Instructions for Accepted Authors

What you need to do

Three things are required before an accepted paper can be included in the conference program and the proceedings. They are all done from your author dashboard.

Key dates

All deadlines are 23:59 Japan Standard Time (JST, UTC+9).

The camera-ready deadline has been extended to October 20, but the Early Bird rate still ends on October 7. A full paper can be paid for only once its three files are in, so to pay the Early Bird rate, submit the files and complete payment by October 7.

1. Licence to Publish (Copyright Form)

The VTCA 2026 proceedings will be published by Springer Nature in the Smart Innovation, Systems and Technologies series.

A signed Licence to Publish is required for every accepted paper.

How to complete the form

1. Open My Dashboard, find your accepted paper, and choose Copyright form.
2. Download the form. Please confirm that it includes the paper title, all author names, and the corresponding author. The volume title, volume editors, and series information are also pre-filled.
3. On the last page, the corresponding author must provide a handwritten signature. The printed name, date, address, and email address may be typed.
4. Scan the signed page, or the entire completed form, and upload it as a PDF from the same screen.
5. You can download a copy of the submitted form at any time from the same screen.

Before you sign

• Carefully check the paper title, all author names, and corresponding author. If anything is incorrect, please correct the submission information before signing.
• The corresponding author signs on behalf of all authors.
• Each paper may have only one corresponding author, and the corresponding author cannot be changed after acceptance.
• The signature should be written in English and by hand.

2. Camera-Ready Paper

Revise your paper according to the reviewers’ comments and make sure that it follows the Springer formatting requirements for the series. Then upload the final files from My Dashboard.

Two files are required:

• the camera-ready PDF, and
• the corresponding source file — either the Word document, or one .zip file containing the .tex file, figures, and .bib file.

Springer requires both files for typesetting. The PDF may be up to 15 MB, and the source file up to 20 MB.

• Maximum length: 12 pages. Papers longer than 12 pages cannot be accepted by the publisher, even if the authors are willing to pay an additional page charge.
• Up to 10 pages are included. Each additional page beyond 10 pages is charged ¥10,000 per page.

Before submitting the PDF, you will be asked to confirm the following:

• the similarity score is below 20% based on iThenticate or Turnitin, and the paper is not AI-generated;
• the paper has only one corresponding author;
• all tables and equations are editable text, not images; and
• the paper follows the Springer template.

• After upload, the system automatically counts the number of pages in the PDF and displays any additional page charge for your confirmation. The submission is not completed until you confirm the charge, if applicable.
• The manuscript originally submitted for review is preserved unchanged. The camera-ready version is stored separately and does not overwrite the reviewed manuscript.
• You may upload a corrected camera-ready version until the camera-ready deadline (October 20, 2026). The most recently submitted version will be sent to the publisher.
• If you replace the camera-ready PDF with a longer version after paying, only the added pages are charged, and they must be paid separately on the registration page by October 20, 2026. Page charges are not refunded if you shorten the paper.

3. Registration and Payment

At least one author of each accepted paper, preferably the presenter, must complete registration and payment by October 20, 2026.

• Early Bird registration: until October 7, 2026
• Regular registration: from October 8, 2026

Please sign in using the same email address that was used for the paper submission. This ensures that your accepted paper appears on your dashboard and can be correctly linked to your registration.

Registration fees and the items included in each category are listed on the Registration page.

Author Names and Affiliations

The conference program and the proceedings will be prepared using the information registered in the submission system.

Please make sure that all author names and affiliations are entered correctly and in English before the camera-ready submission deadline.

Any corrections should be made in the submission system before the final paper is submitted.