ASIS&T Guidelines for (Poster, Panel, Paper) Submissions to Annual Meeting Conference Proceedings  

Guidelines and instructions for submitting final copy of papers, poster and panel descriptions to the Proceedings. Tables, graphs, equations, and other visual content need to be treated as images according to specific instructions included.



Contributed papers should present original research contributions and will be refereed. Posters and panels should address research or practice in one of the areas of the conference theme and will be refereed as well. All submissions must be submitted electronically via the conference submission web page. Submissions will be accepted in Word, RTF (Rich Text Format), and original format for posters and panel presentations.


General Layout and Formatting

Refereed paper length is limited to 10 pages (including all figures, tables, bibliography and appendices). Posters and panel summaries should be at least 2 pages in length, but may be up to 10 pages. Additional materials for poster and panel sessions (electronic version of the poster, panel presentations, etc.) may be submitted in original format, and will be included if space is available in the electronic proceedings. Additional layout guidelines as follows:

Formatted for 8.5 x 11 inch paper, or the closest European standard, which is A4.

Margins set to 1” or nearest Metric (25 mm).

Double-space between paragraphs, sections, and subsequent sections. Single-space paragraphs.

Single-column. Although previous print Proceedings were in two columns, single columns are more suited for on-screen display.

Font face shall be Arial but size is unimportant as it will be reset by html styles in the electronic publication. However, 11 point is suggested. The style (bold, normal, italics) is very important – please follow the guidelines in this Guide.


Italics – Use italics as little as possible, Use italics for:

titles of books, periodicals, and microfilm publications

genera, species, and varieties

introduction of a new technical, or key term or label on first use

letter, word, or phrase cited as linguistic example

words that could be misread

letters used as statistical symbols or algebraic variables

some test scores and scales

periodical volume numbers in reference lists

anchors of a scale [e.g. 1 (poor) to 5 (excellent)]

Do not use italics for:

foreign phrases and abbreviations common in English

chemical terms

trigonometric terms

nonstatistical subscripts to statistical symbols or mathematical expressions

Greek letters

mere emphasis, in general use syntax to provide emphasis

letters used as abbreviations

Bold – Use bold type only as described in this document


Submission Style

For papers reporting on research, the background and purpose of the study should be stated first, followed by details of the methods, materials, procedures, and equipment used. Findings, discussion and conclusions should follow in that order. Appendices may be employed where appropriate. For papers reporting on best practices or other aspects of information science, the authors should strive for a structure that will be clear to their intended audience.

Submission Layout

First Page

The first page must contain the title of the submission and the authors’ names, affiliations, mailing addresses, and email addresses, as described and illustrated in the “First Author” section above. In the case of multiple authors, please indicate which author is to receive correspondence if only one. Financial support may be acknowledged in a footnote to the title; for other purposes endnotes should be used. For papers longer than 5 pages, an informative abstract of 200 words or less must be included on the first page.


There is no need to insert a page break after the abstract, continue with Introduction (if any), Sections, sub-sections, etc., text, tables, figures, equations, etc. as illustrated below:


Subsequent Pages Sections

Sections should not be numbered. Double-space between paragraphs, sections, and subsequent sections


Instructions for Tables, Figures, Equations, and other visuals

general instructions:  Embed Tables, Figures, Equations, and other visuals in the desired positions in the document. Use Objects meeting the criteria listed for each below – this is very important, particularly if any have small print or other fine details. Don’t worry about appearance in the submitted final copy; adjustments will be made for final on-screen display and will take advantage of functionalities unavailable to print copy.



Insert tables using your word-processor’s native table layout functionality and features. Position table caption above the table and center both relative to the page, not the section. Number tables sequentially in series and separately from other graphics. Format as illustrated:


Table 1. Analysis of ASIS&T AM Submissions

Submission types


Author count












Figures and Graphs

Insert images as objects with the following properties:

Size:  width: 800 pixels; height: as necessary

Resolution:  133 dpi or ppi

Color:  May be in color or black-and-white

Position caption below the figure or graph and center both relative to the page.

Yes, some images will look grossly large and out of place – all images will be processed to suitable size during editing of the Proceedings. These properties ensure a large-scale image can be displayed on-screen at fine enough resolution for readability and understanding. Number figures sequentially in series and separately from other graphics. Format as illustrated:


  Figure 1. Hexagon and four-pointed star



Prepare equations using an equation editor and insert as objects. Keep in mind, if the equation has very small characters it will not render well in an on-screen display and enlargements will be badly pixilated. Size accordingly.


Place short and simple equations, such as , in the line of text.

If an equation projects above or below the line, start on a new line and double-space above and below the equation. Number equations sequentially in series and place the number in parenthesis 10 spaces to the right of the equation, as below:




Notes are of four kinds: content notes, copyright permission notes, table notes, author notes. Number content, copyright permission notes, and table notes consecutively throughout the article with superscript Arabic numerals following the content or quotation noted. For table notes, place the numeral immediately after the table caption. Identify each note in the Notes section with the same superscript Arabic numeral preceding the note or quotation source.

 Content Notes

These supplement or amplify substantive information and should not include nonessential information. Include them only if they strengthen the text. Limit to one idea; if more involved, consider incorporating into the main body of text.


Copyright Permission Notes

Use to acknowledge the source of quotations. All other acknowledgements should appear in the reference list. Follow the example for format:

5 From “Title of Article” by A. N. Author and C. O. Author, year, Title of Journal, 50, p. 22. Copyright year by the Name of Copyright Holder. Reprinted [or Adapted] with permission.

6 From Title of Book (p. 103), by A. N. Author and C. O. Author, year, Place of Publication: Publisher. Copyright year by the Name of Copyright Holder. Reprinted [or Adapted] with permission.


Notes to Tables

Similar to Copyright Permission Notes, these identify and acknowledge material obtained from a source other than the research reported in the article. Use the same format as for Copyright Notes.


Author Notes

1 Use Author Notes only to supplement basic author information such as institution, addresses, and other contact information. Supplemental information includes disclaimers, notice of perceived conflicts of interest, and acknowledgements identifying grants and other sources of funding. Include employer, funding organization, or other institution required disclaimers or disavowals of opinions and positions stated in the article. Author Notes is also the proper place to acknowledge contributions from earlier studies, a doctoral dissertation, or a paper presented at a meeting.


References and Citations

The accuracy and completeness of the references is the responsibility of the author. References to personal letters, papers presented at meetings, and other unpublished material may be included. The format for citation references in text for bibliographic references as been modified from the Publication Manual of the American Psychological Association (5th ed., 2001). Citation of an author's work in the text should follow the author-date method of  citation; the surname of the author(s) and the year of publication should appear in the text. For example, “Smith (1999) found that…”; “other researchers (Black & Tan, 2000) …”. Formats for citation of electronic references are provided on the APA web site:



References should be listed alphabetically at the end of the submission using an unnumbered style with no indentation in 11 point type. Each reference is one paragraph, following the Publication Manual of the American Psychological Association (5th ed., 2001), Chapter 4 guidelines as modified below.



Author last name, Author initial., repeat for up to three authors. If more than three authors, give the first, followed by et al. (do not italicize). (Publication year, in parenthesis). Article, Chapter, or other section title (do not italicize). Periodical, book, or other work title, volume (number, if any, in parenthesis) (all in italics). If the work is an edited compilation, such as conference proceedings, or collected readings, or similar, precede the title with “In “ + editor first initial, last name + “(ED)”. Follow the title with page numbers as a range [e.g. 44-67] (do not italicize, do not enclose in parenthesis or brackets). For books, proceedings, and other compilations, list place of publication + colon (:) + publisher. Close with full stop (.).



Kiggundu, M. (1981). Task interdependence and the theory of job design. Academy of Management Review, 6(3), 499-508.

Jonassen, D. (1997). Instructional design model for well-structured and ill-structured problem-solving learning outcomes. Educational Technology: Research and Development, 45(1), 65-95.

Jonassen, D. (2000). Toward a design theory of problem solving. Educational Technology: Research & Development, 48, 63–85.

Laughlin, P. (1980). Social combination processes of cooperative problem-solving groups on verbal intellective tasks. In M. Fishbein (Ed.), Progress in social psychology vol. 1, 127-155. Hillsdale , NJ : Lawrence Erlbaum Associates.

Li, Y. (2004). Task type and a faceted classification of tasks. Poster session presented at the annual meeting of the Association for Information Science and Technology, Providence , RI . Retrieved June 29, 2005, from

MacMullin, S., & Taylor, R. (1984). Problem dimensions and information traits. The Information Association, 3, 91-111.

Mcgrath, J. (1984). Groups, Interaction and Performance. Inglewood , NJ : Prentice Hall, Inc.

Perrow, C. (1967). A framework for the comparatively analysis of organizations. American Sociological Review, 32, 194-208.



This template is based on Sparking Synergies: bringing research and practice together at ASIS&T ’05, Oct. 28 – Nov 2, Charlotte , NC . Proceedings of the Association for Information Science and Technology Annual Meeting, no. 42, 2005. Silver Spring , MD. , lessons learned during production of it, and adaptations from the Publication Manual of the American Psychological Association (5th ed., 2001)  

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