Information for Submitters

General information on submitting proceedings to the ACL Anthology (for event chairs)


November 15, 2019

This page contains general information about how to submit proceedings to the ACL Anthology. If you are a workshop or publication chair whose job it is to submit your conference proceedings, this page should be helpful to you. Please read through it so that you have an understanding of the ingestion process.

Overview of the Submission Process

DeadlineStep
Before paper submission deadlineRegister your meeting
Before paper submission deadlineRequest ISBNs
2 weeks before publicationSubmit your data
2 weeks before publicationSubmit copyright transfer forms
After publicationMaking corrections

Register your meeting

All publications chairs need to obtain a volume ID, of the form X99-9 for conferences and W99-99 for workshops. See Anthology Identifiers for more information. This should be done before the paper submission deadline for your conference.

If you are chairing a meeting attached as a satellite of a main conference (e.g., ACL or EMNLP), please work with the main conference publication chair to receive your volume ID.

If you are a conference publications chair, you must register your intention to submit your proceedings. Assemble the following information for all volumes and workshops in their conference and send it to the Anthology Director in a single email. We need the following information from you:

The full titles should not contain abbreviations, except parenthetically. For example, “Proceedings of EMNLP 2019” is not a good title, but “Proceedings of the 2019 Meeting of the Conference on Empirical Methods in Natural Language Processing (EMNLP)” is a great one. If you have sub-volumes (e.g., long papers, short papers, demonstrations, tutorial abstracts), we suggest you append them after the full volume name. For example, “Proceedings of the 2019 Meeting of the Conference on Empirical Methods in Natural Language Processing (EMNLP): Tutorial Abstracts”. You should also seek consistency with the names of your volumes from prior years.

If your conference has satellite workshops, please make certain the workshops will actually be run.

By default, the publication of papers associated with an event in the Anthology will be on the first day of the event (inclusive of workshops or tutorials). If you prefer to have it published on a different date, please inform us when you register.

With this information in hand, we will assign you a list of Anthology identifiers for use with ACLPUB.

Submit your data

After your conference management software has collected all the camera-ready papers and associated attachments, you will prepare data for the Anthology as described here. (For information about the complete conference management process, particularly for ACL publications chairs, see this document.) If you used Softconf’s STARTv2 conference management system, this data preparation is handled by the ACLPUB package. For meetings using EasyChair, you will need to first convert to ACLPUB format using our easy2acl scripts. The end result in either case is a tarball, a link to which should be sent to the Anthology Director two weeks prior to your desired publication date (which was negotiated when you first contacted us).

Warning! A common mistake is to send the proceedings/ directory. This is only the first step. You need to convert this to an anthology/ directory using ACLPUB tools, as described here. This directory should contain all volumes for your event, including main conference volumes, workshops, and co-located events.

The remaining steps are handled by Anthology staff and use Anthology tools:

For copyright transfers, you can use the default form at:

Ask authors to sign the form, scan a B/W copy at 150 to 200 DPI for you as a .pdf (or .jpg or .png if otherwise not possible). Name the forms using the ACL Anthology identifiers, and send me a separate .zip or .tgz archive as you would for the proceedings of your event (e.g., a file in the archive might be copyright-transfers/P11-1001.pdf). These copyrights should be delivered in bulk to the Anthology Editor when submitting the proceedings.

Note that if you are using the START system (softconf.com), there is a digital form of this copyright transfer form, so you may not have to ask the authors to print, sign and submit to you. You may be able to simply download the .zip or .tgz version of the archived forms and submit them to me. Please note this when submitting.

For both current and legacy events, it is good practice for the organizers to attempt to obtain copyright transfers for their materials, but we will ingest materials even if no copyright transfers are on file.

ISBN Numbers

If you need to assign ISBN numbers, please provide the exact titles of each volume to be assigned an ISBN and forward this information to Priscilla Rasmussen, ACL Business Manager.

Errata and Corrections

If you get requests from authors needing to post errata or revised versions of the papers, or supplemental attachments after the publication of the proceedings, please ask them to submit revisions to the current ACL Anthology editor directly (see Corrections). Note that after the publiation date, corrections can only be applied to individual papers; the full proceedings volumes will not be replaced or revised.