Author Guidelines

Author Guidelines

Thank you for your participation in the 29th International Conference on Electrical Machines and Systems (ICEMS 2026), taking place from 24 to 27 November 2026 at the Sands Expo & Convention Centre, Singapore.

Please read the following guidelines carefully to help ensure that all presentation sessions run smoothly and on schedule.

Important Policy

  • Only accepted papers that are successfully presented during the conference will be submitted for inclusion in the IEEE Xplore Digital Library.
  • Each accepted paper must be presented by one of its authors during the assigned session. Authors are responsible for checking the conference programme, confirming their presentation format and schedule, and arriving on time.
  • Virtual presentations are not part of the standard conference format. Requests for remote presentation due to exceptional circumstances will be reviewed on a case-by-case basis and require prior approval from the Technical Programme Committee.
Authors assigned to oral sessions should prepare a presentation in Microsoft PowerPoint or Adobe PDF format.

Presentation Duration

  • Each oral presentation is allocated 17 minutes in total.
  • Recommended timing: 14 minutes for the presentation and 3 minutes for questions and answers.
  • Presenters must keep strictly to the allocated time so that parallel sessions remain synchronised and delegates can move between rooms as scheduled.

Slide Preparation 

  • Use a 16:9 widescreen slide ratio.
  • Prepare slides for display at 1920 × 1080 resolution.
  • Use clear, sufficiently large text and appropriately sized, high-quality images.
  • Use standard Microsoft Windows fonts. If specialised fonts are required, embed them correctly or bring a PDF version to prevent formatting issues.
  • The first slide should include:
    • A mention of ICEMS 2026
    • Paper number
    • Paper title
    • List of authors
    • Name of presenter
    • University or company and country/region

Videos and Animations

If the presentation contains embedded videos or animations:

  • Use a commonly supported format such as WMV, MOV or MP4.
  • Avoid video resolutions substantially higher than the presentation resolution.
  • Save video files in the same folder as the presentation.
  • Bring a separate backup copy of each video file.
  • Test all videos and animations before the session.

Submission and Technical Setup

  • Each session room will be equipped with a presentation laptop. Presenters are strongly encouraged to use the room laptop to minimise delays between presentations.
  • Bring the presentation on a USB flash drive in PPT, PPTX or PDF format. A PDF backup is strongly recommended.
  • Load and check the presentation on the laptop in the assigned room during the scheduled break immediately before the session. Presentation files may only be loaded on the day of the presentation.
  • Arrive at the session room at least 15 minutes before the session begins to meet the Session Chair and confirm that the presentation is ready.
  • A room assistant will be available to help with file upload and technical setup.
  • Presenters who need to use their own laptop should arrive early to test it with the room’s audiovisual system and must bring all necessary adapters and accessories. Compatibility cannot be guaranteed for every device.

Authors assigned to poster sessions should prepare and print their poster before arriving at the conference venue.

Poster Format

  • Orientation: Portrait
  • Recommended size: A0 (841 mm × 1189 mm)
  • The poster should clearly display:
    • A mention of ICEMS 2026
    • Paper number
    • Paper title
    • List of authors
    • Name of presenter
    • University or company and country/region
  • Use large, legible text and clear, high-resolution figures that can be read comfortably from a reasonable viewing distance.
  • Posters must be printed in advance. Printing facilities will not be available at the conference venue.

Poster Session

Poster presenters must:
  • Mount the poster on the assigned board before the session begins.
  • Ensure that the poster does not exceed the allocated display area.
  • Remain at the poster throughout the assigned session.
  • Be available to discuss the work and answer questions from attendees and judges.
  • Remove the poster promptly after the session, if instructed by the organisers.
Poster mounting materials will be provided on site.

Presenter Checklist

Before attending ICEMS 2026, please ensure that you have:

  • Completed conference registration.
  • Uploaded the final manuscript.
  • Completed the IEEE electronic copyright form (eCF).
  • Checked the final program and presentation schedule.
  • Prepared the presentation slides or printed poster.
  • Saved an oral presentation in PPT/PPTX or PDF format on a USB flash drive, with a backup copy.
  • Tested all fonts, videos and animations.
  • Packed any adapters or accessories required for your laptop.

Questions and Special Requests

If you are unable to present due to exceptional circumstances or require special assistance, please contact the conference secretariat as early as possible.
ICEMS 2026 Conference Secretariat
Email: secretariat@icems2026.org