Paper submission guidelines


Guidelines for the submission of papers

submission deadline: 31 March 2016



The guidelines for the submission of your paper are written to help the editors in the task of editing the text. You may remember that we said that the business of the Conservation/Adaptation Workshop only concluded with the publication of the book of papers in 2017. We ask you please to follow the guidelines so as to ensure a smooth process from receiving your manuscript to the final production of the book.

Final papers should be related to workshop topic, the Belgian case study sites and to the workshop experience. In this context, the editors welcome the application of experience elsewhere to the topic. At the same time, where similar cases in other locations form a substantial part of the paper, authors should be careful to ensure that these are explicitly related to the workshop topic and the workshop experience. Papers submitted that do not relate clearly to the workshop topic will not be published.

We consider that papers can be submitted in two categories, “discussion papers” or “scientific papers”. Authors can indicate for which category their paper is intended.

  • Discussion papers are between 1500 and 3000 words and present a general reflection on one or several issues addressed during the workshop in relation to at least one of the Belgian case studies, or in relation to their experience (practice, research, education) in their home country.
  • Scientific papers are between 2500 and 3500 words and require the highest standards of scientific writing; these papers have to present original ideas in relation to one or several of the issues addressed during the workshop, based on the Belgian case studies and/or other examples abroad.


The papers should be written in English or French. Discussion papers and scientific papers should both comply with the submission guidelines.

All papers will be reviewed by the Scientific Council. Following this review the Council may wish to change the category of received papers and will inform authors of the decision. The editors will edit your contribution if necessary, in order to ensure a reasonably consistent style in the book as far as the written text is concerned. You will receive your paper after the text editing, to make sure that the text is accurate. At that stage you will have the opportunity to comment on any changes that have been suggested, or that arise from our editing of the text. When this stage is complete, the design of the book will get under way.

  1. Text format

The presentation of the text of your paper should be according to the following format:

  • Font Arial 11; line spacing of 1.5; minimum left and right margins of 3.5 cm (to leave room for comments/proof marks).
  • All pages should be numbered.
  • Formatting of text (headings, bullet points etc) should be kept as simple as possible. Please do not use bold type for headings and do not use indents. Please use consistently the heading system provided as a default in Microsoft Word or consistently your own system, but do not use the cursor to bold/italicize/increase the font size of headings.
  • Please use single inverted commas (‘) as quotations marks.
  • No font colour should be used in the text other than black.
  • The in-text references to notes should be located as endnotes (to appear at the end of the document/ paper). Please use <insert/reference/footnote/endnotes> from the toolbar.
  • For citations, please use the Harvard System of referencing. For further details see below.


  1. Illustrations
  • Please do not paste/embed tables/figures/graphics/photographs into the text.
  • All illustrations should be in digital form, sent separately as jpgs at 300 dpi resolution for a reasonable (readable) image size.
  • Please indicate where to place each illustration by referring to each in the text (Fig. 1, Table 3 etc). We will comply with your wishes in the final document as far as possible, subject to constraints of page layout and graphic coherence.
  • Captions for the images should be sent in a separate Word document, that is, not within the text and not as part of the jpg image. The captions should be identified according to the number given in the text and with the image jpg.
  • Please ensure that the file names of electronic images are labelled in order and include your name (for example: Fig01_Musso.jpg, Fig02_Musso.jpg etc.).
  • Please note that, where an issue of securing copyright for the use of images arises, the responsibility for doing so rests with each author.


  1. File formats for submitting your paper
  • Your paper should be submitted as a series of documents – text, captions and illustrations.
  • The text should be submitted as a Word document (.doc)
  • The captions should be submitted as a Word document (.doc)
  • The illustrations/ figures should be submitted as jpgs in a folder titled with your name and dated 2013.
  • All the documents composing your paper should be finally submitted as an archive (zip, rar) labelled with your name (for example:


  1. References

The author-date reference system, also called the Harvard system, is the preferred reference system for the Network publications (see below). As with all reference systems, particular attention must be paid to punctuation.


4.1. References within the text

  • Each time a reference is made to a document, its author’s surname and the year of publication are given in parenthesis with no punctuation between the two. When the citation appears at the end of a sentence, it is placed before the full stop (Kealy 2011).
  • References may also be given to specific pages, in which case a colon separates the year and page number (Kealy 2003: 17).
  • When the work is produced by an organization and no author name is given, the organization is cited by the common abbreviated form (UNESCO 2002).


4.2. References section

  • A References section should appear at the end of the paper, after the Notes section, and before Bibliography (where provided). Note that a Bibliography may contain additional works that are not cited in the text.
  • References should be arranged alphabetically, and where several publications by the same author are cited, the author’s publications should be listed chronologically.
  • References related to books should be presented as follows: Author’s surname, followed by a comma (,) followed by the initial letter of the author’s first name, followed by a full-stop (a second initial follows the same rule); date of publication (year); title of book; place of publication.

Baron, D. P., 2008. Business and the organisation. Chester.

While it is optional to cite the publisher when using this reference system, the editors propose not to do so in this publication.

  • Where the citation refers to an article in a journal or a single chapter in a book, the article or chapter title is indicated by inverted commas (“) followed by a comma, the word in, and then the name of the journal or of the author(s) of the book, continuing as above.

Samson, C., 1970. “Problems of information studies in history”, in Stone, S., 1980. Humanities information research. Sheffield. 44-68.

Cox, C., 2002. “What health care assistants know about clean hands”, in Nursing today, Spring Issue. 647-85.

  • Where the book is composed of a series of contributions, the name of the editor(s) is substitute for the author as described above. Double-author and editor titles follow the same pattern.

Keene, E. ed., 1988. Natural language. Cambridge.

  • For publications found on the internet the required elements for a reference are:
    Author or corporate author, Year. Title of document. [type of medium] Place: Producer/Publisher. Available at: include web site address/URL(Uniform Resource Locator) [Accessed date].

Boots Group Plc., 2003. Corporate social responsibility. [online] Boots Group Plc. Available at: <http://www.Boots-Plc.Com/Information/Info.Asp?Level1id=447&Level 2id=0> [Accessed 23 July 2005].


Please give special attention with respect to the following:

  • Check that there are no missing references – that all works cited in the text appear in the list of References and, also that all works mentioned in the list of References appear in the text (delete any that do not).
  • Check that your references are correct. We suggest that, immediately before you submit the paper, you check them all again carefully.