Instruction for Authors:                                    (for download as pdf file click Here)

Submission Instruction

Paper Formatting

Text Formatting






Reference List

Artwork and Illustrations Guidelines


Scientific Style

Copyright Transfer

Proof Reading

Copy right And License Term

Conflict of Interest


 Submission Instructions

Please keep in mind the following important guidelines for our Conference Proceedings:

The Virtual Water Conference will produce and maintain Proceedings of abstracts and papers to provide a complete record of presentations at the Conference. The Proceedings are not intended to be a substitute for publishing in peer-reviewed journals. The electronic conference in addition to printed proceedings will be available for free and for public viewing.

Submission of a manuscript implies: that the work described has not been published before; that it is not under consideration for publication anywhere else; that its publication has been approved by all coauthors, if any, as well as by the responsible authorities – tacitly or explicitly – at the institute where the work has been carried out. The publisher will not be held legally responsible should there be any claims for compensation.

Permissions: Authors wishing to include figures, tables, or text passages that have already been published elsewhere are required to obtain permission from the copyright owner(s) for both the print and online format and to include evidence that such permission has been granted when submitting their papers. Any material received without such evidence will be assumed to originate from the authors.

All manuscripts shall have ONLY ONE corresponding author. Normally, the author who submits the manuscript is defined as the corresponding author in the system and, thereby, ONLY he/she shall be specified as the corresponding author in the title page.

  • Conference Web Proceedings:

If a Proceedings paper is not received, the abstract will not be published in the proceedings. The blind/review version of the paper will NOT be included in the proceedings. Papers must have been submitted and approved by the scientific committee to be published in the proceedings.

The Proceedings version paper file is limited to a maximum of 20MB electronic file size. Documents must be received in both Word and Pdf format. When applicable, authors are encouraged to submit one file of supporting material. The supporting material file is also limited to 2MB.

Paper Formatting:

Please include any/all contact information to be electronically archived with this paper (included in the post-conference proceedings); at a minimum author name(s) and at least one way of contact is requested. At the top of page one, place a center-justified heading as follows:

- Full Title of Paper (16 point, bold)

- Author(s) Name(s) (12 point, bold)

- Organization/Affiliation (12 point)

- Complete Postal Address (12 point)

- Telephone/Facsimile Numbers (12 point)

- Email Address (es) (12 point)

The paper begins on this page (there is no separate title page) and must contain:

- An extended abstract summarizing the entire paper including conclusion (not exceeding 350 words),

- List of up to eight key words that describe the paper separating with Semicolon (;),

- Body of paper,

- Figures included within the main document,

- References (At least 10 credible reference),

- Any supplemental information (addenda, equations, etc.).


Text Formatting

- Text should appear in 12-point TimesNewRoman,

-  Use italics for emphasis,

-  single-spaced, with 3-cm margins all around,

-  The body of the paper should be right and left justified,

-  Figures placed within the text should have the same margins as the text, as a maximum,

- Use the automatic page numbering function to number the pages,

- Do not use field functions,

- Use tab stops or other commands for indents, not the space bar,

- Use the table function, not spreadsheets, to make tables

- Use the equation editor or MathType for equations,

- Save your file in docx format (Word 2007 or higher) or doc format (older Word versions) and Pdf.



Please use no more than three levels of displayed headings.



Footnotes can be used to give additional information, which may include the citation of a reference included in the reference list. They should not consist solely of a reference citation, and they should never include the bibliographic details of a reference. They should also not contain any figures or tables.

Footnotes to the text are numbered consecutively; those to tables should be indicated by superscript lowercase letters (or asterisks for significance values and other statistical data).

Footnotes to the title or the authors of the article are not given reference symbols.

Use footnotes instead of endnotes.



Acknowledgments of people, grants, funds, etc. should be placed in a separate section on the title page. The names of funding organizations should be written in full.



Abbreviations should be defined at first mention and used consistently thereafter.

  • Please note:

The manuscript should be structured as follows (they are obligatory):




Materials and methods







Cite references in the text by name and year in parentheses. Some examples:

Negotiation research spans many disciplines (Thompson 1990).

This result was later contradicted by Becker and Seligman (1996).

This effect has been widely studied (Abbott 1991; Barakat et al. 1995a, b; Kelso

and Smith 1998; Medvec et al. 1999, 2000).


Reference List

The list of references should only include works that are cited in the text and that have been published or accepted for publication. Personal communications and unpublished works should only be mentioned in the text. Do not use footnotes or endnotes as a substitute for a reference list.

Reference list entries should be alphabetized by the last names of the first author of each work. Order multiauthor publications of the same first author alphabetically with respect to second, third, etc. author. Publications of exactly the same author(s) must be ordered chronologically.

Examples for REFERENCES


Gamelin FX, Baquet G, Berthoin S, Thevenet D, Nourry C, Nottin S, Bosquet L (2009). Effect of high intensity intermittent training on heart rate variability in prepubescent children. Eur J Appl Physiol. 105:73. doi: 10.1007/s0042100809558.

  • Ideally, the names of all authors should be provided, but the usage of “et al” in long author lists will also be accepted:

Smith J, Jones M Jr, Houghton L et al (1999). Future of health insurance. N Engl J Med. 965:325–329.

Article by DOI

Slifka MK, Whitton JL (2000). Clinical implications of dysregulated cytokine production. J Mol Med. doi:10.1007/s001090000086.


South J, Blass B (2001). The future of modern genomics. Blackwell, London. 230 p.

Book chapter

Brown B, Aaron M (2001). The politics of nature. In: Smith J (ed) The rise of modern genomics, 3rd edn. Wiley, New York, pp 230-257.

Online document

Cartwright J (2007). Big stars have weather too. IOP Publishing Physics Web. [Accessed 26 June 2007].


Trent JW (1975). Experimental acute renal failure. Dissertation, University of California.

  • Always use the standard abbreviation of a journal’s name according to the ISSN List of Title Word Abbreviations, If you are unsure, please use the full journal title.
  • Please note:

- The author should not refer to a specific reference more than 5 times.

- Tables should always be cited in text in consecutive numerical order.

- For each table, please supply a table caption (title) explaining the components of the table.

- Identify any previously published material by giving the original source in the form of a reference at the end of the table caption.

- Footnotes to tables should be indicated by superscript lowercase letters (or asterisks for significance values and other statistical data) and included beneath the table body.

- Images, Pictures, Graphs and Tables are limited to 10.


Artwork and Illustrations Guidelines:

Electronic Figure Submission

- Supply all figures electronically.

- Indicate what graphics program was used to create the artwork.

- For vector graphics, the preferred format is EPS; for halftones, please use TIFF format. MSOffice files are also acceptable.

- Vector graphics containing fonts must have the fonts embedded in the files to avoid messed up graphics.

- Name your figure files with "Fig" and the figure number, e.g., Fig1.eps.

 - Color illustrations should be submitted as RGB (8 bits per channel).

Figure Lettering

- To add lettering, it is best to use Helvetica or Arial (sans serif fonts).

- Keep lettering consistently sized throughout your final sized artwork, usually about 2–3 mm (8–12 pt).

- Variance of type size within an illustration should be minimal, e.g., do not use 8pt type on an axis and 20pt type for the axis label.

- Avoid effects such as shading, outline letters, etc.

- Do not include titles or captions within your illustrations.

Figure Numbering

- Figures should always be cited in text in consecutive numerical order.

- Figure parts should be denoted by lowercase letters (a, b, c, etc.).

- If an appendix appears in your article and it contains one or more figures, continue the consecutive numbering of the main text. - Do not number the appendix figures, "A1, A2, A3, etc."

Figure Captions

- Each figure should have a concise caption describing accurately what the figure depicts. Include the captions in the text file of the manuscript, not in the figure file.

- Figure captions begin with the term Fig. in bold type, followed by the figure number, also in bold type.

- No punctuation is to be included after the number, nor is any punctuation to be placed at the end of the caption.

- Identify all elements found in the figure in the figure caption; and use boxes, circles, etc., as coordinate points in graphs.

- Identify previously published material by giving the original source in the form of a reference citation at the end of the figure caption.

Figure Placement and Size

- Figures should be submitted separately from the text, but in a single email or different attachment (if possible).

- When preparing your figures, size figures to fit in the column width.

- The figures should be 39 mm, 84 mm, 129 mm, or 174 mm wide and not higher than 234 mm.


If you include figures that have already been published elsewhere, you must obtain permission from the copyright owner(s) for both the print and online format. Please be aware that some publishers do not grant electronic rights for free and that the Virtual Water Conference will not be able to refund any costs that may have occurred to receive these permissions. In such cases, material from other sources should be used.


In order to give people of all abilities and disabilities access to the content of your figures, please make sure that all figures have descriptive captions (blind users could then use a text to speech software or a text to Braille hardware).

Patterns are used instead of or in addition to colors for conveying information (colorblind users would then be able to distinguish the visual elements) Any figure lettering has a contrast ratio of at least 4.5:1.


  • Please note:

Excel and JPEG format is also acceptable for figures.



Supply all supplementary material in standard file formats.

Please include in each file the following information: article title, journal name, author names; affiliation and email address of the corresponding author.

To accommodate user downloads, please keep in mind that larger sized files may require very long download times and that some users may experience other problems during downloading.

A collection of figures may also be combined in a PDF file.

Spreadsheets should be converted to PDF if no interaction with the data is intended.

It is possible to collect multiple files in a .zip or .gz file.


Scientific Style

Please always use internationally accepted signs and symbols for units (SI units).

Nomenclature: Insofar as possible, authors should use systematic names similar to those used by Chemical Abstract Service or IUPAC.

Genus and species names should be in italics.

Generic names of drugs and pesticides are preferred; if trade names are used, the generic name should be given at first mention.


Copyright Transfer

Authors will be asked to transfer copyright of the article to the Publisher (or grant the Publisher exclusive publication and dissemination rights). This will ensure the widest possible protection and dissemination of information under copyright laws.

Open Choice articles do not require transfer of copyright as the copyright remains with the author.


Proof Reading

The purpose of the proof reading is to check for typesetting or conversion errors and the completeness and accuracy of the text, tables and figures. Substantial changes in content, e.g., new results, corrected values, title and authorship, are not allowed.


Copy right And License Term

Manuscripts that are accepted for publication will be checked by our copyeditors for spelling and formal style. This may not be sufficient if English is not your native language and substantial editing would be required. In that case, it is strongly recommended to have your manuscript edited by a native speaker prior to submission. A clear and concise language will help reviewers concentrate on the scientific content of your paper and thus smooth the peer review process.


Conflict of Interest

All benefits in any form from a commercial party related directly or indirectly to the subject of any manuscript or any of the authors must be acknowledged. For each source of funds, both the research funder and the grant number should be given. This note should be added in a separate section before the reference list.

If no conflict exists, authors should state: The authors declare that they have no conflict of interest.