Paper Guidelines

Papers are due September 15. Please also ensure that the biographical information and photos for all authors are up-to-date in each author’s MW account.

Papers must be submitted through this website once the paper submission system goes live.

Page Contents

1. Paper Format Guidelines

2. Paper Title, Author’s name(s) and Abstract

3. Paper Text

4. Citations

   Citation Examples

5. Tables

    Table Formatting

6. Illustrations and Figures

7. Illustration Files for Web Publication

8. Illustration Files for Print Publication

9.  Acknowledgements

10. References



     Chapter in a Book

     Journal Article


     Electronic Materials with No Printed Analogue

     Web Site

     How to Cite Museums and the Web Papers

         Printed Volume

         Proceedings CD-ROM


11. General Style

12. Author’s Changes

13. Submission Deadline Sep 15.

14. Submitting Your Paper

15. Originality

16. Publication Online

17. Selected Papers Published in Print

18. Thank you

19. Questions?

1.   Paper Format Guidelines

Use only the Styles in the WordPress Template

Do NOT include Headers, Footers or other HTML formatting that are not available through the WYSIWYG editor .

Do NOT use footnotes. Citations are made in the text using the Author, Date method.

Do NOT use special fonts or typeface attributes. Use only the styles in the WordPress template.

Do NOT use columns in your text.

2.   Paper Title, Author’s name(s) and Abstract

You MUST Enter these fields:

Paper Title

Author: Author, Institution, Country as Author


Abstract: Abstracts must be no longer than one paragraph.

Keywords: five or six, comma separated, follow the abstract.

Please do not change the fonts used; we will just have to change them back.

3.   Paper Text

Follow this paper header with the body of your paper text. You may use the following styles in your text.

Heading 1: Use only for the Paper Title. Each Word Capitalized: NOT ALL CAPITALS

Normal text is used for most of the text of your paper.

Normal text has no extra line breaks between paragraphs or extra returns or enters at the end of each line.

Body Text is the same as Normal Text.

Normal text does not have indented paragraphs.

You may also use:

Block Quote: for any quotations that exceed two sentences, or for any use of poetry.

Block Quote Author follows to name the author.

  • list with bullets
  • can have multiple pointsSubsequent paragraphs still in the list are indented in the List Paragraph style.
  1. list with numbers
  2. has multiple points numbered sequentially.Subsequent paragraphs are indented in the List Paragraph style.

Code: quotations from computer code are indented and set off in a “typewriter” face. This distinguishes them from regular text. Code is not checked for spelling or grammar.

4.   Citations

All citations must be included in your text using the Author, date method. (Trant, 2006)

Remember, NO footnotes. Papers using footnotes may not be accepted, as these all have to be removed during production; there just isn’t time to deal with them.

Citation Examples

For example:

McKenzie (1997) found that…

Recent research (Jones, 1998) has shown that…

In other work (Miller & Link, 1994; Bearman, 1995) …

… at the National Gallery of Art site (

A full list of References must be supplied at the end of your paper. See Section 10. References

5.   Tables

Tables that contain only text or numbers should be include in your paper text, in the word processing file. Format each table using the Table functions.

Follow each table with a caption. Number all tables consecutively: Table 1, Table 2.

Table Formatting

The following styles can be used to layout tables.

Table Header                        

Table Header

Table Text

Table Text

More table text

More table text

Table 1: This is the first table in my paper

6.   Illustrations and Figures

Number all your figures or illustrations consecutively as Figure 1, Figure 2 etc.


Figure 1: image of Rich Cherry by mobile phone artist Paige Dansinger



7.   Files for Web Publication

All papers must be submitted with embedded images.

  • Name web-ready illustration files with last name of the first author, figure number and file-type extension. For example, trant.fig1.jpg.
  • Illustrations should be in .GIF, .JPG, or .PNG format.
  • Images for on-line publication must not be more than 2mb.

8.   Illustration Files for Print Publication

  • If you wish to have your paper considered for print publication, you MUST ALSO submit higher quality illustrations suitable for print reproduction.
  • Submit all illustration in a single zip file. Name illustration files with last name of the first author, figure number, the suffix –print, and file-type extension: e.g. cherry.fig1-print.jpg.
  • Submit raster images (screen captures) as TIFF, JPG, or PNG with limited compression.
  • Take screen captures at the largest size (highest resolution) possible. Screen captures must be a minimum of 1024 x 768 pixels. Larger is better.
  • Line drawings / diagrams / charts must be in PDF [preferred], native format, or other vector graphic file format.
  • Name with the title of the paper and the author in the file name (Getting on not under the Mobile 2.0 Bus – Proctor.ZIP)
  • upload the Zip file here

9.   Acknowledgements

End your text with Acknowledgements and References (in that order), formatted according to the following guidelines.

The Acknowledgements Text style uses a smaller type size. Thank all of the people who helped you with the paper.

Acknowledgements text is the same size as References but does not indent on the second line.

List properly formatted bibliographic references to all of the sources cited in your paper. The References Text style will format them with an indented second line, in a smaller type size.

References Text is used to list all References Cited; it is smaller and the second line is indented.


List references at the end of your paper, in a single alphabetical list under the heading References. Do not divide references by type. Wherever possible, include links to on-line sources. Format references as follows (these are not real references).


Jones, C. L. (1998). Museum communication and bibliometrics. London: Oxford University Press.

Chapter in a Book

Miller, L. & H. Link, (1994). “New ways to publicize museums”. In P. Phillips (Ed.) Museology and you. New York: Bantam Books, 222–234.

If text is available on-line, include URL, and date consulted.

Journal Article

Bearman, D. (1995). “Standards for networked cultural heritage”. Archives and Museum Informatics, Cultural Heritage Informatics Quarterly 9, 279–307.

If text is available on-line, include URL, and date consulted.


McKenzie, J. (1997). “Building a virtual community”. In D. Bearman & J. Trant (Eds.) Museums and the Web, Selected papers from Museums and the Web 97. Pittsburgh: Archives & Museum Informatics. 77–86.

If text is available on-line, include URL, and date consulted.

Electronic Materials with No Printed Analogue

Kren, E. (1998) and D. Marx, A virtual fine arts museum on the web. In D. Bearman & J. Trant (Eds.) Museums and the Web 98: Proceedings. CD ROM. Archives & Museum Informatics, 1998.

If a text is available on-line, include URL, and date consulted.

Web Site

To cite a Web site in your text (but not a specific document), it is sufficient to give the address (e.g., parenthetically.

All references to Web sites begin with the same information that would be provided for a printed source (or as much of that information as possible, e.g. author, editor, title, publication date, version number, update date). Because documents on the Web may change in content, move, or be removed from a site altogether, follow the date of publication (and last update) with the date a site was consulted.

Robbins, L.P. (1995) Sources of information on antiquities theft. 1995, 1996, last updated Friday, 04–Dec–1998 17:39:49 EST. Consulted December 16, 1998. [link dead March 3, 2006]. Available

Papers using non-standard citation formats will be returned to the authors for correction and may not be published.

How to Cite Museums and the Web Papers

Please note the difference between the printed papers from Museums and the Web and those available online. Be sure that your citation reflects the version of the paper that you consulted.

Printed Volume

McKenzie, J. (1997). Building a virtual community. In D. Bearman & J. Trant (Eds.) Museums and the Web: Selected papers from Museums and the Web 97. Pittsburgh: Archives & Museum Informatics. 77–86. Also available at

Proceedings CD-ROM

Kren, E. (1998) and D. Marx, A virtual fine arts museum on the web. In D. Bearman & J. Trant (Eds.) Museums and the Web 98 Proceedings. CD ROM. Archives & Museum Informatics, 1998. Also available at


Earle and Bruce (2004). Earle, E. W. and R. Bruce. Pictures and People: Distributed Query Database Collaboration. In D. Bearman and J. Trant (eds.). Museums and the Web 2004: Proceedings. Toronto: Archives & Museum Informatics, 2004. last updated March 25, 2004, consulted July 9, 2004.

11.        General Style

  • Length – Recommended length of a paper is 5,000 words (longer may be considered).  If in doubt, consult the Co-Chairs of Museums and the web by e-mail to info [at]
  • Quotes – Set off quoted passages of more than 40 words by indenting the left-hand margin, as a block quotation.
  • URLs always begin with http://
  • We follow the AP Stylebook for technical terms.
  • Use “Web,” (no quotation marks) not world wide web or World Wide Web or WWW or www
  • Use “Web,” not “web” in terms with separate words: Web page, Web address, Web feed.  But webcast, webcam, webmaster, website.
  • Internet gets a capital
  • Use online; but note e-mail, e-book.
  • Do not use punctuation after headings, like ‘References:’. Remove it.
  • Web addresses: Cut and paste Web addresses rather than retyping them.
  • Quotation marks: Remove foreign language quotes << >>; replace with “ ”.
  • Use North American decimal style for money.

12.        Author’s Changes

Please review your paper carefully before you submit it. All MW papers are published in print and on-line before the conference.

Author’s Changes are not permitted in this compressed time frame.

13.        Submission Deadline Sept 30 (Sept 15 for peer-review)

Your paper must be submitted by September 3 or September 15 if you are requesting that your paper be peer-reviewed.

If you have not submitted a paper according to these Guidelines by September 30, you will forfeit your place on the MW program.

14.        Submitting Your Paper

Submit your paper, biography, and photograph using the links on your Profile page. Only the primary author can submit a paper associated with a given proposal. Your paper abstract is linked from your User Profile page, and also linked into the program pages.

If you need to send subsequent files, use the file upload form .

Do not e-mail your paper (files get lost that way). Papers sent by e-mail will not considered submitted.

When you receive notification of your paper’s acceptance into the conference program, you will receive a link to a form that you will need to complete online:

Museum and the Web License and Permission Form agreeing that:

  • Your paper was prepared originally for the Museums and the Web Conference.
  • That you have the requisite rights and permissions to make this license, and that you have, specifically, obtained any and all required permissions for the reproduction of any included illustrations, tables or extended quotations from their copyright holders.
  • In addition you agree that Museums and the Web has the right of first publication of this paper, in print or electronic form. Museums and the Web may publish this paper on the World Wide Web, and/or CD-ROM, and/ or in paper format as part of the Proceedings and/or Selected Papers of the Museums and the Web Conference. This paper may subsequently be issued in other paper or electronic forms as determined by Museums and the Web. Museums and the Web may grant permission for others to use or re-publish this paper in its original form.
  • However, you retain copyright in this work.
  • You will credit Museums and the Web as the original publisher, and include a full citation to the original publication and link to the text on, in any future publication or distribution.
  • It is the author’s responsibility to obtain written permission for all illustrations included in your paper, any quotations from unpublished material, or any quotations in excess of 250 words in one extract or 500 words in total from any work still in copyright. You must also have permission to publish all tables or poems from unpublished or copyrighted material.

In addition to these forms, each Paper must be accompanied by:

  1. Author’s Biographical Notefor each author, even if we have one from previous conferences. Each author’s biography should be in a narrative (paragraph) form and not exceed 500 words. This is used on the conference website, and (edited) in the Authors section of the Selected Papers. Each author should click Update Profile and complete the Biographical Info section.
  2. Author Photograph for each author. Each author should click Update Profile and complete the Gravatar section to assocaite their image with their profile. Authors’ photographs must be in a web-ready format (.jpg, .png, or .gif), fit within a rectangle 358 pixels wide x 189 pixels high. Exact image dimensions are strongly preferred.

Presentation Guidelines

Speakers are urged to consult the presentation guidelines when preparing for Museums and the Web.

15.        Originality

All papers must be original and available for publication in the online Proceedings on the conference Web site and the hard copy Selected Papers.

16.        Publication Online

Museums and the Web will publish the web version of each paper received by the deadline of September 30 and formatted according to these Guidelines for on-line publication as part of the Museums and the Web Proceedings.

17.        Selected Papers Published in Print

A selection of papers submitted according to the Guidelines and with illustrations suitable for print publications will be chosen for the Museums and the Web: Selected Papers



18.        Thank you

Thank you for for following these Guidelines. Your help ensures that we will have published proceedings available at Museums and the Web.

19.        Questions?

Contact the Conference Co-Chairs, Nancy Proctor and Rich Cherry at