Low-Level Radio Frequency (LLRF) Workshop 2025

Poster, Presentation, & Paper Guidelines

Poster Size and Orientation

Posters should be the standard ARCH E size, 36 inches wide (91.44 cm) by 48 inches long (121.92 cm), and should be oriented in portrait.

Poster Submission to Indico

Posters should be attached to each accepted abstract (with the exception of oral presentations) using the following instructions:

1. Navigate to the "Call for Abstracts" tab on the Workshop's Indico page.
2. Click the abstract title.
3. Click the "Go to contribution" link.
4. Click the pen/pencil icon to the right of the "Presentation Materials" heading.
5. Click the "Upload files" button and add the file for the poster.

Poster Printing

It is the responsibility of each participant to print their poster, and printing posters before arriving at the workshop is strongly encouraged. Access to the Jefferson Lab printer, paper, and ink will not be provided.

If you are planning to print a poster after arrival in Newport News, there is a nearby FedEx Office Print & Ship Center at 550 Oyster Point Rd Suite F, Newport News, VA 23602 (Google maps link to FedEx Office Print & Ship Center) that will print your poster for a cost.

Before printing, please check the size and orientation again for updates.

Poster Submission Deadline

Submitting posters to the indico site is recommended but not required. It may prove useful in the event that a poster needs to be reprinted. If participants decide to upload an electronic copy of a poster to Indico, it is recommended that they do so by October 6.

Presentation Format

The preferred format is PowerPoint, but pdfs will also be accepted. Presentations should be appropriately sized for the length of the talk (consult the timetable to confirm the length your assigned talk).

Presentation Submission to Indico

Presentations should be attached to each accepted oral contribution. The process for uploading presentations is similar to the poster submission instructions.

1. Navigate to the "Call for Abstracts" tab on the Workshop's Indico page.
2. Click the abstract title.
3. Click the "Go to contribution" link.
4. Click the pen/pencil icon to the right of the "Presentation Materials" heading.
5. Click the "Upload files" button and add the file for the poster.

Presentation Submission Deadline

Presentations must be uploaded to Indico by Sunday October 12 at 8 pm Eastern Daylight Time.

Paper Guidelines

Papers are welcome but not required for this event.

Use of the templates provided in the "For Authors" section on the JACoW website is strongly recommended. Below you will find the requirements, specific to the LLRF workshop:

1. Contributions should be limited in length to no more than 5 pages.
2. Since you will need to submit your paper to arXiv before the end of the workshop, references to posters/slides presented at LLRF25 should be avoided.
3. While this is not a peer-reviewed publication, all papers will be checked for consistency with workshop's mission by the members of the scientific program committee.

Paper Submission

For LLRF 2025 proceedings, authors will be required to submit their contributions to arXiv.org directly. Here is a brief outline of the submission process:

1. Log in to your account at arxiv.org. If you don't have one, register for an account (use your institutional e-mail address).
2. Click on "START NEW SUBMISSION".
3. You will need to select a license for your contribution. Your selection will depend on additional publication plans you might have. If you plan to submit your work to a journal, make sure the journal will accept a paper, already published in arXiv. Detailed information on the interactions between arXiv and scientific publications can be found at http://www.sherpa.ac.uk/romeo.php.
4. Choose "Physics" archive, "Accelerator Physics" subject class. To publish in arXiv, one must have an endorsement. In some cases, endorsement is automatic. If you find yourself unable to submit your paper and need to be endorsed, contact LLRF2025 at proceedings@llrf.net.
5. Next, add the necessary source files for your paper. Note that for papers created in (La)TeX, original source must be submitted.
6. Process files, then proceed to the metadata entry page.
7. In addition to the standard metadata (Title, Authors, Abstract), fill out the Comments and Report number fields.
   • If your contribution is a talk, set the comments field to:   
        Talk presented at LLRF Workshop 2025 (LLRF2025, arXiv: 2510.07603)
   • If your contribution is a poster, set the comments field to:  
        Poster presented at LLRF Workshop 2025 (LLRF2025, arXiv: 2510.07603)
   • Report number field should be set to LLRF2025/NNN where NNN represents the unique contribution identification number assigned by LLRF2025
8. NNN in the report number is the unique contribution number, assigned by LLRF2025. This is published in the arXiv proceedings index https://arxiv.org/abs/2510.07603.
9. Once your paper is published by arXiv (assigned a unique permanent identifier of the form 2309.12345), you will need to send that information to proceedings@llrf.net. 
   Do not send temporary identifiers (submit/1234567)! Once an SPC member proof-reads your contribution, you may be contacted with feedback.

Paper Submission Deadline

The deadline for the receipt of the permanent arXiv identifier by proceedings@llrf.net is October 15 at 23:59 EDT. 
Keep in mind that arXiv does not publish submissions immediately (see https://arxiv.org/help/availability for the detailed schedule). It is therefore recommended to submit your paper about 2 business days earlier.

Questions and Support

For poster and presentation questions, contact llrf25workshop@jlab.org, for paper questions, contact proceedings@llrf.net.

 

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