Information for Presenters,
including how to upload your
final revisions


We welcome the submission of many presentation formats on the topic of gateways. Science gateways allow science & engineering (and other academic) communities to access shared data, software, computing services, instruments, educational materials, and other resources specific to their disciplines. Topics may include their design, use, impact, development process, sustainability, best practices — or any other aspect that you think fellow gateway creators or users will find interesting to learn. We also welcome educational topics directed toward the next generation of gateway creators.

In addition, this year Gateways 2019 is co-located with the eScience conference. The two conferences will offer a shared keynote, presentations about mutually interesting topics, and a shared evening reception, as well as opportunities for mingling during the breaks. Conference attendees will have the option to register for one or both conferences, in full or in part. These two audiences share interests, content, and culture, and we will announce further details of our collaboration later in 2019. This is an opportunity to attend both events!

Note: Accepted papers, tutorials, panels, and posters, plus presentation slides (if applicable) are expected to be posted on our proceedings, which can be cited and include a DOI. By submitting to this conference, you agree to share any accepted submissions through these formats. 

How this works

Peer-reviewed presentations involve two steps on your part:

1. Submit a short (250–500 word) abstract so that we know you're going to submit something longer (short paper, demo, tutorial, panel). This is not meant to be a big hurdle, just to help us plan. We do not screen, accept, reject, or provide feedback at the abstract stage. If you wish to submit a full short paper, demo, panel, or tutorial, you must submit (at least) the abstract by May 6.

2. Submit your actual paper, demo, tutorial or panel document for our reviewers to review. You can do this when you submit your abstract (by May 6), or you can work on it some more after you have your abstract in EasyChair (submit by May 15). You'll get feedback after the review process, with a notification by late June. At that point, we encourage you to make any revisions for the final version that will go in the proceedings, but your invitation to present is already final at that point.

Questions should be sent to

Presentation options (peer-reviewed)

See submission instructions for EasyChair below.

Short Paper

This may be a traditional academic or research paper presentation. In your short paper (which is much like what other people call an "extended abstract"), please convey the key message you hope to share. For short papers, we expect something novel, and your paper should include some background and related work. Papers may be descriptions of how a gateway is used; that is, it would convey the value or novelty of the system as compared to other systems, but without the level of detail that a demo would offer.

This submission should be 2–4 pages (which is what many conferences call an "extended abstract"; we don't call it that because you have a "not-extended" abstract that is part of what you enter in the EasyChair form).

Note: Accepted presentations in this category will be included in the conference proceedings to be published in the OSF archive (and will have a max length of 5 pages—4 for the original submission plus 1 to respond to reviewer comments) and will have the option of submitting a fuller-length paper, with additional content and pages (for a total of 9–12 pages) for a special journal issue later in the year. (Accepted papers will be contacted directly when the special issue is open for submissions.)

See submission instructions for EasyChair below.


Show off your gateway or underlying software/tools in a short presentation. Unlike a paper, this submission type does not require sections on background or related work. We expect a hands-on demonstration of what the gateway or software is doing. Your submission still needs to be clear about what you want to showcase, though what you present does not need to be novel. Note that some people opt to submit both a paper and a demo, which is fine with us.

Unlike papers (above), presentations in this category will NOT have the option of submitting a full paper or a special journal issue later in the year, but accepted submissions will be encouraged to upload a final document to the conference proceedings on OSF. We encourage you to use the IEEE template below, for clarity's sake.

This submission should be 1–2 pages.

See submission instructions for EasyChair below.


We offer slots of 90 minutes or 3 hours (on Monday, September 23) for tutorials about gateway-related topics including hands-on gateway-building techniques, gateway management issues, or the use of a specific tool. Note that a 3-hour tutorial will be presented in two 90-minute segments with a 30-minute break in the middle. 

Please specify: (a) your proposed tutorial length, (b) recommended skill level (e.g., beginner, intermediate, advanced) and prerequisites (e.g., familiarity with specific software or technologies), and (c) the technology and/or software requirements necessary for someone to participate in the tutorial (e.g., do they need to install software or create an account before the tutorial?).

This submission should be 2–4 pages.

See submission instructions for EasyChair below.


Panels may collect several "short paper” presentations or feature a series of questions/topics on a common theme. For example, if you have several colleagues who could discuss the similarities and differences of their experience with a specific gateway topic, you are welcome to gather up to 5 presenters as part of a panel. We encourage panels to assemble participants from multiple institutions or gateways, rather than multiple people from one institution or project.

The submission may include an overview of up to 2 pages plus 1-page abstracts of the panelists’ individual presentations, if applicable. If panelists are not including individual presentations, then the total length should be 2–4 pages.

See submission instructions for EasyChair below.

Relevant topics for peer-reviewed submissions

Topics of interest include the following:

  • Gateways connecting any aspects of advanced cyberinfrastructure (for example: data collections, instruments, and all types of computing services);
  • Gateway interoperability including, but not limited to, gateways that make use of one another, gateways that exchange data through new or commonly accepted data specifications, and gateways that provide common interfaces to disparate data or cross-domain data.
  • Gateways in support of new communities or for building unique communities, for example supporting rural or underserved communities or in newer computational domains such as digital humanities;
  • Design and architecture of gateways, including tools and frameworks that make developing gateways easier;
  • Gateway security models and solutions;
  • Middleware solutions in support of gateways including Web Services, workflow and mashup composers and engines, and similar capabilities;
  • Novel user interface/user experience implementations for science gateways;
  • Non-browser gateways: desktops and mobile computing gateways;
  • Approaches to long-term sustainability (for example, experiences with open source development and licensing);
  • Gateways and community building, for example citizen science and social networking successes;
  • Gateways used in education;
  • Tutorials or panels that would be geared towards students or other young professionals interested in gateways;
  • The management and governance of gateways, such as securing funding, attracting users, monitoring content, and organizing the development team;
  • Groups that have established an organizational structure for producing multiple gateways, as on an academic campus;
  • Demonstrations and success stories; and
  • Summary and survey papers.

Instructions and deadlines for peer-reviewed submissions (NOT posters)

We're trying to make this clearer. Please let us know if you still have questions—it helps us improve!

Step 1: Prepare your submission.

See the instructions above for the length of papers, demos, tutorials, or panels.

For the ease of our reviewers in all tracks, please use the IEEE proceedings manuscript template for MS Word (US Letter recommended) or LaTeX (bare_conf.tex recommended) for papers, demos, tutorials, and panels:

Step 2: Submit your abstract so that we know you're planning to submit a more extensive submission.

Deadline for abstracts: Monday, April 29, 2019 EXTENDED to Monday, May 6 

If you wish to submit a full short paper, demo, panel, or tutorial, you must submit (at least) the abstract by May 6. This is for our planning purposes only.

Submit the authors' names and a short, 250-to-500-word abstract in EasyChair: You will be able to upload the PDF file of your complete submission later, if desired, or you can upload it at the same time as your abstract. You will also be able to revise your abstract until the final submission deadline; this step is essentially a placeholder to help us plan for the review process. We will not accept or reject any submissions at the abstract stage. After this abstract deadline date, no new submissions will be allowed, but you can still edit your information on EasyChair, including authors, title, abstract, etc.

Step 3: Upload your PDF submission.

Deadline for complete submissions of short papers, demos, tutorials, and panels: Monday, May 6, 2019 EXTENDED to Wednesday, May 15 (Submit your final PDF file by this date.)

Please upload your submission as a PDF to EasyChair: This will be your IEEE-formatted, short PDF document (length depending on what type of submission). 

Step 4: Relax and wait until the review process is over.

Notification of acceptance: Friday, June 28, 2019. 

It is a requirement that at least one author of each accepted submission attend the conference and register by Thursday, August 8, 2019. Further details for accepted presentations will be posted on our Information for Presenters page.


Still confused? Please let us know if you still have questions. We're friendly!

Poster Session (all registered attendees are welcome)

On Tuesday, September 24, we will be hosting an evening Poster Session that is open to all attendees of Gateways 2019. We invite participants to bring a poster to share their projects, lessons learned, and future plans with colleagues at the event. At previous events, these poster sessions have been an excellent way to connect and share ideas. eScience attendees will also be mingling with us.

To participate in the poster session, you must submit an abstract of your poster by Thursday, August 15 (deadline extended) Tuesday, September 3, followed by a PDF of the poster by Monday, September 9. This is our way of confirming that your poster has been prepared, and unsubmitted posters will be removed from the program. You are responsible for printing your own poster. 

You should design and print your poster no wider than 4 feet (1.3 meters), in portrait or landscape layout. EasyChair’s file size limit is 50MB.

Instructions and deadlines for submitting posters

Step 1: Thursday, August 15 Deadline EXTENDED to Tuesday, September 3 - NOW CLOSED FOR NEW SUBMISSIONS

Your first step for submitting a poster is in EasyChair. By this date, upload a title, all authors, a 250–500 word abstract, and the anticipated poster width so that the poster session organizers have your basic information:

If you have already submitted a different kind of presentation, be aware that the interface for submitting something new might be confusing. You will login and click on the “Gateways 2019” link associated with whatever submission you have already created. Next, click on the role of “Author,” then under “My submissions” the menu changes and you should see “New Submission” as an option.

Step 2: Monday, September 9 deadline

Your second step is uploading a PDF of your completed poster to EasyChair and to our Proceedings portal.

For EasyChair, upload your poster and confirm that the title and authors have not changed. Please update your poster width if it has changed from your initial indication:

Go to the Proceedings portal and click "Add your poster or talk." Follow OSF's instructions for uploading. If you need to revise your upload, you can update it by accessing your OSF account. When you upload your file, you should receive an email about claiming your account and creating a password on the OSF system. The subject line may be something like "Project created on OSF" sent by You can use that accunt to update the file and add slides later.

Step 3: On your own before coming to the conference

You are responsible for printing your own poster. You should print your poster no wider than 4 feet (1.3 meters).

Find your poster location and other details of the poster session.