Editor Instructions

This page constitutes EAI’s guidelines for the preparation of proceedings in our series:

  • EAI Community Research Series - CORE
  • EAI Computing and Communication in Emerging Regions – CCER.

Proposal and Evaluation

Conferences applying for publication in one of our series must have an international Program Committee, a coherent set of topics of international relevance, and at least three reviewers per paper. If your conference fits the criteria and you would like to publish your proceedings with EAI, please contact the EAI Publications Department at publications@eai.eu. In order for EAI to make an informed evaluation of your proposal, you will be sent Proceedings Proposal Form to complete. After we receive the filled in Proceedings Proposal Form from you, your conference will be evaluated by the EAI Conference Board. The validation process takes approximately 72 hours. The Publications Department will inform you about whether your proceedings have been approved to be published and in which series - EAI Community Research Series (CORE) or EAI Computing and Communication in Emerging Regions (CCER). If your proposal gets approved, you will get the Memorandum of Understanding (MOU) and Publishing Proceedings Form (PPF) to complete.


We do not authorize the use of our name, logos or titles of our products on any external sites until the Memorandum of Understanding is signed between both parties.

Using Confy – EAI’s Conference Management System

Unless Confy is used for the review process (if you are interested in this option, please inform the Publications Department or your EAI Managing Editor), evaluation of all papers should be documented by the Volume Editors/Organizing Committee and should be made available to EAI if requested.

All accepted camera-ready papers need to be uploaded to Confy, where authors also sign copyright forms. EAI Publications Department will open submission in Confy on the date stated in the EAI Publishing Proceedings Form. Prior to opening of Confy, we need the list of accepted and rejected papers with corresponding email addresses. The authors need to register, upload their camera-ready papers to Confy in EAI Proceedings template and have to sign a copyright form. Alternatively, a dedicated uploader uploads all papers and shares the copyright forms with the authors. When all of the papers are uploaded into Confy, please inform your Managing Editor. The contact person will receive the one invoice to be able to pay for the proceedings by credit card or via wire-transfer. EAI will process the papers after the submission deadline and payment. Please take into account that EAI needs at least 4 weeks to publish the proceedings.

Tasks of the Volume Editors

After your proceedings get approved and MoU is signed, you will receive the EAI Proceedings paper template and the logos of EAI and EUDL. Please feel free to include the logos and information about the publisher and series on your conference website and in the call for papers and also different communication channels such as newsletters and social media posts.

EAI proceedings should be compromised of original research that has neither been published nor submitted for publication elsewhere. Please refer the authors to our Ethics and Malpractice Statement. It is encouraged that the Volume Editors check that neither plagiarism nor self-plagiarism has happened, but EAI also does own plagiarism check after the submission of papers into Confy. EAI reserves the right to remove papers with a high percentage of similarity on the plagiarism report.

Please make sure that all manuscripts follow the formatting and structuring requirements included in the EAI Authors’ Template. Please direct the authors to the required paper template that can be found in the Submission Templates section and you will also receive it by email. We require all PDFs and source files of all of the papers. The source files must be in Microsoft Word. Please note that we cannot accept Framemaker files. Our preferred reference style is Vancouver, the author-number system (please see the references at the end of the EAI Authors’ Template for examples of the style). The corresponding author should be clearly marked as such in the header of the papers. We recommend including all of the authors’ email addresses in the header, but at the very least, the email address of the corresponding author should be present.

It is the task of the Volume Editors to prepare the Title and Copyright Page, the Table of Contents, Preface and Credits for Organizing Committee. Examples and templates will be provided by the EAI Publications Department.

Checklist of documents

  • Signed Memorandum of Understanding
  • EAI Publishing Proceedings Form
  • Excel sheet including the complete list of accepted papers (2a) and rejected papers (2b)
  • Table of Contents
  • Title Page
  • Preface
  • Credits for Organizing Committee
  • Copyright Page
  • Source files (DOCX of all accepted papers)

Final Proof

After typesetting and before publishing, the contact person gets temporary access to EUDL for final paper and metadata proofs. Unique DOIs are registered only after the metadata approval. The purpose of this procedure is to make sure that no errors have accidentally happened during typesetting and uploading.

Online Publication in EUDL

All CORE and CCER proceedings papers are published in our European Union Digital Library. The series are Open Access and all visitors have access to the full-text PDFs of the proceeding papers and to the eBook (if applicable). Unless the organizers wish otherwise, EAI will inform all the authors and volume editors about the publishing of proceedings in EUDL.

eBooks and Hardcopies

If you wish for your proceedings to also be available as an eBook, please state so in the PPF. The proceedings in the form of an eBook will be published 2 weeks after the publishing of separate papers in EUDL. We also offer the option of publishing hard copies of the proceedings. Please also inform us about your interest in the PPF and insert the requested number of copies. The final price of the proceedings when hardcopies are also ordered is to be discussed with the EAI Managing Editor.

Indexing

Proceedings are automatically indexed in ProQuest, CNKI, CrossRef, and Google Scholar after their publication in EUDL. The EAI Publications Department submits the proceedings to Scopus and WoS as well, once they meet the publication history demanded by Elsevier and Clarivate Analytics. Notice that EAI guarantees the submission for indexation, but not the final acceptance since this will depend on the major indexes' selection teams' approval.