Conference Rules and Guidelines

1. Paper Submission Guidelines

  • Original Work: Authors must submit original, unpublished research papers that are not under consideration elsewhere.
  • Submission Portal: All papers should be submitted through the official conference submission portal (Microsoft CMT).
  • Page Limit: The manuscript must be 4 to 6 pages formatted strictly using the IEEE conference template (Two Column: Column Width: 8.58 cm, Spacing: 0.63 cm, Margin Top: 1.9 cm, Bottom: 2.54 cm, Left: 1.6 cm, Right: 1.6 cm).
  • Extra Pages: Papers exceeding 6 pages will incur extra page charges. The maximum length allowed is 8 pages.
  • File Format: Submissions must be made in MS Word/PDF format, and all figures/tables must be embedded within the document, discussed in text and having proper citation.
  • Author Affiliation: Affiliation should contain only the name of the department, name of College/University, City, and Country (Do not include post/position).
  • Similarity Index: Authors must ensure the similarity index is below 20% (checked via Turnitin/iThenticate).
  • Figures & Tables:
    • All figures must be original or author must have permission to reuse them.
    • Each paper must have abstract, keywords, introduction, literature review, methodology, discussion, results, conclusion, references.
    • Equations must be typed in equation editor or Math Type. An equation in image form is not acceptable.
    • Tables must be typed properly. A table in image form is not acceptable.
    • If using content from copyrighted sources (figures, tables, excerpts), submit appropriate permission for copyright holder.
  • Reference Style:
    • Use IEEE format with numbered citations in the text.
    • Ensure all references are cited in the text and vice versa.
    • References should be diverse, not copied from a single source.
    • Format: Author(s), Title, Journal/Book, Publisher, Volume, Issue, Pages, Year. (For conferences, include conference name and location).
  • Process to cite references in text (Refer example given here):
    • For one author: Use the author's last name, Ex. Zeng [1] presented a detailed study of ...
    • For two authors: Use the last name of both authors separated by and, Ex. Kumari and Kumar [2] developed a variant of ...
    • For three or more authors: Use the first author's last name followed by et al., Ex. Bulus et al. [3] proposed ...

Reference Examples:

  1. W. Zeng, "Research on Intelligent Ventilation System Based on Digital Twins," 2024 IEEE 3rd World Conference on Applied Intelligence and Computing (AIC), Gwalior, India, 2024, pp. 1064-1069, doi: 10.1109/AIC61668.2024.10730903.
  2. R. Kumari and S. Kumar, "Student's Performance Prediction Using Modified PSO," 2023 IEEE World Conference on Applied Intelligence and Computing (AIC), Sonbhadra, India, 2023, pp. 1015-1020, doi: 10.1109/AIC57670.2023.10263967.
  3. F. Buluş, B. Saoud, I. Shayea and Z. Syzdykova, "Machine Learning Algorithms for Predicting Chronic Diseases," 2024 IEEE 3rd World Conference on Applied Intelligence and Computing (AIC), Gwalior, India, 2024, pp. 1007-1012, doi: 10.1109/AIC61668.2024.10731093.

2. Review and Acceptance

  • Each paper will undergo a blind peer review process by at least two expert reviewers.
  • Acceptance will be based on technical quality, originality, clarity, and relevance to the conference themes.
  • Authors of accepted papers will receive acceptance notifications through CMT.
  • It is advised to register all authors on CMT to receive mail notifications.

3. Registration Policy

  • Each accepted paper must be registered (Under Regular Author) by at least one author before the deadline.
  • One registration is valid for one paper only.
  • Only the registered author who presents the paper will receive the certificate of presentation.
  • If an author has more than one accepted paper, separate registration is required for each.
  • Co-authors may receive certificates by paying an additional fee and attending the conference.
  • Online presenters receive only e-certificates. Physical kits/certificates are issued only to in-person attendees.
  • Registration Includes:
    • Participation in all sessions
    • Conference kit (For in-person participants)
    • Certificate of Presentation
    • Access to keynote sessions
    • Lunch and tea during conference days (For in-person participants)

4. Refund and Cancellation Policy

  • All registration fees are non-refundable, irrespective of the reason for cancellation or inability to attend.
  • No refund will be provided for duplicate registrations, incorrect category registrations, paper withdrawals or rejection by IEEE.

5. Presentation and Certification Rules

  • Oral presentation is mandatory for inclusion in the proceedings and certificate issuance.
  • In case the registered author cannot attend due to valid reasons, another co-author may present, but prior approval from the Conference Chair is required.
  • Only one certificate will be issued per registered author and paper.
  • Virtual presentations may be allowed only if the conference offers a hybrid mode (subject to official confirmation).

6. Post-Conference Author Responsibilities

  • All accepted and presented papers will be re-evaluated post-conference by the Technical Program Committee (TPC).
  • Authors are required to revise their camera-ready versions if requested by the TPC.
  • Failure to submit revised versions in a timely and compliant manner may result in the paper being excluded from publication.
  • Authors must respond promptly to communication regarding:
    • Corrections in references, formatting, or figures
    • Plagiarism issues
    • Missing permissions or declarations
  • TPC will contact corresponding author for proofreading before publication. Corresponding author must respond immediately to avoid delay in publication.

7. Publication in Proceedings

  • All accepted and presented papers will be submitted for inclusion into IEEE Xplore subject to meeting IEEE Xplore's scope and quality requirements.
  • The IEEE Xplore articles are indexed in Scopus.
  • Papers not presented at the conference will not be considered for publication.
  • Few papers will be given chance to publish in edited book and author will be notified in acceptance email.
Important Note: IEEE reserves the right to reject papers during the post-conference quality check if they fail to meet publication standards.

8. Publication Timeline

  • After the conference, it will take a minimum of 3–4 months for IEEE to complete the publication process.
  • This includes final editing, copyright clearance, technical checks, and indexing.
  • Authors will be notified by organisers once the volume is published.

9. Awards and Recognitions

  • Best Paper Awards will be given in each technical session.
  • All registered presenters will receive Certificates of Presentation.

Committees

  • General Chair
  • Conference Chair
  • Organizing Secretary
  • Organizing Chair
  • Publication Chair
  • Finance Chair & Treasurer
  • Technical Programme Chair
  • Technical Program Committee
  • Webmaster

    • Useful Link

  • Conference Rules and Guidelines
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  • Guidelines for the selection of Session Chairs
  • Guidelines for the Appointment of Invited Speakers
  • Guidelines for the Best Paper Selection Process
  • Guidelines for Selecting and Appointing Reviewers
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