Manuscript Submission

SPIE manuscript submission site

• SPIE manuscript submission site for Photonics Prague 2025 (PPR25) is open to submissions:
  https://spie.org/submissions/submit/overview.aspx?EventId=4100866

SPIE manuscript submission procedure

1. At first, use the submission link provided by the conference organizer.

2. Enter all required information, upload the file and submit.

3. Return to SPIE account details to view and approve the file to complete the submission.

4. Later, if you are returning to the submission system again, login to your account at SPIE.org by clicking on the person icon at the top right of the screen.

5. Once you are logged in, click on the red circle icon with your initial to see a drop-down menu.
   Click "Account details".

6. Enter the Submission and Review System by clicking on the link for your symposium.
   The symposium title in blue is a link.

7. Manage your active submissions using the links for your presentation.

Important information for authors submitting manuscripts through the SPIE submission system

Author names

(a) The term "Contact Author" in the SPIE submission system refers to the author who is submitting the manuscript pdf and who communicates with the SPIE Proceedings Coordinator throughout the submission process

(b) After submission, if the authors wish to change who is the Contact Author for SPIE, they may ask the Proceedings Coordinator to change it

(c) The "Contact Author" for SPIE is not necessarily the same person as the "Correponding Author" for the paper. Usually the "Corresponding Author" is the person who communicates with other scientists about the work itself.

(d) All authors and affiliations must be entered in English in the SPIE system.

(i) Match the spelling and punctuation from the manuscript. 

(ii) Drag and drop or use the numbered list to match the order of authors in the manuscript

(e) Any author who already has an account with SPIE.org, must be entered in the submission system using the same name and email address as on the existing account. Do not create a duplicate SPIE account for any person.

(f) Each author must be entered with their valid email address. Authors may not share a different person’s email address.

(g) How to enter author names in the SPIE submission system:

(i) The submission system refers to "Last name," also known as "surname" or "family name"

(ii) "First name" is also known as "given name"

(iii) Author names in the Proceedings of SPIE are indexed in alphabetical order by "Last name"

(iv) Check that the author list in the SPIE submission system has "Last name" and "First name" in the correct order for each author

Permission to Publish and Distribute Agreement

(a) SPIE no longer requires a Transfer of Copyright form

(b) When submitting the manuscript pdf, read the Permission to Publish and Distribute Agreement and click the box to agree to the terms. This agreement allows SPIE to publish proceedings content, but lets the author retain copyright.

Manage your submission

(a) Once the submission is complete it will be checked at SPIE

(i) If the manuscript is ready for publication you will receive an email that the paper has passed quality check. Do not submit again unless you discover a technical error in the paper that must be corrected.

(ii) If the manuscript has errors you will receive a revision request email

(b) To manage your submission, or submit a revised manuscript:

(i) Login to your account at SPIE.org to view the status of your manuscript or submit a revision

(ii) Do not use the original conference submission link to submit a revised manuscript. Doing so will create a new submission record and duplicate your paper in the system.

Guidelines and instruction for manuscript submission

• Follow the manuscript guidelines below, with additional details available from SPIE
  https://spie.org/conferences-and-exhibitions/event-resources/manuscript-guidelines-and-policies

Format your manuscript

• LENGTH: 2-page minimum (2 full pages, with the text/references extending to 3rd page, typically 4 pages in total)

• FILE TYPE: The required file format is PDF

• MARGINS A4-SIZE: 1.93 cm left/right, 2.54 cm top, 4.94 cm bottom

• FONTS: Times New Roman or equivalent; all fonts must be embedded in the PDF

• SPACING: Single space all text in one column. Allow extra space between paragraphs

Papers should include elements of a full-length technical manuscript, including:

• TITLE

• AUTHOR NAMES

• AUTHOR AFFILIATIONS:

  • Institutional affiliations, including country/region, of all authors

  • Use superscript letters or numbers to match authors to affiliations

• ABSTRACT

• KEYWORDS

• SECTIONS:

  • Abstract, introduction, methods, results, etc.

  • Acknowledgment (s) (if applicable)

• REFERENCES: Include adequate and appropriate references

  • References to published literature should be listed at the end of the manuscript and numbered consecutively in the order of their citation in the text

  • In-text citations can use superscript or bracketed reference numbers

DO NOT include:

• Headers, footers, dates, page numbers, author biographies

Manuscript specifications

The required file format is PDF.

• Manuscripts should be at least two pages in length. The manuscript must contain all elements of a full-length technical manuscript (abstract, intro, body text with appropriate section headings, acknowledgements, conclusion, references, etc.)

• Single-space all text in one column, allowing extra space between paragraphs

• All text—including footnotes and author information—and illustrations must appear within a 6.75x8.75 in. (17.15 x 22.23 cm) area

  • For U.S.-standard page (8.5 x 11 in./21.59 x 27.94 cm), set margins to .88 in. (2.22 cm) left and right, 1.0 in. (2.54 cm) top and 1.25 in. (3.17 cm) bottom

  • For A4 page, set margins to 1.93 cm left and right, 2.54 cm top, and 4.94 cm bottom

• Use Times Roman or equivalent font for all text. Use boldface or italic for emphasis only. The proper fonts (all Times Roman) and guidelines for various elements are as described below.

Title of paper

Center the paper title at the top of the page.

• Use 16 pt bold font 

• Capitalize only the first word, proper nouns, and acronyms

• Spell out acronyms unless they are widely known

• Keep titles brief and descriptive

• Avoid starting with articles or prepositions, e.g., "The study of … ," "On the …." 

Author names and affiliations

Place authors and affiliations centered, below the title.

• Leave extra space between authors and affiliations

• Use 12 pt font and centered

• Omit titles or degrees such as Dr., Prof., Ph.D., etc.

• Capitalize proper nouns

• Avoid acronyms that are not internationally known

Corresponding author’s email 

Place the corresponding author’s email address on the first page.

• The email may be placed directly below the affiliations, or at the bottom of the first page

• If the email is placed at the bottom of the page, it must fit within allowable margins for all text

Keyword list 

• The list of keywords is used for indexing

• Place keywords on a separate line, between the abstract and the body text

• Do not put a heading on the list of keywords

• Use 10 pt font with standard capitalization

• List up to 10 keywords of your choice 

Section headings 

Place a centered heading above each section of the body text.

• Section headings are 11 pt bold font, all capitals

• Number sections sequentially (i.e., 1, 2, 3,...)

Subsection headings 

Subsection headings are optional.

• Use 10 pt bold font 

• Capitalize the first letter of the first word and proper names only

• Subsection headings are on a separate line, left-justified, not centered

• Number subsections according to the following examples: 

  • 3.1 is the first subsection of section 3

  • 3.2.1 is the first subsection of subsection 3.2

Paragraphs 

Leave additional space between paragraphs. 

• Use 10 pt font with standard capitalization

• Indentation of the first line is optional

Figures and tables

The images of figures and tables must be clear and legible, in English

• Size to make economical use of space

• Fit entirely within allowable manuscript margins (see above)

• Similar or related figures should be of uniform size with uniform lettering

• Label each figure or table with a numbered caption

  • Use 9 pt font

  • Begin each caption with figure or table number, e.g., "Figure 1," "Table 2"

  • Capitalize the first letter of the first word and proper nouns only

• Place each figure or table on the same page with its caption

• Refer to each figure or table by number within the body text 

• Number figures and tables sequentially using Arabic numerals

• Figures may be positioned within the body text or at the end of the manuscript

Equations 

Place each equation on a separate line, centered, punctuated as a sentence. 

• Number equations sequentially using Arabic numerals in parentheses, e.g., (1)

• Equation number identifiers are right-justified, on the same line as the equation

Footnotes 

Additional author information, such as email addresses, may be given in a footnote. 

• Footnotes must fit entirely within allowable manuscript margins (see above)

• Use 9 pt font

• Capitalize the first letter of the first word and proper nouns only

Acronyms

For the first occurrence (other than commonly used acronyms such as IR, CCD, etc.), spell out each word followed by the acronym in parentheses, e.g., liquid phase epitaxy (LPE) or Extreme Ultraviolet Explorer (EUVE). 

Acknowledgments

All acknowledgments for technical and financial support and government contract or copyright information should go in this section, which follows the body text but precedes the references.

Reference citations

Add reference citations within the body text as superscripts or bracketed reference numbers. 

Permission to Publish and Distribute Agreement

When submitting the manuscript pdf, read the Permission to Publish and Distribute Agreement in the SPIE submission system. Click the box to agree to the terms. This agreement allows SPIE to publish proceedings content, but lets the author retain copyright. SPIE no longer requires a Transfer of Copyright form.

References

SPIE displays the references section of the manuscript, with links, in the Digital Library whenever possible

• Denote reference citations within the body text as superscripts or bracketed reference numbers. 

• List references at the end of the paper in numerical order

• Enclose the reference number in square brackets

Include the following information (as applicable).

• Book: authors (last name first, then initials), [book title], publisher, city, page, or chapter numbers (year).
  [1] Booth, N. and Smith, A. S., [Infrared Detectors], Goodwin House Publishers, New York & Boston, 241-248 (1997). 

• Journal article: authors (last name first, then initials), "paper title" (in quotes), journal abbreviation, volume number(issue), page numbers (year). DOI URL
  [2] Eddins, B., Bell, M., "Design of a multifiber light delivery system for photoacoustic-guided surgery," J. Biomed. Opt. 22 (4), 041011 (2022). http://dx.doi.org/10.1117/1.JBO.22.4.041011

• Proceedings paper: authors (last name first, then initials), "paper title" (in quotes), proceedings volume name and/or number, page numbers (year). DOI URL.
  [3] Everton, S., Dickens, P., Tuck, C., Dutton, B., "Evaluation of laser ultrasonic testing for inspection of metal additive manufacturing," Proc. SPIE 10352, Laser 3D Manufacturing II, 1035216 (2022); http://dx.doi.org/10.1117/12.2078768

Templates and style files

SPIE manuscript template for Microsoft Word - A4 size (.docx):

• MSWord Template - A4 (blank)

• MSWord Template - A4 (with sample content)

• PDF Sample - A4 (template with content)

LaTeX Style files:

• SPIE Proceedings Paper LaTeX Style Files

Overleaf:

• The SPIE proceedings template can be found on Overleaf, along with helpful LaTeX tutorials and a free introductory course for authors who are new to Overleaf and LaTeX.

Publication of Proceedings in the SPIE Digital Library

Increase your professional visibility and publish in the world's largest collection of optics and photonics research. Your peers access approximately 18 million papers, presentations, and posters from the SPIE Digital Library each year.

• Only manuscripts, presentations, and posters presented at the conference and received according to publication guidelines and due dates will be published in the Proceedings of SPIE in the SPIE Digital Library

• Manuscripts, presentations, and posters will be officially published after the event in the SPIE Digital Library

• Conference chairs/editors or SPIE staff may require revision before approving publication and reserve the right to reject for publication any manuscript or presentation that does not meet acceptable standards for a scientific publication

• Conference chair/editor and/or SPIE staff decision to accept or reject a manuscript, presentation, or poster for publication is final

• Authors must be authorized to provide a suitable publication license to SPIE; authors retain copyright of all scientific material

• SPIE partners with relevant scientific databases to enable researchers to find Proceedings of SPIE. Proceedings volumes are submitted for evaluation to be indexed in Web of Science, Scopus, Ei Compendex, Inspec, Google Scholar, Astrophysical Data System (ADS), CrossRef, and other scholarly indexes, and are widely accessible to leading research organizations, conference attendees, and individual researchers

• The proceedings are expected to be published in September 2025

• More publication information is available in the SPIE Digital Library