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:

9.  ADS

10.  Application to Publish

11.  Contact Us


1.  Invitation to Publish

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. We encourage you to visit our web site at
  • 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 to help editors with the task of compiling a volume and reduce the time from conference to publication.

You may obtain an application form below and email it to

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


Joseph Jensen
ASPCS Managing Editor

2.  Editor and Publisher Requirements

The Editor will be repsonsible for collecting the papers from authors and assembling them into a coherent volume. Most of the decisions about what to include will be up to the Editor. The Editor is usually responsible for collecting money from participants and making sure the ASP is paid for printing the volume. The Publisher (the ASP) will check the finished volume and help the Editor fix any typesetting problems. The Publisher then arranges for the book to be printed and shipped to participants. The ASP makes electronic versions of the papers available online in repositories like the NASA ADS database and other catalogs. The Publisher provides access to the electronic and printed volume to subsribers and customers around the world, ensuring that the results of the conference are shared as broadly as possible. All ASPCS articles are available at no charge one year after publication. For a more detailed list of Editor and Publisher duties, please contact the Publication Manager

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. Publication of a volume more than a year after the conference significantly reduces the impact of a conference, and is therefore discouraged.

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 will be provided when you submit an Application to Publish with the ASP. In an effort to encourage editors and authors to submit and correct manuscripts more quickly, the ASPCS offers discounts of 10% to 20% off the regular price for manuscripts that are submitted and published within six months. For a more detailed cost estimate, please contact

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

5.2.1  Color Cover. A color image on the front cover.

5.2.2  Color Figures. Color figures may be purchased individually, but it may be more economical to print the entire book in color, often for less than the cost of inserting a few color pages individually, as was usually done in the past. For detailed options and price estimates, please contact

5.2.3  Electronic Content. For an additional charge of $20 USD per paper, we will include extra papers only in the electronic version of the book and provide links to the NASA ADS repository. This could be used to keep the length of the printed volume within reasonable limits while still providing a way for poster contributions to be published.

5.2.4  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. If you are uncertain about what support is covered, please do not hesitate to ask our Publication Manager

5.3  Shipping Costs.  Shipping costs vary widely based on location and shipping 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 on the current shipping addendum.

5.4  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 additional copies of the volume to ship to libraries and individuals who purchase the book from the ASP.

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 Step 5 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.

5.5.1  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.

5.5.2  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, conference registration, and his or her book.

5.5.3  Sponsoring Organizations. Many organizations such as NASA, ESO, NOAO, NRAO, etc., may have funding for scientific proceedings.

5.5.4  Committees. The Organizing Committee may select a funding comittee to help obtain extra funds.

5.5.5  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 most publishers of scientific literature, 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 position of the ASP is that abstracts and individual articles may be placed on the Internet (e.g., as a "preprint" on an institutional website or the website, but entire volumes may not be posted. After one year articles become available at no charge through the NASA ADS website. The author's work is his or her own and will remain so. Individual papers may be reproduced elsewhere, however permission must be obtained from the ASPCS Managing Editor if published verbatim. Authors are permitted to post their papers on institutional e-print repositories or on provided they reference the ASPCS volume in which the paper appears. If you have concerns with this copyright policy, please contact the Managing Editor at

Our Copyright Assignment Form is available on the Author's Information page of this website.

7.  Advertisement of Volume

The ASP Conference Series is a division of the 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 ASPCS website at 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 subscriptions providing access to all volumes in the ASP Conference Series, and we will continue to market to other institutions.

8.  e-Book Web Site:

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 one year the full text will also be available on ADS at no charge. 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 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 website. After one year, the volume will become public and will be posted on the ADS for download free of charge.

10.  Application to Publish

We will be happy to help you determine if a proceedings volume is the right choice for your conference. Please contact for an up-to-date Application form, draft Contract form, or price list.

11.  Contact Us

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

Joseph Jensen, Managing Editor,
or our Editorial Assistant,

Astronomical Society of the Pacific (ASP)
ASP Conference Series
MS 179
Utah Valley University
800 W. University Parkway
Orem, UT 84058-5999 USA

Phone: 801-863-8804

Go to the Editors' Information page.