shown below to prepare the layout of your presentation. The poster board area for each presentation is an A0 portrait sized (1 meter width by 2 meters height). The size of poster materials should fit inside the board and be readable at a distance of a few meters. The paper number will be posted on the board by the organizers.

Poster Board

Poster Preparation and Poster Presentation Awards Preparing carefully this material is decisive to achieve the expected results. It is important that all the graphs and tables shown are clear and legible to avoid readers standing close to the poster and blocking the view from others. Preferably use colors, tables, and graphs, rather than dense paragraphs. Consider organizing the materials logically, so that the attendee can perceive easily the motivation for the work, the methods used, and the results achieved. Teams of evaluators and reviewers will judge the poster on its quality, clarity, contents and appeal. The authors of the selected poster presentation must be physically present during the poster session.


Please arrive at least 10 minutes ahead of the scheduled poster session to arrange any last minute issues relating to your presentation. The poster can be posted anytime from 8:00 AM on the day of your presentation until the time of your presentation. The poster can be left throughout the day of your presentation but must be removed before 5:00 PM.

Author’s Kit – Paper Submission System


English is the working language of OPTIM-ACEMP Conference.
The paper must be written in English UK or English US.

First step: Paper Proposal submission

Deadline:  March 10, 2021

A full paper proposal describing work not previously published or presented have to be electronically submitted in PDF file through the conference website no later than the deadline. The paper must be written in English UK or English US. Normally, the paper proposal should be 6-8 pages long (maximum 10 pages can be also admitted), two-column, single-space, on A4 format with supporting figures, tables and references, headed by title of paper and choice of topic category.
Please do not indicate authors’ names.

The submitted paper proposal will be reviewed via a peer review process in order to ensure the highest technical quality of the conference. The paper proposal should clearly define the salient concepts and novel features of the work. Be sure to mention past or previous works to distinguish your originality from them (papers will be checked against plagiarism using a specialized software).

Templates without authors’ name (blind):
DOC Template (~1723 KB),
PDF Template (~42 KB),

Paper Proposal Submission

Paper Proposal Submission entrance is available HERE

Notification of Acceptance: March 21, 2021

Authors will be notified by e-mail about the paper acceptance no later than March 20, 2014.

Second step, after paper acceptance: Final Paper submission

Deadline: April 15, 2021

All full papers and signed copyright must be uploaded by above deadline. All authors must also register and pay the fee by indicated deadline. If you have not received your email with your paper’s status, please login on your account and check under “Paper Submission” to view the results and reviews for your paper.

For the final paper, the reviewer’s comments (eventually) received in the notification e-mail have to be taken into account. The correctness of the English language has to be carefully checked.

Please do not forget to add authors’ data (names, affiliation, mail address, email).

IEEE is very strict about the requirements for converting application files or PostScript files to full-text PDF for inclusion in IEEE Xplore®. Please follow the detailed instructions in “IEEE PDF File Preparation Guide for IEEE Xplore®”, which describes the essential steps in distilling PDFs that meet IEEE requirements.

The most important issue is to make sure that all fonts used in the paper are EMBEDDED, especially for papers from Asia and Europe. The “IEEE PDF File Preparation Guide for IEEE Xplore®” details the process to ensure that all fonts used are embedded and subsetted. Failure to embed and subset fonts is the biggest obstacle to PDF compliance with IEEE Xplore®. Papers failing to meet IEEE Xplore® PDF requirements may be rejected.

Formatting rules

Papers are limited to ten (10) A4 sized sheets, and must conform to IEEE double column format. Submissions exceeding 10 pages will be rejected.

Do NOT insert any headers, footers, or page numbers.

Templates for papers are available in DOC and PDF.

Templates with authors’ name:
DOC Template (~104KB),
PDF Template (~119KB),

How to conceive and execute an IEEE paper.

As OPTIM biannual Conferences have become IEEE Xplore and ISI certified, the competition for paper acceptance will enforce further. Also, after presentation at OPTIM a paper could be sent to be considered for further review and eventual publication in IEEE Trans. Vol. IA, EC, IE, PE with the mentioning of its presentation at OPTIM. These should be strong reasons for you to consider drastic measure to improve the quality of your papers in the near future.

To assist you, we are attaching here a tutorial (.pdf 644.5KB) by Dr. Bimal Bose IEEE Life Fellow.

Please study them carefully and see how you can emulate them.

Prof. Ion BOLDEA,
IEEE, Fellow