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Museums and the Web

An annual conference exploring the social, cultural, design, technological, economic, and organizational issues of culture, science and heritage on-line.

Paper Guidelines

Papers are due January 31 of the year of the conference with 1) License and Permission Form and 2) AV Requirements Form. Please also ensure that your 3) Author's Biographical Note and 4) Photograph are up-to-date in your account settings on this website.

Papers must follow the style guidelines below and if submitted in Microsoft Word .docx format use the Microsoft Word template. (If you have an earlier version of Word, there is a .dot version as well.) See the template file for further guidelines, including instructions for how to format the top of your paper: title, author[s], keywords, abstract.

Upload your paper using the online form that is linked from the page where you submitted your Abstract; the "Submit Paper Material" link is visible only to logged-in authors.

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 Jan 31.

14. Submitting Your Paper

15. Originality

16. Publication Online

17. Selected Papers Published in Print

18. Thank you

19. Questions?

20.  To Apply These Styles to Your Ms Word Document


1.   Paper Format Guidelines

Use only the Styles in this Template

Do NOT include Headers, Footers or other formatting.

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 this template.

Do NOT use columns in your text.

Name your file with the first author’s last name, and the appropriate extension for your file format (e.g. trant.docx). DO NOT use a name like MWpaper (or your file will get confused with someone else’s).

If you would like to distinguish this year’s paper from one you’ve written previously follow your lastname with -mw and the year of the conference (e.g. trant-mw2012.docx)

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

YOU MUST organize the top of your paper like this:

Paper Title is Heading1

Author, Institution, Country as Author



Abstract text is indented from both sides of the page though it is not in a smaller type at this stage. Abstracts must be no longer than one paragraph.

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

Note how all this formatting is done using ONLY the applied styles.

The Template uses Gill Sans as its default font. Don’t worry if it do not display on your system. 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 points

    Subsequent 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

Illustrations and Figures must be submitted as separate files.

Do NOT embed [include inline] illustrations or figures in your text. Mark the position where they should appear with the appropriate file name, and the full caption.

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


Figure 1: Captions appear in the text, where they should appear, below the reference to each illustration or figure.



7.   Illustration Files for Web Publication

All papers must be submitted with Web-ready illustration files.

  • Illustrations and figures MUST be sent as separate files. DO NOT EMBED IMAGES IN YOUR PAPER TEXT.
  • 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 submitted as Web-ready files, in .GIF, .JPG, or .PNG format.
  • Images for on-line publication must not be more than 500 pixels in width.

If larger images are necessary for legibility, create images of this maximum size and also provide a larger image of a maximum 760 pixels wide that can be displayed as a linked page outside the visual context of the paper. See an example at

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 each illustration as a separate file. Name illustration files with last name of the first author, figure number, the suffix -print, and file-type extension: e.g. trant.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.

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]
  • Paper size – Papers should be laid out for US Letter size (8.5” x 11”), with 1” margins.
  • 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.
  • Watch out for Web cite and Web sight
  • 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 Jan 31.

Your paper must be submitted by January 31.

If you have not submitted a paper according to these Guidelines by January 31, you will forfeit your place on the MW program.

14.        Submitting Your Paper

Submit your paper, biography, and photograph using the on-line paper upload form linked from the bottom of your paper abstract: Submit Paper Material. Only logged in authors can see this link. Your paper abstract is linked from your User Profile page, and also linked into the program pages.

You may also upload scanned copies of your Copyright and AV forms this way.

If you need to send subsequent files, use the Submit Paper Material form again.

Do not e-mail your paper (files get lost that way). Papers sent by e-mail will be returned to the author and not considered submitted.

When you receive notification of your paper's acceptance into the conference program, you will receive links to two documents that you will need to include with your final Paper:

  1. 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.

  2. AV Form (PDF) All Authors must submit the AV Form, describing what AV is required for presentation of your paper at the Conference.
  3. In addition to these forms, each Paper must be accompanied by:

  4. Author's Biographical Note for 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 CD-ROM, and (edited) in the Authors section of the Selected Papers.

    Submit each biography in a separate file, named for the author, with a -bio suffix, e.g. trant-bio.doc

  5. Author Photograph for each author. Each author should submit a photograph with the biographical note, to be used on the website and CD-ROM. Authors' photographs must be in a web-ready format (.jpg, .png, or .gif), fit within a rectangle 358 pixels wide x 189 pixels high, and be on a white or transparent background. Exact image dimensions are strongly preferred. Name your file for the depicted author: e.g. trant.jpg

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, the hard copy Selected Papers, and on the Proceedings CD-ROM.

16.        Publication Online

Archives & Museum Informatics will prepare an HTML version of each paper received by the deadline of January 31 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

20.        To Apply These Styles to Your Ms Word Document

There are a number of ways to copy styles from a Template into a new document. If these instructions don’t work, see Microsoft Help on-line.


Open the file with your paper text in it.

Choose Format –> Style

Choose Organizer

Under the Right Hand pane, under ‘styles available in …’ Click ‘Close file’

Under the Right Hand pane, under ‘styles available in …’ Click ‘Open File’, and browse to where this template is located

Select all the styles in this template

Click on ‘Copy’ to copy these styles to your document

Click on ‘yes to all ’ to replace styles in your document with the same name

Click on ‘close’ to save the styles to your document.



Open the file with your paper text in it.

Choose Tools / Templates and Add-Ins

Under “Global Templates and Add-Ins . . .  Click Add

Browse to the location of this template . . .   Click Open

Check the box beside the name of this template

Click OK



Create a new file based on this Template. The styles should be present in your new file.



Open this file.

Choose File / Save as and save this file as a Word Document (.docx ) renamed with the name of your paper.

Select all the text in this renamed file and delete it.

Type your paper in the empty file, and format it using the available styles.