Final Paper Submission Instructions

(last updated July 8, 2020)



Two types of accepted papers will be presented at IROS 2020. If not otherwise indicated, the following instructions hold for both: (i) accepted papers that were submitted to IROS 2020 only and (ii) RA-L submissions with IROS option, which have been accepted for presentation at IROS 2020.

Authors must submit their final version of camera-ready papers electronically in PDF format through the PaperPlaza (URL) system no later than July 31, 2020 23:59:59 PST (no extensions allowed). Before submitting the final version, authors are expected to revise their paper considering the feedback from the reviewers. Please follow the indications given in your acceptance letter.

All final submissions will be included in the material distributed to the conference participants. However, the IROS 2020 Publication in IEEE Xplore (URL) will contain only papers accepted for IROS 2020 but not accepted for publication in RA-L. Therefore, all papers presented at the conference will appear once and only once in IEEE Xplore, either in RA-L or in the IROS 2020 Proceedings.

For papers to appear in the Xplore IROS 2020 Publication, six pages in the standard IEEE Conference Paper Format (URL) based on the LaTeX template (URL) or Microsoft Word template (URL) are allowed for each paper. A maximum of two additional pages are permitted at an extra charge of $205 per page, payable at the time of submitting the camera-ready version of the paper. Papers submitted to RA-L with IROS option, which have been accepted for publication in RA-L, will be waived IROS extra page fees. Fees will instead be collected by IEEE after publication in RA-L.

At least one of the authors listed on the paper must be registered for the conference when the final manuscript is uploaded. A single regular conference registration can be used to upload up to two papers. A single student conference registration can be used to upload only one paper. To link excess page fees with your paper number, please complete the final submission information for your paper before registering for the conference.

Step-By-Step Guidelines to Submit Your Final Paper

Step 1: Prepare your final paper using the available LaTeX template (URL) or Microsoft Word template (URL) and following these paper preparation instructions. Make sure to have the latest templates and do not change the formatting in any way. If your paper is accompanied by a video, an explicit reference to the accompanying video should be present in the text of the paper.

For RA-L papers with IROS option: Please note that the final version for IROS 2020 must be reformatted according to the conference template.

Step 2: Check that the names of all authors and their order is identical in the PaperPlaza submission system (URL), the paper, the summary slide, and the accompanying video (if applicable). Please write author names with only the first letter capitalized, that is, use Firstname Lastname in all instances, and do not use FIRSTNAME LASTNAME anywhere. Please see that author names are updated in their PaperPlaza accounts before the final submission information is completed.

Step 3: Create a PDF version of your paper and perform the IEEE PDF compliance test (URL). If your paper does not pass the test, you cannot continue and may read the PDF Test Help (URL) to revise the format of your paper until it passes the test.

Step 4: Please prepare one PowerPoint slide (and only one) that summarizes your paper. You must only use the IROS 2020 Digest PowerPoint template IROS2020-Digest-Template.pptx (here). Please do not change the template and keep fonts and font sizes as prepared in the template.

Step 5: If your paper is accompanied by a short video (max. 10MB), please do not use special codecs (coders/decoders) to provide as much portability across platforms as possible. Using MPEG-1 or MPEG-4 video formats is strongly recommended. Accepted video contributions will be included in the conference proceedings and in IEEE Xplore. There, the video will appear as an enhanced object next to the PDF of the summarizing text (a sort of short paper).

If your paper features a video attachment, please prepare the following two plain text files:

  • Summary.txt file (max 1 KB). Describe in five sentences or less the contents or value of the video. This file helps IEEE Xplore users to make downloading decisions.
  • ReadMe.txt file (max 10 KB). This file must include the following sections:
    • Description: An overall description of the objects and what the audience can expect to gain by downloading them;
    • Player Information: Provide the minimum version of the player software that is required to play the submitted files. Include the name of the software, the version number, and any special requirements for the player;
    • Contact Information: The author should provide contact information in case users have questions regarding the extended material. IEEE will not provide any technical support.

Note that both above files should be in plain text format and have a .txt extension. They are needed by IEEE to include the video in IEEE Xplore.

Step 6: Update the final submission information (title, author list, number of pages, abstract, copyright) in PaperPlaza (URL). To process the copyright transfer for each contribution, follow the Copyright Transfer link, and you will be taken to the IEEE copyright transfer site (IEEE eCP) in a new window. Follow the steps as described on IEEE eCP pages and make sure that the paper title and author list are correct before you perform the copyright transfer. Once the copyright has been transferred, you cannot update it via PaperPlaza, instead you must contact IEEE directly by emailing: [email protected]

Step 7: Register for the conference, indicating the paper number and any extra pages, through the author registration site. For RA-L papers with IROS option: Please note that the extra page fee must be paid only once, i.e. it is waived for the IROS 2020 conference if the paper is accepted for Publication in RA-L.

Step 8: Upload the following files in PaperPlaza:

  • A PDF file of your paper (max 6 MB) that has passed the IEEE Xplore compliance test;
  • A single summary PowerPoint slide (max 1 MB) based on the Step 4 instructions and IROS2020-Digest-Template.pptx template;
  • and if applicable, a video (max 10 MB) plus a Summary.txt and ReadMe.txt files accompanying your paper (cf. Step 5).

Again, congratulations on your submission acceptance! May your final submission go smoothly and we look forward to it.