Guidelines for submissions – University of Copenhagen

EnviroInfo & ICT4S 2015 > Calls > Guidelines for submiss...

Guidelines for submissions

Guidelines for submissions to the joint EnviroInfo and ICT4S conference 2015. 

Research papers should present original research not currently under review elsewhere, and should be a full version of the paper, of length up to 6500 words or 10 pages, formatted using the template provided - a form which will later also be used during publication. 

Application papers are primarily intended for non-academic organisations to describe and critically evaluate prototypes, products and case studies based on their experiences. Submission can be either in the form of an extended abstract, or a full paper (if publication is intended). The extended abstract should be min. 500 words. Extended abstracts must use the same template provided for research papers. If a final version shall be published, full papers are required, which must follow the timing and form of research papers. Presentations at the conference can be based on either the full paper or the extended abstract submission.

Posters will be reviewed based on an extended abstract of 500 - 800 words and must use the template provided for papers.
Posters should be prepared in A0 format, meaning a maximum width of 841mm/33.11 inches and a maximum height of 1189mm/46.81 inches. We advise you to prepare a poster in potrait format (ie. "standing up"). There are no requirements on fonts, font sizes, logos or other matters concerning the layout. In contrast to a paper, a poster is to present your research through visual elements such as diagrams, figures, flow charts, tables etc. rather than in text. Keep the text to a mimimum. "Bullet points" are better than sentences. Also make sure that you use a font size that will make it readale at some distance. Here is a suggestion to point you in the right direction:

  • Title: 85pt
  • Authors: 56pt
  • Sub-headings: 36pt
  • Body text: 24pt
  • Captions: 18pt

Accepted posters should be brought to to the conference printed. We will provide a board with pins.

A series of workshops will be held in conjunction with EnviroInfo & ICT4S 2015 Conference to facilitate the creation and exchange of ideas between academia, industry, and government participants. Workshops provide a setting for presenting challenges to researchers and practitioners as well as working together with experts in the field to overcome those challenges. Workshops will be held on Sunday 6th September (full-day workshops) and on Wednesday 9th September (half-day workshops/afternoon) i.e. before and after the main conference. Shorter workshops (1.5 hrs) will also take place during the main conference. Workshops will be reviewed based on the workshop proposal guidelines. Please see details at the bottom of this page.

Template for papers and extended abstracts

Papers are adviced to be maximum 6500 words or 10 pages including figures and tables. You must use the templates given below.

The abstract and the paper may be comprised of text, figures, and tables.

Figures and drawings

Drawings, figures, and tables should include figure labels and scale markers and have to be placed into the paper as formatted in the template.

Color figures may be used, and will be reproduced as such in the electronic version; however, in the hard copy, these figures may be reproduced as grayscale images.


All submissions of papers and abstracts need to be converted to pdf format before submission.

Abstracts for application papers and posters and workshops can be submitted directly in the link given below.

Submisson of papers, abstracts and workshop proposals using EasyChair

Detailed guidelines for Workshop Proposals

Proposals must be written in English and not exceed four pages in length. Proposals should contain:

1. Motivation and objectives of the workshop

  • 300 words with the motivation and objectives of the workshop topic. (Note: If your workshop is accepted then this description will be used as early publicity for the workshop.)
  • A more detailed discussion of the anticipated outcomes of the workshop (e.g., open research problems to pursue, validation objectives, empirical studies, etc.).

2. Workshop format and needed services

  • What will be the format for the workshop (e.g., paper presentation and discussion, keynotes, breakout sessions, panel-like discussions, experiments, or a combination thereof)?
  • How do you plan to make the workshop interactive and result-oriented?
  • Which roles and responsibilities will you assign to participants during the workshop (e.g., presenter, discussant, facilitator, etc.)?
  • What are the requirements in terms of rooms, equipment, and support staff (i.e., student volunteers)?
  • Workshop organizers can work with the workshop chairs to specify the services and facilitation support that they wish to employ.

3. Target audience

  • What backgrounds should the workshop attendees have?
  • What is the range (min, max) for number of attendees for the workshop?
  • Is the workshop open to all conference participants or by invitation only?
  • What mix of industry and research participants is being sought?

4. Workshop contributions and evaluation

  • What types of contribution are being solicited for the workshop (e.g., full papers, position papers, posters, demos, experiments, or other interactive sessions)?
  • What type of evaluation process will be used?
  • For scientific workshops that solicit submissions: The potential program committee (i.e., how large will the PC reviewing the papers be)?
  • How do you intend to evaluate the level of success and type of contribution of the workshop itself?

5. Workshop duration

  • Indicate if you plan for a half-day WS or a full-day WS. 

Submission Instructions
Please submit your workshop proposal in PDF format via EasyChair

Duties of WS organizers

  • Write a summary of the WS on 1-2 pages to be included in the conference proceedings.
  • Responsible for managing papers for the WS, including designing a submission and selection process.
  • If the WS has proceedings, cooperate with the WS-chairs on this.

Evaluation Criteria
All workshop proposals will be reviewed by the WS chairs and they will come up with a suggestion to the program chairs and general chair, who will take final decision. Acceptance will be based on:

  • Relevance to the conference topics (See the description/background information at the conference site)
  • Evaluation of the workshop’s potential to advance the state of research and/or practice or bridging disciplines, between research and practice.
  • Potential for attracting an appropriate number of participants
  • Organizers’ ability to lead a successful workshop
  • Overall composition of the WS topics