Conference proceedings: book editor responsibilities
Keep in touch. Maintain regular contact with us as you prepare the book. Let us know how the book is progressing and inform us of any difficulties you may be having as soon as you are able.
Adhere to the submission deadlines, as agreed with us in your Formal memorandum of agreement. We will work with you to ensure that any deadlines are realistic and achievable. If you are struggling to meet your submission date please contact us as soon as possible.
Adhere to the book length, as agreed with us in your Formal memorandum of agreement. If the book looks to be far shorter or longer than agreed, please contact us as soon as possible.
Invite your chapter authors to contribute in advance of the meeting. Once you have a finalised list of chapter authors, send this to us so that we can begin preparing License to publish agreements for the principal chapter authors.
Maintain regular contact with your chapter authors.
Ensure that your chapter authors understand their responsibilities – that is, to deliver their chapters to you by the submission date agreed in their License to publish, to use our guidelines whilst preparing their chapter, and to seek permissions for the reuse of third party materials.
Ensure that finished chapters are supplied ready for publication.
Give as much information as you can on the marketing support form (sent to you three months before submission) to help us in promoting your book to the best of our ability.
Provide a list of keywords that our picture editors can use to source a cover image (five months before the submission date we will begin to design the cover for your book). You can also supply a suggested image.
Write a preface for the book. This should be an overview of the book.
Prepare the manuscript following our guidelines, including a table of contents and index
Submit the complete and final manuscript to us, with all requested materials, following instructions provided by us.
Approve the index and proofs in a timely manner.
You should begin contacting potential contributors as soon as possible once we have agreed to publish the conference proceedings. This should be well in advance of the meeting so the chapter authors can begin preparing their chapters.
You can use our Sample chapter invitation letter when contacting potential authors.
Sample chapter invitation letter
As soon as all the chapter authors have agreed, you will need to complete our Author information spreadsheet so that we can begin preparing and sending Licences to publish agreements to all the lead chapter authors.
Author information spreadsheet
We will maintain regular contact with you regarding the progress of chapters. Please consider these a prompt for you to check-in on contributors’ progress.
We recommend that you contact your contributors regularly, with increased frequency approaching the submission date.
Templates & sample documents
Conference proceedings template
Royal Society of Chemistry EndNote style file
Preparing the book
As editor, you will need to provide a preface for the book. A preface generally comprises an overview of the book. You may want to discuss the conference, its scope and the speakers who have contributed to the book. The preface is often followed by thanks and acknowledgments to people who were helpful during the time of writing.
One to two pages is usually sufficient.
Table of contents
You will need to provide a list of the chapter titles - including Part/Section headings where applicable, together with the names of the contributors to that chapter - in the order that the chapters are to appear in the book. A template is provided to help with the formatting. Page numbers will be added by us at proof stage.
A subject index will be generated during the production process. This will be automatically generated from key words in the chapters.
Before submission, use the highlight tool in Word to highlight the first occurrence of every word to be included in the index. In the event that two different indexes are deemed necessary (for example, a subject index and an author index), please use a different colour highlight for each index.
Around five months before the submission of the manuscript we will ask for image ideas for the book cover.
You should provide a list of key words that our picture editors can use to guide their image search.
You may also submit an image for consideration. The image should be a full colour TIF, EPS or JPEG file, with a minimum resolution 300 dpi at final size, and free of any copyright restrictions. If permissions or acknowledgements are necessary, please ensure you have sent these to us along with the image. Visit our Bookshop to view recent covers of similiar books (for example, other books in the same series) to see how the image will be used.
The use of any suggestions is at our discretion. The cover will then be designed and sent to you for approval.
Submitting the manuscript
Chapter authors will submit their final chapters to you. Conference proceedings are treated as camera-ready copy, so we will not typeset or copy-edit the book. Therefore it is important that you check each contribution thoroughly so that, upon submission to us, the typescript is ready for publication. Please do not send any draft chapters.
You will need to ensure that each chapter adheres to the following notes.
- The chapter has been supplied in Word and not as a PDF.
- The font for the chapter is Arial 10 point.
- The correct paper and margin size have been used.
- That single line spacing has been used.
- That the text is fully justified.
- That headings are all the correct style.
- That all figures/schemes/tables are in their correct place within the text, and not gathered at the end of the chapter.
- That an abstract has been supplied, and that this is provided in a separate file to the chapter.
You will need to submit to us the following files:
- Title page for the book (including all editor names and contact details)
- Preface and any other optional front matter
- Table of contents
- Separate Word files for each chapter, with index terms highlighted
- An abstract for each chapter
- Copyright Permissions for illustrations where the chapter author is not the copyright holder the document (see Copyright Information and Permissions for further information)
- A completed Marketing support form
The final and complete manuscript should be submitted to us using our Large File Transfer system. Please contact us to receive your link to use the system.
The production process
Once we have received your completed manuscript, and we are satisfied that everything has been submitted in accordance with our guidelines, the manuscript will go through our production processes.
A set of paginated PDF proofs of the book will be sent to the book editors only. Contributors will not receive proofs. This is for a final check and it is not anticipated that there should be any corrections at this stage.
You will have one week only to have a final look at the typescript and check the index before the book is printed.
In the event that corrections are needed, please use the commenting and notes tools in Adobe Acrobat to mark up the PDFs. Please do not try and edit the PDF itself. Only essential corrections will be considered.
A bulk order purchase of the book will have been negotiated as part of your Formal memorandum of agreement.
You will be sent an order form to confirm the quantity of books required, the name and address for the invoice, and the delivery address for the books. The delivery address can either be a single address if you plan to distribute the books yourself, or the addresses of the individual participants. If the books are to be dispatched to the individual participants, you will need to supply us with labels with their names and addresses. On receipt of this order an official invoice will be sent to you. Once payment is received the books will be dispatched on publication.
Extra postage payments may be charged if the average postage charge goes above the standard postage charge included in the contracted discount price.