# Formatting Instructions
for Authors Using LaTeX

Author Name
Affiliation
Address Line 1
Address Line 2

###### Abstract

> FLAIRS asks that all papers in the publication have a uniform appearance,
> authors must adhere to the following instructions.

This document details the requirements necessary to get your accepted paper
published using LaTeX. If you are using Microsoft Word, instructions are
provided in a different document. If you want to use some other formatting
software, you must obtain permission from FLAIRS first.

The instructions herein are provided as a general guide for experienced LaTeX
users who would like to use that software to format their paper for a FLAIRS
publication or report. If you are not an experienced LaTeX user, do not use it
to format your paper. FLAIRS cannot provide you with support and the
accompanying style files are not guaranteed to work. If the results you obtain
are not in accordance with the specifications you received, you must correct
your source file to achieve the correct result.

These instructions are generic. Consequently, they do not include specific
dates, page charges, and so forth. Please consult your specific written
conference instructions for details regarding your submission. Please review
the entire document for specific instructions that might apply to your
particular situation. All authors must comply with the following:

  * •

Read and format your paper source and PDF according to the formatting
instructions for authors.

  * •

Submit your electronic files and abstract using our electronic submission form
on time.

  * •

Check every page of your paper before submitting it.

## Copyright

Copyright Year by the authors. All rights reserved.

## Formatting Requirements in Brief

We need source and PDF files that can be used in a variety of ways and can be
output on a variety of devices. FLAIRS imposes some requirements on your
source and PDF files that must be followed. Most of these requirements are
based on our efforts to standardize conference manuscript properties and
layout. These requirements are as follows, and all papers submitted to FLAIRS
for publication must comply:

  * •

Your .tex file must compile in PDFLaTeX —  no .ps or .eps figure files.

  * •

All fonts must be embedded in the PDF file —  this includes your figures.

  * •

Modifications to the style sheet (or your document) in an effort to avoid
extra page are NOT allowed.

  * •

No type 3 fonts may be used (even in illustrations).

  * •

Your title must follow US capitalization rules.

  * •

LaTeX documents must use the Times or Nimbus font package (do not use Computer
Modern for the text of your paper).

  * •

Fonts that require non-English language support (CID and Identity-H) must be
converted to outlines or removed from the document (even if they are in a
graphics file embedded in the document).

  * •

Two-column format is required for all papers.

  * •

The paper size for final submission must be US letter. No exceptions.

  * •

The source file must exactly match the PDF.

  * •

The document margins must be as specified in the formatting instructions.

  * •

The number of pages and the file size must be as specified for your event.

  * •

No document may be password protected.

  * •

Neither the PDFs nor the source may contain any embedded links or bookmarks.

  * •

Your source and PDF must not have any page numbers, footers, or headers.

  * •

Your PDF must be compatible with Acrobat 5 or higher.

  * •

Your LaTeX source file (excluding references) must consist of a single file
(use of the “input” command is not allowed.

  * •

Your graphics must be sized appropriately outside of LaTeX (do not use the
“clip” command) .

If you do not follow the above requirements, it is likely that we will be
unable to publish your paper.

## What Files to Submit

You must submit the following items to ensure that your paper is published:

  * •

A fully-compliant PDF file.

  * •

Your LaTeX source file submitted as a single .tex file (do not use the “input”
command to include sections of your paper — every section must be in the
single source file). The only exception is the bibliography, which you may
include separately. Your source must compile on our system, which includes the
standard LaTeX support files.

  * •

All your graphics files.

  * •

The LaTeX-generated files (e.g. .aux and .bib file, etc.) for your compiled
source.

  * •

All the nonstandard style files (ones not commonly found in standard LaTeX
installations) used in your document (including, for example, old algorithm
style files). If in doubt, include it.

Your LaTeX source will be reviewed and recompiled on our system (if it does
not compile, you may incur late fees). Do not submit your source in multiple
text files. Your single LaTeX source file must include all your text, your
bibliography (formatted using flairs.bst), and any custom macros. Accompanying
this source file, you must also supply any nonstandard (or older) referenced
style files and all your referenced graphics files.

Your files should work without any supporting files (other than the program
itself) on any computer with a standard LaTeX distribution. Place your PDF and
source files in a single tar, zipped, gzipped, stuffed, or compressed archive.
Name your source file with your last (family) name.

Do not send files that are not actually used in the paper. We don’t want you
to send us any files not needed for compiling your paper, including, for
example, this instructions file, unused graphics files, and so forth.

## Using LaTeX to Format Your Paper

The latest version of the FLAIRS style file is available on FLAIRS’s website.
Download this file and place it in a file named “flairs.sty” in the TeX search
path. Placing it in the same directory as the paper should also work. You must
download the latest version.

### Document Preamble

In the LaTeX source for your paper, you must place the following lines as
shown in the example in this subsection. This command set-up is for three
authors. Add or subtract author and address lines as necessary, and uncomment
the portions that apply to you. In most instances, this is all you need to do
to format your paper in the Times font. The helvet package will cause
Helvetica to be used for sans serif, and the courier package will cause
Courier to be used for the typewriter font. These files are part of the
PSNFSS2e package, which is freely available from many Internet sites (and is
often part of a standard installation).

Leave the setcounter for section number depth commented out and set at 0
unless you want to add section numbers to your paper. If you do add section
numbers, you must uncomment this line and change the number to 1 (for section
numbers), or 2 (for section and subsection numbers). The style file will not
work properly with numbering of subsubsections, so do not use a number higher
than 2.

> \documentclass[letterpaper]article
> % Required Packages
> \usepackage{flairs}
> \usepackage{times}
> \usepackage{helvet}
> \usepackage{courier}
> \setlength{\pdfpagewidth}{8.5in} \setlength{\pdfpageheight}{11in}
> %%%%%%%%%%
> % PDFINFO for PDFLaTeX
> % Uncomment and complete the following for metadata (your paper must compile
> with PDFLaTeX)
> \pdfinfo{
> /Title (Input Your Paper Title Here)
> /Author (John Doe, Jane Doe)
> /Keywords (Input your paper’s keywords in this optional area)
> }
> %%%%%%%%%%
> % Section Numbers
> % Uncomment if you want to use section numbers
> % and change the 0 to a 1 or 2
> % \setcounter{secnumdepth}{0}
> %%%%%%%%%%
> % Title, Author, and Address Information
> \title{Title}
> \author{Author 1 \and Author 2\\\
> Address line\\\
> Address line\\\
> \And
> Author 3\\\
> Address line\\\
> Address line}
> %%%%%%%%%%
> % Body of Paper Begins
> \begin{document}
> \maketitle
> …
> %%%%%%%%%%
> % References and End of Paper
> \bibliography{Bibliography-File}
> \bibliographystyle{flairs}
> \end{document}

### Inserting Document Metadata with LaTeX

PDF files contain document summary information that enables us to create an
Acrobat index (pdx) file, and also allows search engines to locate and present
your paper more accurately. Document Metadata for Author and Title are
REQUIRED.

If your paper includes illustrations that are not compatible with PDFTeX (such
as .eps or .ps documents), you will need to convert them. The epstopdf package
will usually work for eps files. You will need to convert your ps files to PDF
however.

Important: Do not include any LaTeX code or nonascii characters (including
accented characters) in the metadata. The data in the metadata must be
completely plain ascii. It may not include slashes, accents, linebreaks,
unicode, or any LaTeX commands. Type the title exactly as it appears on the
paper (minus all formatting). Input the author names in the order in which
they appear on the paper (minus all accents), separating each author by a
comma. You may also include keywords in the Keywords field.

### Preparing Your Paper

After the preamble above, you should prepare your paper as follows:

> \begin{document}
> \maketitle
> …
> \bibliography{Bibliography-File}
> \bibliographystyle{flairs}
> \end{document}
>

### Incompatible Packages

The following packages are incompatible with flairs.sty and/or flairs.bst and
must not be used (this list is not exhaustive — there are others as well):

  * •

hyperref

  * •

natbib

  * •

geometry

  * •

titlesec

  * •

layout

  * •

caption

  * •

titlesec

  * •

T1 fontenc package (install the CM super fonts package instead)

### Illegal Commands

The following commands may not be used in your paper:

  * •

\input

  * •

\vspace (when used before or after a section or subsection)

  * •

\addtolength

  * •

\columnsep

  * •

\top margin (or text height or addsidemargin or even side margin)

### Paper Size, Margins, and Column Width

Papers must be formatted to print in two-column format on 8.5 x 11 inch US
letter-sized paper. The margins must be exactly as follows:

  * •

Top margin: .75 inches

  * •

Left margin: .75 inches

  * •

Right margin: .75 inches

  * •

Bottom margin: 1.25 inches

The default paper size in most installations of LaTeX is A4. However, because
we require that your electronic paper be formatted in US letter size, you will
need to alter the default for this paper to US letter size. Assuming you are
using the 2e version of LaTeX, you can do this by including the [letterpaper]
option at the beginning of your file: \documentclass[letterpaper]article.

This command is usually sufficient to change the format. Sometimes, however,
it may not work. Use PDFLaTeX and include \setlength{\pdfpagewidth}{8.5in}
\setlength{\pdfpageheight}{11in} in your preamble.

Do not use the Geometry package to alter the page size. Use of this style file
alters flairs.sty and will result in your paper being rejected.

#### Column Width and Margins.

To ensure maximum readability, your paper must include two columns. Each
column should be 3.3 inches wide (slightly more than 3.25 inches), with a .375
inch (.952 cm) gutter of white space between the two columns. The flairs.sty
file will automatically create these columns for you.

### Overlength Papers

If your paper is too long, turn on \frenchspacing, which will reduce the space
after periods. Next, shrink the size of your graphics. Use \centering instead
of \begin{center} in your figure environment. If these two methods don’t work,
you may minimally use the following. For floats (tables and figures), you may
minimally reduce \floatsep, \textfloatsep, \abovecaptionskip, and
\belowcaptionskip. For mathematical environments, you may minimally reduce
\abovedisplayskip, \belowdisplayskip, and \arraycolsep. You may also alter the
size of your bibliography by inserting \fontsize{9.5pt}{10.5pt} \selectfont
right before the bibliography.

Commands that alter page layout are forbidden. These include \columnsep,
\topmargin, \topskip, \textheight, \textwidth, \oddsidemargin, and
\evensizemargin (this list is not exhaustive). If you alter page layout, you
will be required to pay the page fee plus a reformatting fee. Other commands
that are questionable and may cause your paper to be rejected include
\parindent, and \parskip. Commands that alter the space between sections are
also questionable. The title sec package is not allowed. Regardless of the
above, if your paper is obviously “squeezed” it is not going to to be
accepted. Before using every trick you know to make your paper a certain
length, try reducing the size of your graphics or cutting text instead.

### Figures

Your paper must compile in PDFLaTeX. Consequently, all your figures must be
.jpg, .png, or .pdf. You may not use the .gif (the resolution is too low),
.ps, or .eps file format for your figures.

When you include your figures, you must crop them outside of LaTeX. The
command \includegraphics*[clip=true, viewport 0 0 10 10]… might result in a
PDF that looks great, but the image is not really cropped. The full image can
reappear when page numbers are applied or color space is standardized.

### Type Font and Size

Your paper must be formatted in Times Roman or Nimbus. We will not accept
papers formatted using Computer Modern or Palatino or some other font as the
text or heading typeface. Sans serif, when used, should be Courier. Use Symbol
or Lucida or Computer Modern for mathematics only.

Do not use type 3 fonts for any portion of your paper, including graphics.
Type 3 bitmapped fonts are designed for fixed resolution printers. Most print
at 300 dpi even if the printer resolution is 1200 dpi or higher. They also
often cause high resolution imagesetter devices and our PDF indexing software
to crash. Consequently, FLAIRS will not accept electronic files containing
obsolete type 3 fonts. Files containing those fonts (even in graphics) will be
rejected.

Fortunately, there are effective workarounds that will prevent your file from
embedding type 3 bitmapped fonts. The easiest workaround is to use the
required times, helvet, and courier packages with LaTeX2e. (Note that papers
formatted in this way will still use Computer Modern for the mathematics. To
make the math look good, you’ll either have to use Symbol or Lucida, or you
will need to install type 1 Computer Modern fonts — for more on these fonts,
see the section “Obtaining Type 1 Computer Modern.”)

If you are unsure if your paper contains type 3 fonts, view the PDF in Acrobat
Reader. The Properties/Fonts window will display the font name, font type, and
encoding properties of all the fonts in the document. If you are unsure if
your graphics contain type 3 fonts (and they are PostScript or encapsulated
PostScript documents), create PDF versions of them, and consult the properties
window in Acrobat Reader.

The default size for your type should be ten-point with twelve-point leading
(line spacing). Start all pages (except the first) directly under the top
margin. (See the next section for instructions on formatting the title page.)
Indent ten points when beginning a new paragraph, unless the paragraph begins
directly below a heading or subheading.

#### Obtaining Type 1 Computer Modern for LaTeX.

If you use Computer Modern for the mathematics in your paper (you cannot use
it for the text) you may need to download type 1 Computer fonts. They are
available without charge from the American Mathematical Society:
http://www.ams.org/tex/type1-fonts.html.

### Title and Authors

Your title must appear in mixed case (nouns, pronouns, and verbs are
capitalized) near the top of the first page, centered over both columns in
sixteen-point bold type (twenty-four point leading). This style is called
“mixed case.” Author’s names should appear below the title of the paper,
centered in twelve-point type (with fifteen point leading), along with
affiliation(s) and complete address(es) (including electronic mail address if
available) in nine-point roman type (the twelve point leading). (If the title
is long, or you have many authors, you may reduce the specified point sizes by
up to two points.) You should begin the two-column format when you come to the
abstract.

#### Formatting Author Information

Author information can be set in a number of different styles, depending on
the number of authors and the number of affiliations you need to display. For
several authors from the same institution, use \and:

> \author{Author 1 \and … \and Author n\\\
> Address line \\\ … \\\ Address line}

If the names do not fit well on one line use:

> \author{Author 1}\\\
> {\bf Author 2}\\\ … \\\ {\bf Author n}\\\
> Address line \\\ … \\\ Address line}

For authors from different institutions, use \And:

> \author{Author 1\\\ Address line \\\ … \\\ Address line \And … \And Author
> n\\\
> Address line\\\ … \\\ Address line}

To start a separate “row” of authors, use \AND:

> \author{Author 1\\\ Address line \\\ … \\\ Address line\\\
> \AND
> Author 2 \\\ Address line \\\ … \\\ Address line\\\
> \And
> Author 3 \\\ Address line \\\ … \\\ Address line\\\
> }

If the title and author information does not fit in the area allocated, place
\setlength\titlebox{height} after the \documentclass line where {height} is
something like 2.5in.

###  LaTeX Copyright Notice

The copyright notice automatically appears if you use FLAIRS.sty. If you are
creating a technical report, it is not necessary to include this notice. You
may disable the copyright line using the `\`nocopyrightcommand. To change the
entire text of the copyright slug, use: \copyrighttext {_text_}. Either of
these must appear before \maketitle. Please be advised, however, that if you
disable or change the copyright line and transfer of copyright is required,
your paper will not be published.

### Credits

Any credits to a sponsoring agency should appear in the acknowledgments
section, unless the agency requires different placement. If it is necessary to
include this information on the front page, use \thanks in either the \author
or \title commands. For example:

> \title{Very Important Results in AI\thanks{This work is supported by
> everybody.}}

Multiple \thanks commands can be given. Each will result in a separate
footnote indication in the author or title with the corresponding text at the
botton of the first column of the document. Note that the \thanks command is
fragile. You will need to use \protect.

Please do not include \pubnote commands in your document.

### Abstract

The abstract must be placed at the beginning of the first column, indented ten
points from the left and right margins. The title ÒAbstractÓ should appear in
ten-point bold type, centered above the body of the abstract. The abstract
should be set in nine-point type with ten-point leading. This concise, one-
paragraph summary should describe the general thesis and conclusion of your
paper. A reader should be able to learn the purpose of the paper and the
reason for its importance from the abstract. The abstract should be no more
than two hundred fifty words in length. (Authors who are submitting short one-
or two-page extended extracts should provide a short abstract of only a
sentence or so.) Do not include references in your abstract!

### Page Numbers

Do not ever print any page numbers on your paper.

### Text

The main body of the paper must be formatted in ten-point with twelve-point
leading (line spacing).

### Citations

Citations within the text should include the author’s last name and year, for
example (Newell 1980). Append lower-case letters to the year in cases of
ambiguity. Multiple authors should be treated as follows: (Feigenbaum and
Engelmore 1988) or (Ford, Hayes, and Glymour 1992). In the case of four or
more authors, list only the first author, followed by et al. (Ford et al.
1997).

### Extracts

Long quotations and extracts should be indented ten points from the left and
right margins.

> This is an example of an extract or quotation. Note the indent on both
> sides. Quotation marks are not necessary if you offset the text in a block
> like this, and properly identify and cite the quotation in the text.

### Footnotes

Avoid footnotes as much as possible; they interrupt the reading of the text.
When essential, they should be consecutively numbered throughout with
superscript Arabic numbers. Footnotes should appear at the bottom of the page,
separated from the text by a blank line space and a thin, half-point rule.

### Headings and Sections

When necessary, headings should be used to separate major sections of your
paper. Remember, you are writing a short paper, not a lengthy book! An
overabundance of headings will tend to make your paper look more like an
outline than a paper.

First-level heads should be twelve-point Times Roman bold type, mixed case
(initial capitals followed by lower case on all words except articles,
conjunctions, and prepositions, which should appear entirely in lower case),
with fifteen-point leading, centered, with one blank line preceding them and
three additional points of leading following them. Second-level headings
should be eleven-point Times Roman bold type, mixed case, with thirteen-point
leading, flush left, with one blank line preceding them and three additional
points of leading following them. Do not skip a line between paragraphs.
Third-level headings should be run in with the text, ten-point Times Roman
bold type, mixed case, with twelve-point leading, flush left, with six points
of additional space preceding them and no additional points of leading
following them.

#### Section Numbers

The use of section numbers is optional. To use section numbers in LaTeX,
uncomment the setcounter line in your document preamble and change the 0 to a
1 or 2. Section numbers should not be used in short poster papers.

#### Section Headings.

Sections should be arranged and headed as follows:

#### Acknowledgments.

The acknowledgments section, if included, appears after the main body of text
and is headed “Acknowledgments.” This section includes acknowledgments of help
from associates and colleagues, credits to sponsoring agencies, financial
support, and permission to publish. Please acknowledge other contributors,
grant support, and so forth, in this section. Do not put acknowledgments in a
footnote on the first page. If your grant agency requires acknowledgment of
the grant on page 1, limit the footnote to the required statement, and put the
remaining acknowledgments at the back. Please try to limit acknowledgments to
no more than three sentences.

#### Appendices.

Any appendices follow the acknowledgments, if included, or after the main body
of text if no acknowledgments appear.

#### References

The references section should be labeled “References” and should appear at the
very end of the paper (don’t end the paper with references, and then put a
figure by itself on the last page). A sample list of references is given later
on in these instructions. Please use a consistent format for references.
Poorly prepared or sloppy references reflect badly on the quality of your
paper and your research. Please prepare complete and accurate citations.

### Illustrations and Figures

Figures, drawings, tables, and photographs should be placed throughout the
paper near the place where they are first discussed. Do not group them
together at the end of the paper. If placed at the top or bottom of the paper,
illustrations may run across both columns. Figures must not invade the top,
bottom, or side margin areas. Figures must be inserted using the
\usepackage{graphicx}. Number figures sequentially, for example, figure 1, and
so on.

The illustration number and caption should appear under the illustration.
Labels, and other text in illustrations must be at least nine-point type.

#### Low-Resolution Bitmaps.

You may not use low-resolution (such as 72 dpi) screen-dumps and GIF
files—these files contain so few pixels that they are always blurry, and
illegible when printed. If they are color, they will become an indecipherable
mess when converted to black and white. This is always the case with gif
files, which should never be used. The resolution of screen dumps can be
increased by reducing the print size of the original file while retaining the
same number of pixels. You can also enlarge files by manipulating them in
software such as PhotoShop. Your figures should be a minimum of 266 dpi when
incorporated into your document.

####  LaTeX Overflow.

LaTeX users please beware: LaTeX will sometimes put portions of the figure or
table or an equation in the margin. If this happens, you need to scale the
figure or table down, or reformat the equation. Check your log file! You must
fix any overflow into the margin (that means no overfull boxes in LaTeX). If
you don’t, the overflow text will simply be eliminated. Nothing is permitted
to intrude into the margins.

#### Using Color.

Your paper will be printed in black and white and grayscale. Consequently,
because conversion to grayscale can cause undesirable effects (red changes to
black, yellow can disappear, and so forth), we strongly suggest you avoid
placing color figures in your document. Of course, any reference to color will
be indecipherable to your reader.

#### Drawings.

We suggest you use computer drawing software (such as Adobe Illustrator or,
(if unavoidable), the drawing tools in Microsoft Word) to create your
illustrations. Do not use Microsoft Publisher. These illustrations will look
best if all line widths are uniform (half- to two-point in size), and you do
not create labels over shaded areas. Shading should be 133 lines per inch if
possible. Use Times Roman or Helvetica for all figure call-outs. Do not use
hairline width lines — be sure that the stroke width of all lines is at least
.5 pt. Zero point lines will print on a laser printer, but will completely
disappear on the high-resolution devices used by our printers.

#### Photographs and Images.

Photographs and other images should be in grayscale (color photographs will
not reproduce well; for example, red tones will reproduce as black, yellow may
turn to white, and so forth) and set to a minimum of 266 dpi. Do not prescreen
images.

#### Resizing Graphics.

Resize your graphics before you include them with LaTeX. You may not use trim
or clip options as part of your \includgraphics command. Resize the media box
of your PDF using a graphics program instead.

#### Fonts in Your Illustrations

You must embed all fonts in your graphics before including them in your LaTeX
document.

### References

The flairs.sty file includes a set of definitions for use in formatting
references with BibTeX. These definitions make the bibliography style fairly
close to the one specified below. To use these definitions, you also need the
BibTeX style file “flairs.bst,” available in the author kit on the FLAIRS web
site. Then, at the end of your paper but before \enddocument, you need to put
the following lines:

> \bibliographystyle{flairs} \bibliography{bibfile1,bibfile2,…}

The list of files in the \bibliography command should be the names of your
BibTeX source files (that is, the .bib files referenced in your paper).

The following commands are available for your use in citing references:

> \cite: Cites the given reference(s) with a full citation. This appears as
> “(Author Year)” for one reference, or “(Author Year; Author Year)” for
> multiple references.
> \shortcite: Cites the given reference(s) with just the year. This appears as
> “(Year)” for one reference, or “(Year; Year)” for multiple references.
> \citeauthor: Cites the given reference(s) with just the author name(s) and
> no parentheses.
> \citeyear: Cites the given reference(s) with just the date(s) and no
> parentheses.

Warning: The flairs.sty file is incompatible with the hyperref and natbib
packages. If you use either, your references will be garbled.

Formatted bibliographies should look like the following examples.

Book with Multiple Authors
Engelmore, R., and Morgan, A. eds. 1986. Blackboard Systems. Reading, Mass.:
Addison-Wesley.

Journal Article
Robinson, A. L. 1980a. New Ways to Make Microcircuits Smaller. Science 208:
1019–1026.

Magazine Article
Hasling, D. W.; Clancey, W. J.; and Rennels, G. R. 1983. Strategic
Explanations in Consultation. The International Journal of Man-Machine Studies
20(1): 3–19.

Proceedings Paper Published by a Society
Clancey, W. J. 1983b. Communication, Simulation, and Intelligent Agents:
Implications of Personal Intelligent Machines for Medical Education. In
Proceedings of the Eighth International Joint Conference on Artificial
Intelligence, 556–560. Menlo Park, Calif.: International Joint Conferences on
Artificial Intelligence, Inc.

Proceedings Paper Published by a Press or Publisher
Clancey, W. J. 1984. Classification Problem Solving. In Proceedings of the
Fourth National Conference on Artificial Intelligence, 49–54. Menlo Park,
Calif.: AAAI Press.

University Technical Report
Rice, J. 1986. Poligon: A System for Parallel Problem Solving, Technical
Report, KSL-86-19, Dept. of Computer Science, Stanford Univ.

Dissertation or Thesis
Clancey, W. J. 1979b. Transfer of Rule-Based Expertise through a Tutorial
Dialogue. Ph.D. diss., Dept. of Computer Science, Stanford Univ., Stanford,
Calif.

Forthcoming Publication
Clancey, W. J. 1986a. The Engineering of Qualitative Models. Forthcoming.

## Producing Reliable PDF
Documents with LaTeX

Generally speaking, PDF files are platform independent and accessible to
everyone. When creating a paper for a proceedings or publication in which many
PDF documents must be merged and then printed on high-resolution PostScript
RIPs, several requirements must be met that are not normally of concern. Thus
to ensure that your paper will look like it does when printed on your own
machine, you must take several precautions:

  * •

Use type 1 fonts (not type 3 fonts)

  * •

Use only standard Times, Nimbus, and CMR font packages (not fonts like F3 or
fonts with tildes in the names or fonts—other than Computer Modern—that are
created for specific point sizes, like Times~19) or fonts with strange
combinations of numbers and letters

  * •

Embed all fonts when producing the PDF

  * •

Do not use the [T1]fontenc package (install the CM super fonts package
instead)

### Creating Output Using PDFLaTeX Is Required

By using the PDFTeX program instead of straight LaTeX or TeX, you will
probably avoid the type 3 font problem altogether (unless you use a package
that calls for metafont). PDFLaTeX enables you to create a PDF document
directly from LaTeX source. The one requirement of this software is that all
your graphics and images must be available in a format that PDFLaTeX
understands (normally PDF).

PDFLaTeX’s default is to create documents with type 1 fonts. If you find that
it is not doing so in your case, it is likely that one or more fonts are
missing from your system or are not in a path that is known to PDFLaTeX.

#### dvipdf Script

Scripts such as dvipdf which ostensibly bypass the Postscript intermediary
should not be used since they generally do not instruct dvips to use the
config.pdf file.

#### dvipdfm

Do not use this dvi-PDF conversion package if your document contains graphics
(and we recommend you avoid it even if your document does not contain
graphics).

### Ghostscript

LaTeX users should not use GhostScript to create their PDFs.

### Graphics

If you are still finding type 3 fonts in your PDF file, look at your graphics!
LaTeX users should check all their imported graphics files as well for font
problems.

## Proofreading Your PDF

Please check all the pages of your PDF file. Is the page size A4? Are there
any type 3, Identity-H, or CID fonts? Are all the fonts embedded? Are there
any areas where equations or figures run into the margins? Did you include all
your figures? Did you follow mixed case capitalization rules for your title?
Did you include a copyright notice? Do any of the pages scroll slowly (because
the graphics draw slowly on the page)? Are URLs underlined and in color? You
will need to fix these common errors before submitting your file.

## Improperly Formatted Files

In the past, FLAIRS has corrected improperly formatted files submitted by the
authors. Unfortunately, this has become an increasingly burdensome.
Consequently, if your file is improperly formatted, it may not be possible to
include your paper in the publication. If time allows, however, you will be
notified via e-mail (with a copy to the program chair) of the problems with
your file and given the option of correcting the file yourself If you opt to
correct the file yourself, please note that we cannot provide you with any
additional advice beyond that given in your packet. Files that are not
corrected after a second attempt will be withdrawn.

###  LaTeX 209 Warning

If you use LaTeX 209 we will not be able to publish your paper. Convert your
paper to LaTeX2e.

## Naming Your Electronic File

We request that you name your LaTeX source file with your last name (family
name) so that it can easily be differentiated from other submissions. If you
name your files with the name of the event or “flairs” or “paper” or “camera-
ready” or some other generic or indecipherable name, you bear all risks of
loss — it is extremely likely that your file may be overwritten.

## Submitting Your Electronic Files to FLAIRS

Submitting your files to FLAIRS is a two-step process. It is explained fully
in the author registration and submission instructions. Please consult this
document for details on how to submit your paper.

## Inquiries

If you have any questions about the preparation or submission of your paper as
instructed in this document, please contact FLAIRS. If you have technical
questions about implementation of the flairs style file, please contact an
expert at your site. We do not provide technical support for LaTeX or any
other software package. To avoid problems, please keep your paper simple, and
do not incorporate complicated macros and style files.

## Additional Resources

LaTeX is a difficult program to master. If you’ve used that software, and this
document didn’t help or some items were not explained clearly, we recommend
you read Michael Shell’s excellent document (testflow doc.txt V1.0a
2002/08/13) about obtaining correct PS/PDF output on LaTeX systems. (It was
written for another purpose, but it has general application as well). It is
available at www.ctan.org in the tex-archive.

##  Acknowledgments

FLAIRS is especially grateful to Peter Patel Schneider, Barbara Beeton, George
Ferguson, Hans Guesgen, as well as the many others who have, either created
the original file from AAAI that this is based on, or from time to time, sent
in suggestions on improvements to the FLAIRS style.

Thank you for reading these instructions carefully. We look forward to
receiving your electronic files!