IEEE International Conference on
Evolving and Adaptive Intelligent
Systems 2026 (IEEE EAIS 2026)
From 21/09/2026 To 23/09/2026
University of Pisa, Pisa, Italy
Camera-Ready Guidelines Instructions
In any paper submitted to an IEEE Conference or Periodical, the inclusion of text generated by artificial intelligence (AI) must be acknowledged in the acknowledgements section. Additionally, any sections of the paper that contain AI-generated text should include a citation referencing the AI system that produced the text.
Step 1. Final Camera-Ready Paper Preparation
- Authors are required to ensure that the feedback from reviewers has been fully incorporated into the final version of the manuscript.
- It’s crucial that your revisions align with the IEEE EAIS 2026 standards, ensuring that the content not only meets the technical requirements but also adheres to the formatting guidelines specified by the IEEE. All documents must be formatted in accordance with the IEEE conference style, for which templates are available on the IEEE website, such as the ‘bare_conf.tex’ for LaTeX submissions.
- It’s important to note that papers should not exceed 8 pages, with a provision for an additional two pages at most, subjected to over-length charges.
- The similarity score of the camera-ready paper should be low (a similarity index below 20% is acceptable for publication).
Step 2. PDF eXpress check
- Once your paper has been suitably updated, please process your revised document through PDF eXpress by utilizing the conference ID (ID HERE). This can be accomplished by visiting the following URL: https://ieee-pdf-express.org/
- For those who have not utilized PDFeXpress, instructions can be followed at: https://ieee-pdf-express.org/External/UsingIEEEPDFeXpress: Go to PDFeXpress® website (https://ieee-pdf-express.org), and:
- Create a IEEE PDFeXpress® account, entering basic contact information; gets confirmation of account creation email.
- Upload a PDF for Checking or source file(s) for Conversion; get email confirmation of file receipt.
- Submitted PDFs are Checked for IEEE Xplore®-compatibility; source file(s) are Converted to IEEE Xplore-compatible PDFs.
- If a PDF is submitted: you will receive an email stating that PDF Passed or Failed the Check. If the PDF fails, a PDF Check report is attached to the email. Author goes to account and clicks “Understanding the PDF Check Report” for solutions.
- If source is submitted: you will receive the IEEE PDFeXpress®-generated PDF as an attachment, and through your IEEE PDFeXpress® account. Review PDF to ensure that it views on screen and prints as you intended.
- If necessary, revisions may be submitted (PDF or source); return to Step 2. Make sure that there are no grammatical, spelling, or content errors in articles prior to submitting to PDFeXpress.
- When you have an acceptable IEEE Xplore-compatible PDF, submit this final PDF to the conference by clicking Approve button. Before that, submit the electronic copyright form by clicking Copyright link.
Step 3. Guidance for IEEE Publications Regarding AI-Generated Text
- The IEEE Publication Services and Products Board has recently passed the following motion (“The use of artificial intelligence (AI)–generated text in an article shall be disclosed in the acknowledgements section of any paper submitted to an IEEE Conference or Periodical. The sections of the paper that use AI-generated text shall have a citation to the AI system used to generate the text.”). Please check the “Guidance for IEEE Publications Regarding AI-Generated Text” in the MCE newsletter below: Link.
Step 4. Camera-ready Paper Submission
- Please submit the final manuscript version (after conducting the PDF express verification) via EasyChair (Submission -> Update file – in the upper right menu.). It is important to maintain the original title of the paper in the final submission. Additionally, the list of authors presented in the original manuscript can´t be changed in the final version.
Step 5. Submission of the copyright form
For further details, please consult the IEEE Copyright Policy here.
- To ensure your paper’s inclusion in the conference proceedings and the IEEE Xplore digital library, a completed and signed IEEE copyright transfer agreement is required from the paper’s authors. This process can be conveniently completed online via EasyChair by following the instructions outlined below:
- To complete the agreement signing through EasyChair, please follow these steps:
- Access your EasyChair account by logging in.
- Click on “Alerts” in the main menu / Click on “View” (Sign Agreement) and follow the instructions.
- Or, click the button “Sign Copyright Agreement” and follow the instructions.
- Should this link not appear under your Alerts tab, it indicates that one of the co-authors has already completed the signing process for the entire author group. Corresponding authors of accepted papers who haven’t received any notification by May 15, 2026, are encouraged to reach out to us for assistance.
- Important Reminder: By signing the IEEE copyright form, you confirm that your paper’s content is original and has not been previously copyrighted to another entity. Neglecting to submit the copyright form by the designated deadline will lead to your paper being automatically withdrawn from both presentation and publication consideration.
Step 6. Conference registration
- To ensure inclusion of your paper in both the conference program and proceedings, registration for the conference is compulsory (Link). In addition, papers not presented at the conference will not be published in IEEE Xplore.
- All Authors should register and pay by 30th June, 2026 in order to have their papers included in the program, Every accepted paper must have at least one registration to the conference. A full registration entitles to publish a maximum of 2 papers by the same registered author.
Step 7: Invitation Letter
- If you require an invitation letter, IEEE EAIS 2026 can provide this to you. This invitation letter will be issued after your registration process is completed.
- To request an invitation letter, please forward your appeal to conference chairs (pietro.ducange@unipi.it and francesco.marcelloni@unipi.it).
NO PAPER WILL BE PUBLISHED WITHOUT THE SUBMITTED COPYRIGHT FORM.
IEEE EAIS 2026 Copyright © 2025. All Rights Reserved.