Submission Guidelines

Basic information 

Submission opens in January 2026.
Please Note: If you want your paper to be included in the proceedings, it should be 2 pages long and formatted in a single-column layout.

Oral and poster submissions are welcomed for:

• Topical Meetings

• Focused Sessions
   

Each Topical Meeting has dedicated chairs and its own program committee who will review the submissions. Focused Sessions are led by dedicated chairs.

All presenting authors, as well as any attending co-authors, need to register for the conference.

Best student presentations will be awarded.

Publications

Authors have the opportunity to publish their abstracts, once accepted and presented, free of charge, in a conference proceedings volume. This must be specified at the submission stage. The proceedings will be published in open access, with a DOI number assigned to each article.

In addition, the EOS provides the possibility to publish a revised/extended version of your proceedings manuscript in the topical issue on EOSAM 2026, published in the open-access Journal of the European Optical Society, JEOS-RP, with lowered publication fees. 

How to Submit

Please follow these guidelines when submitting your abstract. Submissions not following the template or guidelines will be rejected.

1) Submission Template

The abstract should be formatted according to the template provided (either LaTex or MS Word).
Submit the abstract as one camera-ready PDF file: A4 paper size, 1-2 pages*, 1 column, written in English.
Please do not include links in your PDF.

*If you want your paper to be included in the proceedings, it has to be 2 pages long and formatted in a single-column layout.

LaTeX2e template 

Download Macropackage in LaTeX2e (697.43 KB)  - Use the single-column layout

Microsoft Word template 

Download the Word template for abstracts (34.95 KB).

2) How to submit via Conftool

• Submit here: (Submission link to be provided here)
• Select the correct topic in the submission phase. Double-check your choice.
• Choose a preference for either oral or poster presentation (submission format).
• Select the presenting author (this name will be added to the program). If no name is selected, the submitting author will be listed as the presenter by default.
• Choose "student presentation" if, and only if, the presenting author is a student. All presentations by students will be considered for the best student presentation award.
• Upload your 2-page 1-column abstract as a camera-ready PDF file.
• If you wish to publish your abstract in the proceedings volume after the conference, select “YES” to the question “I want to publish my abstract in the proceedings volume”. By doing so, you give the permission for the organizer to sign this license form on your behalf. The 2-page 1-column PDF abstract must follow the publishing guidelines and templates mentioned above, otherwise, it will not be included in the proceedings.
   

3) Other guidelines

• Instructions "How to prepare your article"
• Instructions "How to write title and abstract"
• Ethical rules
• General editorial guideline

Copyright

The copyright is retained by the author(s) under the Creative Commons Attribution license, which permits unrestricted use, distribution, and reproduction in any medium, provided the original work is properly cited.

Authors grant EDP Sciences a license to publish their article and identify EDP Sciences as the original publisher. They also grant any third party the right to use, distribute and reproduce the article in any medium, provided the original work is properly cited.

Policy on re-use

Conference papers may be updated, or enhanced, for further publication as a regular journal article, including submission to journals not published by EDP Sciences. Journal articles derived from work previously published in conference proceedings must contain a substantial amount of new or previously unpublished results. The question of whether there is sufficient additional material to warrant a new publication, is a matter for individual journals to decide. To enable informed decisions by journals, we recommend the authors to supply their chosen journal with a copy of their proceedings article, accompanied with a clear statement describing the material reproduced. In addition, a journal article derived from a proceedings paper must include a citation to this proceedings paper.

Proceedings

If the corresponding author decides to submit his/her abstract to the proceedings volume, the (accepted and presented) version of the abstract will be published online, in open access, in EPJ Web of Conferences (https://www.epj-conferences.org/), published by EDP Sciences, if the abstract follows the previously mentioned submission guidelines.
Each article will be assigned a DOI number and will be referenced via CrossRef®. See the online proceedings from EOSAM 2025.

• The author gives permission for the organizers to sign the license form on their behalf. 
• The 2-page 1-column PDF abstract must follow the publishing guidelines and templates mentioned above, otherwise, it will not be included in the proceedings.
• Be careful, no changes to the abstract will be accepted after the submission closes.
• Extra care should be taken when preparing the authors and reference lists.
• Ensure that your article contains timely, accurate, and relevant references.
• The references of your publication will be linked to their original source via CrossRef ONLY IF the references are correctly presented.
• The corresponding author is responsible for ensuring that the abstract is created according to the template and guidelines provided.
• If you selected "No" for inclusion in the proceedings, there will be no possibility to add it to the proceedings afterwards.

Please note: 

Once a paper is published online, the Publisher will be unable to replace a PDF file with another one, neither add a correction directly in the published PDF file. According to the standard ethical practices in scientific publishing, any correction post-publication will require to publishing of an erratum/corrigendum.

Any correction or erratum post-publication will be charged starting from 300€ (Euros) per article except if the error is on the part of the Publisher.

Extended publication in JEOS-RP: EOSAM 2026 Topical Issue

After the conference, we offer you an opportunity to submit an extended article about the results you present at the conference. These articles will be gathered in the EOSAM 2026 topical issue of the EOS open-access peer-reviewed journal: the Journal of the European Optical Society - Rapid Publications, JEOS-RP. In addition to the Proceedings, this is an excellent opportunity for the authors to reach an even wider audience by publishing in this Special Issue.

JEOS-RP is a prompt, open-access, high-quality publication with peer-reviewing, published by EDP Sciences. The mean time to First Online with DOI is 70 days. The Editorial Board members are all leading, active scholars. You can find more details about the Journal here: https://jeos.edpsciences.org

To be eligible for publication, your submission should add significant value to the published conference proceedings. It will be subject to the normal standards and peer-review processes of the journal.

All authors receive a significant discount on the publication fees. 

For more information, visit the EOSAM Topical Issue 2026 website.