Proceedings -- Updated Info

Will be published by Elsevier, Nuclear Physics A.
See below for an update on final drafts. We also have the earlier information below on the files you need, how to prepare your paper, and what you need to provide.

Files you need:

    We strongly recommend that you download the gzipped or zipped archive of all needed files here: proceedings.tar.gz or Please download and unzip these on your computer and follow the instructions below. Thank you.
    Among the provided files are the template: template.tex, or if you prefer to start from a more completed example: example.tex. The files are described in the provided README.

We sent out an email (on Apr. 21) with information re. length limits (8 pages for plenary/rapporteur, 4 pages for parallel, 2 pages for flash talks), and the deadline to all authors. Please do adhere to these page limits for your prepared papers/PDFs. Due to the delay in making the template available, the deadline has been extended to Monday July 27, 2009. Please do submit as early as you can - the sooner, the better!

There will be a section included in the back-material with listings of all the authors of the various large collaborations, for example the SPS, RHIC and LHC experimental groups and the large theoretical consortia. Thus the title of a write-up for such a group would be of the form "Title, Author, Author's Institution, For the XXXX Collaboration" as in the provided example. Plenary speakers other than those speaking on the first day for the large experimental collaborations were asked to represent the status of the field and thus would only need to include a title and their name and institution.

Preparing your paper

Please follow the instructions in the template/example and then process the tex source to a PDF. If you use only .eps format figures you can produce a PDF for the example with source mkpaper (using the provided mkpaper script). If you don't use .eps format figures, you can produce a PDF with a single pdflatex command a la: pdflatex example.tex
Note that we do recommend to keep the linenumber info for the first submission to help with the commenting in the review period. [If you have some problems with getting the linenumbers to show up correctly, you can try commenting out the \usepackage{amsmath} line, and submit your generated PDF to the arXiv - thanks to Peter Arnold for this suggestion.]
The final submission, after the review period, will be without linenumbers. Authors are kindly requested to ensure that they follow the basic requirements from the journal guidelines as outlined in the template/example. More details are available online: As a minimum authors should modify only the indicated sections in the template (e.g. not the documentclass/style etc.):

  • Add the title of their presentation, name, possible collaboration or co-authors, and affiliation.
  • Provide text, figures and tables that are clear and readable in the default format, and in black-and-white printouts (especially important for figures; proceedings hardcopy will not be in color). We have no special requirements for table and figure formats other than they should be clear and readable in final form. Elsevier prefers .EPS, .TIF and .JPEG formats.
  • Only include used references, and in the order they are cited in the text. If you wish to use BibTeX for the references you are recommended to select a style file that gives compact references, such as apsrev.bst, and to include the .bbl file in your submission.
As was also stated above, in addition to the empty template, we also provide an example file: example.tex, where you can see a short/temporary example on how this can be done. The compiled PDF of the example is available here.

What you need to provide

  • The source files to arXiv: Once you are done with your paper preparation, then submit to the preprint server Instructions for how to do the arXiv submissions are available at
    Please use a comment a la "4 pages, 3 figures - To appear in the conference proceedings for Quark Matter 2009, March 30 - April 4, Knoxville, Tennessee." when you make your arXiv submission, of course adjusted to your number of pages and figures.
    If you have some questions regarding submissions to the arXiv, please do first ask a colleague or collaborator for help, before asking us. Thanks.
  • Inform the conference organizers: Please inform us of where your submission is available by email to A direct link to the submission, such as, to the arXiv is preferred. We also prefer if you do this after the preprint number is firm, i.e. after the submission becomes available (as specified at We will send a reply email acknowledging receiving your info re. the submission.

Final Drafts: updated Sep 1

We will send out review reports to each author, after which all authors should generate a new and final version of their contribution. For the final version, please
  1. Incorporate the review report comments
  2. Turn off line numbering (change to "%\linenumbers" in your tex file).
  3. Post the final version as an update to the same arXiv preprint as the original version, and then inform us at that the final version is available.
Thank you.
We remind the authors that the proceedings will be published in black and white, and many color figures may not come across correctly without some added attention. We urge all authors who submit papers with color figures to generate and inspect a black-and-white version of their paper and see how well the information is preserved.
We will later post a list of links to the submitted contributions here on the QM09 website.

Technical enquiries/questions:

Any questions can be directed to: