Instructions for authors

Papers accepted for EVA London 2020 have been published both in the bound copy proceedings that all delegates will receive as part of their conference registration and also in the online open access proceedings.

Deadlines and submission

The deadline for submitting a full paper for publication was Tuesday 17th March 2020 (now closed).

The deadline must be strictly observed. You must use the files provided at the bottom of this page to prepare your paper. Upload your final paper to the EVA London 2020 EasyChair system using the same account/submission number as your abstract. You should log in as “proceedings author (Papers)” and submit using the “Upload new version” link at the top right, which may need horizontal scrolling if you are in a narrow window.

You must also sign and return an EVA eWiC Licence to Publish form. All authors must submit a licence with their paper manuscript, preferably by completing it with a scanned sigature and submitting on EasyChair with your paper (or emailing according to the instructions on the form itself). Without this form, your paper cannot be published. See the instructions on the form.

Preparing your paper

The files referred to here can also be downloaded from the list at the bottom of this page.

It is essential that you prepare your paper following the style and format given in these documents. It is very important to read carefully and follow:

Options for paper formats are as follows:

  • Full paper presents and “paper & demo” presenters should prepare a full 3-8 page paper using the EVA London 2020 full paper template Word document
  • Demo only and Research Workshop presenters should prepare a short paper consisting of 1-2 pages of text and images using the EVA London 2020 short paper template Word document.
  • Panel and workshop presenters can prepare a short or long paper (1-8 pages).

Important: Please use the relevant template as a starting point and replace the sample text with that for your paper, so that you are using the required styles. You can also check the instructions in the eWiC Information for Authors. Compress all images to print quality (e.g., c.200 dpi) to keep the file size managable. Do a basic spelling and grammar check using the Word red/green underlines. British English spelling is preferred. All papers must be submitted with a completed eWiC Licence to Publish form.

You are advised to take account of the reviewers’ comments, which have been sent to you via the EasyChair system. Accepted papers will be edited before publication, but please make sure that grammar and spelling are correct, as it is not possible for the editors to do extensive editing and your paper may be rejected for this reason.

Submission is via the EasyChair system as a “proceedings author” under:
Please submit a “ZIP” file including the following three files:

  1. Your Word paper named “nn_Lastname.docx” where “nn” is your Easychair paper number and “Lastname” is the last name of the main author.
  2. A matching PDF version of paper named “nn_Lastname.pdf” for checking by the editors.
  3. A PDF copy of the completed Licence to Publish form, signed with a real or scanned signature by at least one coauthor, named “nn_form.pdf“.

You can update your submission as often as you wish before the submission deadline.

Papers will be reviewed soon after the submission deadline and a final decision made to publish or not. Occasionally it may not be possible to publish a paper, for a variety of reasons. If so, we will still very much welcome your presentation at the conference.

Presenting and registering

Please carefully read the information and instructions provided in our presenting guidance page.

Speakers are expected to register for the conference, at a reduced speaker rate for at least the day of the presentation.

We regret that EVA cannot supply letters of invitation or support.

Guidelines and templates

PDF icon EVA London 2020 Author Guidelines
MS Word icon EVA London 2020 template for full paper
MS Word icon EVA London 2020 template for short paper
PDF icon EVA London 2020 eWic Licence to Publish
PDF icon eWiC Information for Authors