About AIP Conference Proceedings
AIP Conference Proceedings contains over 100,000 articles published in 1,500+ proceedings, and is growing by some 100 volumes every year. This substantial body of scientific literature is testament to our 40-year history as a world-class publishing partner, recognized internationally and trusted by conference organizers world-wide. Whether you are planning a small specialist workshop or organizing the largest international conference we invite you to contact us, or read these testimonials, to find out why so many organizers publish with AIP Conference Proceedings.
How do I get a quote for my proceedings?
Getting a quote is fast and straightforward:
We provide each conference with an individual quote based on the quantities and requirements detailed within the Proceedings Questionnaire.
Why should I choose AIP Publishing?
Selecting a publisher, or publication, is not always easy, especially for conference organizers, because you are making a choice on behalf of your community and your authors. Reputation, community awareness, cost, flexibility, service and publication speed are all important factors for you to consider. We’d like to add our experience to that list—experience we can share with you, and your authors.
So, why should you consider approaching AIP Conference Proceedings?
- Experience makes the difference: AIP Conference Proceedings has a long and rich history of service to the scientific community: A valuable resource of experience and expertise which would be available to you at every stage of the publication process. Our entire team is dedicated to providing an exceptional publication service.
- We're here to help: If it is your first proceedings project, and you need some advice, you’ll have access to the entire AIP Conference Proceedings team—just an e-mail or phone call away. We’ll do our very best to give clear, helpful suggestions and provide straightforward answers to any questions you may have.
- An international perspective: We work with conference organizers from all over the world. At every stage of the publishing relationship our communications, documentation and guidelines strive to be clear, jargon-free, and informative.
- Managing your budget: Our online publication fees are based on the number of articles published and are totally independent of page counts. Publishing online-only proceedings with lengthy papers is extremely affordable—there is no need to protect your budget by restricting authors to low page-counts.
- Rapid publication: The time between submission of all articles to online publication is frequently less than 4 weeks—providing all materials submitted to us are prepared to our requirements. Printed copies typically begin shipping about 4 weeks after online publication.
What are the options for your proceedings?
AIP Conference Proceedings offers online-only publication or online publication plus optional printed copies and/or CDs. Please feel free to contact us via firstname.lastname@example.org if you want help and advice on choosing which option(s) might be best for your conference.
Our online publication fees are completely independent of page counts. Authors are free to write as much as they wish or as much as the editors are willing or able to review. We provide two options for access to the published proceedings:
- 1-year conference access: All editors, conference participants, and committees will have access to the online proceedings for a period of 1 year from the date of publication. We provide a username and password for distribution to your conference participants.
- Perpetual open access: The proceedings will always be free-to-read for the international research community.
(optional) Printed copies and/or CDs: Exceptional flexibility
To help organizers manage their publication costs we offer a range of solutions for printed copies/CDs–enabling you to publish proceedings of value to your community but at a cost which is compatible with the financial resources available.
- Selected papers: Instead of printing every paper in the online proceedings, editors can choose to print just a selection – typically the plenary and invited papers only. All papers will, of course, be published online but just a small selection can be reproduced in print for distribution to participants, funding bodies, sponsors and so forth.
- Conference collection: Printed copies containing all papers published in the online proceedings. Smaller conferences publishing fewer papers, or larger events with budgetary freedom, can choose to print all the papers in their online proceedings volume.
Printed copies: For workshops and summer schools
We would like to publish more proceedings from workshops and summer schools (and similar types of event). In particular, we welcome events that can publish substantial review- or tutorial-type papers.
- In recognition of our wish to publish more workshops/summer schools, we have created an individual design/branding for the printed copies arising from these important types of event:
(optional) CDs: An affordable solution
CDs are much less expensive to produce and distribute than printed copies, making them an affordable option for most events. We provide two types of CD:
- CDs bound into the printed copies: For example, you can choose to print just the “Selected papers” but include a CD (inserted into the books) which contains all papers published in the online proceedings.
- CDs as standalone items: If you prefer not to produce any printed copies you can choose to produce standalone CDs which contain all the proceedings papers. These CDs are packaged in standard CD cases using a design/branding similar to the printed copies.
Shipping and distribution
We work closely with our expert distribution vendors to provide a range of services which can be tailored to suit your budget or specific shipping requirements.
What is the scope of AIP Conference Proceedings?
High quality conferences within the scope of AIP Publishing’s journals are especially welcome and we have a number of additional solutions available to selected events which meet the quality criteria of our journals. Details of those opportunities are discussed with proceedings editors on a case-by-case basis and usually become apparent during our review of your Proceedings Questionnaire.
As a general guide, AIP Conference Proceedings wishes to publish high quality proceedings of events in physics, materials science, and relevant mathematical disciplines. Conferences with a strong applied physics component, or substantial materials science, are particularly welcome. Interdisciplinary conferences which span the physical sciences are also of interest, particularly if they produce papers which bridge, or are of interest to, a wide range of research fields or disciplines.
We invite workshops and summer schools to contact us, particularly if you wish to publish substantial tutorials or review-type papers. Our online publication fees are based on the number of articles published and are totally independent of page counts, making it extremely affordable to publish very substantial papers. Your workshop or summer school articles can contain an unlimited number of pages per paper.
There are no fixed upper or lower limits on the number of articles in any proceedings. High quality workshops or summer schools with 10 to 20 substantial papers are of as much interest as a major international conference with a 1000 papers.
Abstracting and indexing (A+I)
Where are AIP Conference Proceedings indexed?
AIP Publishing recognizes the importance of enhancing visibility and discoverability of published research through inclusion within abstracting and indexing (A+I) databases. We support this goal by providing A+I services with automated electronic data feeds of all our published proceedings volumes.
AIP Conference Proceedings are indexed in a number of services, including these leading databases:
- The Conference Proceedings Citation Index (part of Web of Science)
- Scopus (Elsevier)
- Inspec (IET)
- Chemical Abstracts Service (CAS)
- Astrophysics Data System (ADS)
Do please contact us at email@example.com if you believe our proceedings should be indexed within additional databases, including specialist services used by your research community.
Further notes and guidance
We welcome questions from proceedings editors and conference organizers but prior to contacting us we would like to advise the following:
- Inclusion of individual proceedings volumes within a specific A+I service, whether published by AIP Publishing or any other publisher, is determined by the company or organization which owns and controls that database. The commercial and/or editorial selection criteria of individual A+I services are outside the control of AIP Publishing.
- The time between publication and selected proceedings being available within an A+I service is not determined by AIP Publishing. Please contact the relevant A+I service directly if you have any questions about that.
For our proceedings we entrust the peer review to the editors, giving them full control over the processes for selecting papers. Editors should aim to maximize the interest of A+I services by producing a very high quality proceedings through the application of rigorous review procedures. Accept only the best work for publication and reject work that is of marginal value or quality.
Peer review policy and guidelines
AIP Publishing recognizes and understands the nature and purpose of conference proceedings and their essential role within the landscape of scientific communication. Our goal is to publish proceedings containing work that is of long-term interest and benefit to the scientific community: Articles which can be read, and cited, with confidence. To achieve this we have strengthened our requirements for proceedings editors to commit to undertaking an appropriate peer review procedure. Conference organizers and editors are free to select reviewers of their choice but all reviewers must be suitably qualified experts in their field. Although AIP Publishing does not prescribe the number of reviewers (per paper) for the proceedings, all reviews must be conducted according to the standard norms and expectations of an ethical review process. A robust peer review process will be reflected in the quality of the published proceedings, providing recognition of the work of the editors and enhancing the value of your proceedings to the wider community and abstracting and indexing services.
In comparison to journals, proceedings have freedom to publish a much wider range of articles, providing scope and opportunity to create comprehensive proceedings volumes. In addition to original research papers, we welcome review or tutorial articles and other works which provide useful summaries, background information or introductions to specific fields of research. Articles which provide an historical perspective, or review, are also welcome. AIP Publishing understands that the specifics of the review process undertaken by the editors will, of course, need to be in accordance with their community and conference traditions or expectations. However, the ability of proceedings to include a broader range of article types must not extend to the inclusion of poor quality or inferior work which is fundamentally unworthy of publication.
We ask all editors and associated referees to evaluate each paper according to the following minimum guideline criteria.
- Contribution: Would publication of the article make a positive contribution to the scientific literature—what would you gain by taking the time to read it? An article’s contribution does not need to be new or unpublished results; for example:
- novel explanations of familiar topics
- excellent descriptions or explanations of complex subjects
- tutorials or review articles
- useful or interesting background information
- an enjoyable and informed historical perspective or overview
- No abstract-only papers: We regret that single-page (abstract-only) “articles” are not considered suitable for AIP Conference Proceedings so we ask editors to reject them. Any abstract-only article submitted for publication will be excluded from the proceedings.
- Merit: Does the work demonstrate merit through its rigor, accuracy, and correctness?
- Originality: Is the article previously unpublished and solely the work of the author(s)?
- Abstract: Does the abstract provide a sufficient summary of the paper: outline its goals, results and conclusion? Would it convey sufficient understanding when read in isolation from the paper (e.g., within an external abstracting database)?
- Title: Does the title correctly and adequately reflect/describe the article? If you were to read the title alone, would it convey the nature and content of the paper?
- Conclusions: Are the conclusions reasonable and based on the results presented, or ideas/concepts discussed within the paper?
- Clarity: Is there clarity in the writing; are ideas well expressed and likely to be readable and understandable by its intended readership?
- English: Is the English of a sufficient standard to convey the science and intent/meaning or purpose of the work? Poorly written papers must be returned to the authors for re-writing or considered for rejection if authors are unable, or unwilling, to make the recommended improvements.
These will, of course, depend on the type of article but here are some general questions you may like to consider.
- Do the references look appropriate for the topic under discussion? Are there any key papers missing that you would expect to see?
- Is the distribution of journals/publications cited, and age of the citations, appropriate for the article content and the field of research?
- Do the references imply that the author is aware of current/key research in their field?
Re-use of proceedings articles
Policy on authors’ “re-use” of their proceedings paper
AIP Publishing recognizes that conference papers published in AIP Conference Proceedings are frequently a “snapshot” or “summary” of an on-going work-in-progress, and that some proceedings papers may subsequently be updated, or enhanced, for publication as a regular journal article, including submission to journals not published by AIP Publishing. In principle, we have no objections to authors wishing to make fair and reasonable re-use of material from their AIP Conference Proceedings paper, provided that such re-use is in full keeping with the standards and ethics of professional scientific publishing. Journal papers derived from work previously published in AIP Conference Proceedings must contain a substantial amount of new or previously unpublished results. AIP Publishing does not support publication of any article which is nearly identical to their paper published in AIP Conference Proceedings; such dual publication, whether accidental or deliberate, can be detrimental to an author’s publication record or history. The question of an individual author’s “fair and reasonable” re-uses of a proceeding paper, or whether there is sufficient additional material to warrant a new publication, is a matter for individual journals to decide. To support and enable informed decisions by journal editors, and referees, all authors who have re-used content from their AIP Conference Proceedings paper should supply their chosen journal with a copy of their proceedings article. This should be undertaken at the initial submission stage and should be accompanied with a clear statement describing the material reproduced from their proceedings paper. Additionally, all co-authors on the proceedings paper should be fully informed of any submission of a journal paper based on the original proceedings article. AIP Publishing requests that any author(s) deriving a journal article from their proceedings paper must include a citation to their proceedings paper, whether that paper has been published or is due to be published in an AIP Conference Proceedings volume. The citation will demonstrate compliance with this policy and is in the interest of openness and disclosure.
FAQ for organizers
Do you accept all conferences?
No. Every Proceedings Questionnaire is subject to our review procedures and a proposal for publication will only be offered if the event is considered suitable for inclusion within AIP Conference Proceedings. Increasingly, we are declining applications—especially where they are outside our scope.
I want a quote: What information do I need to provide?
We will need some information about your conference and proceedings requirements. The first step is to fill in our Proceedings Questionnaire to tell us about your event and the proceedings services you are interested in. We’ll review your conference details, possibly ask you some additional questions, and write back to confirm if we are able to offer a proposal for your proceedings.
Will your quotes suggest alternatives?
Yes, absolutely. We look very carefully at every Proceedings Questionnaire and if your proposed/initial requirements look to be expensive we will write to you with options to reduce your costs. We try to find solutions which enable editors to create proceedings for their community within the confines of their conference budget.
I need a quote but I’m not sure how many people will attend?
We understand the challenges of estimating proceedings requirements in advance of your event and are happy to work with you as your requirements evolve. When completing the Proceedings Questionnaire do please feel free to estimate any quantities whose value is uncertain at that time. You are welcome to contact us again at a later date and to request further quotes based on updated information.
If I accept your quote, what happens next?
Upon notification that our proposal and quotation are acceptable we will prepare a publishing contract for you to sign. The contract summarizes our publishing relationship with you and will contain any specific details we may have agreed, together with our prices for the proceedings services you have asked us to provide.
If I sign a contract can I change my requirements?
Between signature of a proceedings contract and the successful conclusion of a conference it is, of course, very common for proceedings requirements to change or evolve—especially due to budgetary reasons or large variations in the expected number of participants. We completely understand these difficulties and strive to be as flexible as we can to accommodate variations in the services you require. One simple strategy is to delay ordering printed copies until you are ready to submit your proceedings papers. At that time, the status of the conference budget should be known with some certainty, and you will have all the data—especially the number of participants—necessary to define your exact requirements. In addition, at the time of submission you will know the number of pages in your proceedings, and the number of printed copies you need, which will enable us to give you precise quotes for your printed proceedings.
What is the publication process for proceedings?
Proceedings publication differs from regular journals in several aspects which makes it extremely important for all authors to follow our guidelines.
- Most pure proceedings publications, including AIP Conference Proceedings, use author-prepared PDF files for online publication and production of printed copies and CDs.
- Proceedings papers are submitted directly to the proceedings editors who manage the review process and collect together the accepted articles and signed copyright transfer forms.
- The proceedings articles, and signed copyright transfer forms, are submitted (by the editors) to AIP Publishing in a single batch, rather than one-by-one as each paper is accepted.
- The proceedings papers are published together as a single collection (volume) of AIP Conference Proceedings.
Once the editors have collected sufficient accepted papers, or as many papers as authors are willing to write, they submit them to us in a single batch. We cannot publish any proceedings until the entire set of files submitted to us meets the requirements of our publication and production systems. On submission, we perform a number of checks on the papers and work with the Corresponding Editor to resolve any questions or issues that arise.
How long do you take to publish a proceedings?
The time between submission of all articles to online publication is frequently less than 4 weeks—providing all materials submitted to us are prepared to our requirements. Printed copies typically begin shipping about 4 weeks after online publication.
What factors affect publication time?
Total publication time does, of course, depend on a number of factors; the most important one is careful preparation of the proceedings prior to submission to AIP Publishing. We provide editors with comprehensive, but easy-to-follow, guidelines showing how to prepare the proceedings materials. Other factors which affect publication time include the availability of editors to approve the proceedings, the number of articles and the time of year—the last quarter of every year is our busiest time. Throughout, we will strive to ensure that your proceedings, both online and in print, are released to your community in the minimum time possible.
Is there a maximum article length?
No. Our fees for online publication are completely independent of the number of pages in proceedings articles and we do not impose any upper-limit on article page counts. Authors can write as much material as editors wish to review and we welcome and encourage substantial proceedings articles.
Is there a minimum article length?
Yes, we prefer a minimum of 4 pages per paper. AIP Conference Proceedings does not consider 1-page abstract-only papers as suitable for formal publication. We advise editors that any abstract-only papers submitted for publication will be excluded from the proceedings.
Do you expect papers to be peer-reviewed?
Yes. We expect proceedings editors to undertake a peer review process to select which papers are to be published in their proceedings. We do not support the view that presentation at a conference guarantees an automatic right of inclusion within a volume of AIP Conference Proceedings. Publication should be based on the merit of the work. Please refer to the peer review guidelines.
Do proceedings editors get to see “proofs”?
Yes. We supply the Corresponding Editor with a single PDF file containing the cover for the printed proceedings, all frontmatter items and all articles submitted to us. Your proceedings will not be published, online or in any physical medium, until the Corresponding Editor gives us formal approval to do so.
Can I make changes at proof stage?
Changes at proof stage can be accommodated but we ask editors to keep their amendments to the minimum number of essential changes. It is important to realize that by proof stage a considerable amount of work has been undertaken to generate XML data for the online publication. Requests for numerous “small” changes, which might appear to be minor, may actually result in considerable additional work to regenerate XML data—in addition to replacing any PDFs and subsequent re-pagination. We ask editors to take extra time in checking all papers prior to submission rather than hastily submitting their proceedings and requesting substantial amendments very late in the production process.
AIP Conference Proceedings
AIP Publishing Center
1305 Walt Whitman Road
Melville, NY 11747-4300, USA
Tel: + 1 516 576 2204
FAX: +1 516 576 2450