When submitting to an EI-indexed conference, small details—like how you name your paper file—can affect whether your submission is accepted without delays. Many conferences enforce specific file naming conventions to streamline review and prevent misidentification.

This guide outlines the most common naming practices and gives you simple tips to avoid mistakes, with help from platforms like iconf.com that keep submission details clear and organized.

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Why File Naming Matters in Conference Submissions

• Helps reviewers manage large volumes of submissions

• Prevents your file from being overwritten or ignored

• Keeps your submission aligned with system requirements

• Some systems automatically reject improperly named files

Correct file naming shows professionalism and helps your paper proceed through the review process smoothly.

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Common EI Conference File Naming Conventions

Most EI conferences will specify a format on their call-for-papers or submission page. Below are several common examples:

 Format 1:

PaperID_YourLastName.pdf

Example: 157_Li.pdf

 Format 2:

ConferenceShortName_PaperTitle_FirstAuthorName.pdf

Example: ICEM2025_EnergyModeling_Wang.pdf

 Format 3 (anonymous review):

PaperID.pdf

Example: A105.pdf
Used when the conference enforces double-blind peer review (no author names visible).

 Format 4 (camera-ready):

Final_PaperID_FirstAuthor.pdf

Example: Final_231_Zhang.pdf
Used after acceptance for the camera-ready version.

If no specific instructions are given, keep it simple, short, and meaningful.

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What to Avoid When Naming Your File

 Avoid special characters (e.g., @, #, &, spaces)
 Avoid overly long filenames
 Don’t include confidential info (e.g., full institutional name, phone number)
 Don’t use generic names like conferencepaper.pdf or myfinal.pdf

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Where to Find File Naming Instructions

• Conference’s official website or CFP page

• Author guidelines or paper template instructions

• Platform like iconf.com, which summarizes formatting rules

• Submission portal (e.g., EasyChair, EDAS) may display naming reminders

iconf.com often includes file naming format notes next to each conference listing, reducing confusion during the submission process.

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Best Practices

• Always check the specific requirement for the conference

• Use PDF format unless told otherwise

• For blind review, do not include your name or affiliation in the filename or file content

• Save a backup with the original name in case changes are requested later

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Final Thoughts

Naming your paper file correctly may seem minor, but it’s a key detail in the EI conference submission process. Following the correct format ensures your paper is reviewed without delays or disqualification. With help from iconf.com, you can stay informed about each conference’s requirements and submit with confidence.