ASP Monograph
 

A. Publishing with the ASP

1.  Invitation to Publish

2.  Editor and Publisher Requirements

2.1  Editor's Duties

2.2  Publisher's Duties

3.  Expected Deadlines and Time Frames

4.  Refereeing

5.  Costs and Invoicing

5.1  Cost of Publishing

5.2  Page Limitations

5.3  Optional Services

5.4  Shipping Costs

5.5  Invoicing

5.6  Methods of Covering Costs

6.  Copyright

7.  Advertisement of Volume

8.  e-Book Website:  www.aspbooks.org

9.  ADS

10.  Application to Publish

11.  Contact Us

 


1.  Invitation to Publish

Dear Editor:

We would like to encourage you to publish the proceedings of your conference in the Astronomical Society of the Pacific Conference Series (ASPCS). The ASP is a non-profit organization dedicated to disseminating astronomical information. The ASPCS is the largest book publication series in the world dedicated entirely to publishing the proceedings from astronomical conferences. By publishing with us you benefit from the following:

  • Access to the major astronomical departments in the world. Virtually all have subscriptions with us.
  • Publishing on our electronic site shortly after the final manuscript draft has been approved. This is typically months in advance of the printed volume. We encourage you to visit our web site at www.aspbooks.org and examine it.
  • Combining your research with the publications of major conferences all over the world. Your research will be easy for others to locate, especially the younger astronomers who often use our volumes to learn about the latest developments in their field.
  • Competitive pricing. As a non-profit organization, our prices both to conference attendees, individuals, and libraries are substantially lower than other book publishers.
  • A permanent record of your proceedings both in hardcopy and electronic form. We additionally submit all pertinent bibliographic information to ADS, linking your proceedings with other astronomical research.

In addition to the above items, the ASPCS has on-line templates and instructions in place to help editors with the task of compiling a volume and reduce the time from conference to publication. See http://www.aspbooks.org/instr_temp_mac/.

You may obtain an application form from this website at http://www.aspbooks.org/publishing_with_asp/#10 and email it to aspcs@aspbooks.org.

We wish you the very best in organizing your conference and in all that you do.

Sincerely,

J. Ward Moody
ASPCS Managing Editor
j.ward@aspbooks.org

2.  Editor and Publisher Requirements

To determine what is required when publishing with the ASP, please review information about editor and publisher responsibilities outlined in our contract:

2.1  Editor's Duties

2.2  Publisher's Duties

3.  Expected Deadlines and Time Frames

The electronically compiled manuscript should be submitted to the publisher preferably within 4 months and no later than 6 months after the conclusion of the conference. Publishing costs change with time. If no manuscript has been submitted to the publisher within 6 months after the conclusion of the conference, the pricing structure may be revised at the discretion of the publisher.

A brief estimated time frame for publishing a volume is provided below. The length of time from submission to print may vary depending on the quality of the manuscript when submitted. For more detail, see the Overview of the Publishing Process or the pages regarding the individual steps for each phase of publishing: page.

4.  Refereeing

The ASP Conference Series does not referee conference proceedings. If editors desire to have their volume refereed, they make those arrangements.

5.  Costs and Invoicing

As a non-profit organization our mission is to help disseminate the proceedings from astronomically significant conferences at the lowest possible cost. The following information will help you arrive at a cost estimate for publishing with the ASP Conference Series.

5.1  Cost of Publishing.  A basic formula editors may use to determine publishing costs is $55.00 per book + optional services + shipping costs. Estimate how many participants will be purchasing volumes, and from that you can estimate how many pages the volume may be and still remain at a price of $55.00, the discounted rate given to participants. Please see Page Limitations below. If your conference is unable to meet these requirements, it is possible to publish your volume as long as we can negotiate a way to meet our publishing costs. If that is the case, please contact our managing editor directly at j.ward@aspbooks.org.

5.2  Page Limitations.  The price of $55.00 per book is based upon the following formula:

70 to100 books = 450 pages maximum
101 to 150 books = 600 pages maximum
151 to 200 books = 750 pages maximum
over 200 books = 850 pages maximum

Additional pages in excess of the maximum may be purchased at a rate of $12.00 per page. For example, for an order of 70 books with 500 pages, the cost would be calculated as follows: (70 books × $55.00 per book) + (50 additional pages × $12.00 per page) = $3850 base cost + $600 additional pages = $4450. The additional charges can be covered in various ways or passed on to the participants ($4450 ÷ 70 books = $63.57 per book).

Arrangements for a larger maximum number of pages, purchasing fewer than 70 copies, or a different pricing structure in general may be negotiated between the editors and publisher.

5.3  Optional Services.  In addition to the base cost, the following optional services are available:

5.3.1  Color Cover. A color image on the front cover may be purchased at a cost of $1,000.00.

5.3.2  Color Figures. Color figures may be purchased at a cost of $975.00 for the first page and $500.00 per page for each additional page thereafter.

5.3.3  CD-ROMs. Editors who wish to have CD-ROMs placed inside their volume must arrange for them to be manufactured, placed in self-adhesive envelopes, and shipped to the printer, whose address can be obtained from the publisher. The printer will insert CD-ROMs by hand into the books at a cost of $2.00 per volume. CD-ROMs must be provided for the entire printing order, which is normally about 400 volumes.

5.3.4  Technical Assistance. Basic technical help is provided free of charge. More extensive technical and editorial help is available at the rate of $35.00 per hour. See more information in our Contract or in the Application to Publish. Our printer can also provide assistance, if necessary, for $70.00 per hour.

5.4  Shipping Costs.  Shipping costs vary widely based on location and method. The editors will determine the method of shipping volumes and collect the sum for shipping and handling from each contributor and/or participant at the rates given below:

Within the USA
USPS Media Mail (average 2-3 weeks), 1 book: $8.00
USPS Priority Mail Flat Rate (2-4 days), 1-4 books to 1 address: $15.00

International
International First Class (average 2-4 weeks), 1 book: $34.00
International Priority Mail Flat Rate (6-10 days), 1-4 books to 1 address: = $44.00

5.5  Invoicing.  Unless otherwise requested, the ASP invoices for volumes when the manuscript is sent to the printer. The editors will be responsible for all the monies owed and will ensure payment is forwarded to publisher within thirty (30) days of the volumes being shipped. Billing will reflect the number of books ordered by editors for themselves and conference participants, although the ASP will print up to 400 copies of the volume to ship to libraries and vendors with standing orders as well as individuals who purchase the book.

Payment may be made in advance if desired, especially when fluctuating currency rates are a concern and it is advantageous to lock in the price at the time of the conference or when fiscal year-end constraints make prepayment desirable. Payment options include payment by check, wire transfer or credit card. For more detailed information on payment options, please see Part B. Section 5.4.

5.6  Methods of Covering Costs. Conference Series books are typically paid for through the registration fees of the conference participants. Various other sources may also provide funding options.

5.6.1  Grants. The NSF is very supportive of conferences and published proceedings. We recommend all interested parties ask the NSF officer over their discipline if money for proceedings is available. Travel grants may also be an option.

5.6.2  Institutions. Two institutional funding options may be pursued: a) funding from the institution who is sponsoring the meeting, paying either the total or partial cost for all participants; or b) funding from a participant's institution, paying for the participant's trip and his or her book.

5.6.3  Sponsoring Organizations. Many organizations such as NASA, ESO, NOAO, NRAO, LANL, JMMC, ASHRA/CNRS, PNPS/CNRS, etc., may sponsor and have available money for scientific proceedings.

5.6.4  Committees. The Organizing Committee may select a funding comittee to help obtain extra funds. Applications would then be accepted, reviewed, and some participants selected to be given a grant.

5.6.5  Participants. Most often the participant pays for the conference proceedings himself/herself, either through the registration fees of the conference, which includes the cost of the proceedings, or a separate item added onto the registration fees.

6.  Copyright

As do all publishers, the Astronomical Society of the Pacific Conference Series holds a copyright on every volume published in its series (See The Chicago Manual of Style, paragraph 4.13.). The copyright position of the ASP is that abstracts may be placed on the Internet, but entire volumes may not be posted on the Internet for a period of three years, at which time they will become public domain. The author's work is his or her own and will remain so. Individual authors' papers may be reproduced elsewhere, however permission must be obtained from the ASP if published verbatim. If you have concerns with this copyright policy, please contact our managing editor at j.ward@aspbooks.org.

Our copyright form is available on the Author's Information page of this website.

7.  Advertisement of Volume

The ASP Conference Series is a subsidiary of the Astronomical Society of the Pacific, an international nonprofit scientific and education organization founded in 1889 that works to increase the understanding and appreciation of astronomy. Forthcoming meetings and current volumes are listed on the ASP's website at http://www.astrosociety.org. We list meetings as forthcoming when we receive a signed contract from the editor(s). Printed volumes are available to purchase through the ASP's AstroShop and are advertised regularly wth all ASP products. Additionally, many libraries and institutions have standing orders to purchase all volumes in the ASP Conference Series, and we will continue to market to other institutions.

8.  e-Book Web Site: www.aspbooks.org

All ASP Conference Series volumes are now available online. We will post and maintain an electronic version of your volume on the web site. After three (3) years or it is considered public domain and the full text will also be available on ADS. Access to the electronic version of the volume will be given to conference participants, libraries with subscriptions, and others who purchase a printed volume. Online access to the complete volume, including PDF versions of each paper, is provided free of charge with the purchase of the printed volume. However, the table of contents and abstracts of all ASP Conference Series volumes are freely available to all, without the purchase of the volume.

9.  ADS

As a part of our services, we will submit the volume abstracts to the Astrophysical Data Systems (ADS), including all papers, authors, abstracts and references as well as links to the volume and papers on the www.aspbooks.org website. After three years, the volume will become public domain and will be posted on the ADS.

10.  Application to Publish

Click one of the following links to view, download or print the Application to Publish:

  • .pdf  Adobe Reader format
  • .doc  Microsoft Word format
  • .htm  page on website
  • .wpd  WordPerfect format

11.  Contact Us

For further information or questions about publishing with the ASP Conference Series, contact:

J. W. Moody, Managing Editor, j.ward@aspbooks.org
Amy D. Schuff, Editorial Assistant, amy@aspbooks.org
Lisa B. Roper, Publication Manager, lisa@aspbooks.org
Jared Bellows, Technical Consultant/Web Developer, jared@aspbooks.org
Jeremy C. Roper, e-Books Specialist, jeremy@aspbooks.org
T. J. Mahoney, Macros Developer & LaTeX Consultant (Spain), tjm@iac.es

Astronomical Society of the Pacific (ASP)
ASP Conference Series
Room C454ESC — PO Box 4666
Brigham Young University
Provo, UT 84602-4666 USA

Phone: 801-422-2111
Fax: 801-422-0553
E-mail: aspcs@aspbooks.org