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Author Guidelines

Guidelines for Authors[1]

Basic Format for Submission of Publications

Submitting Documents

All individual contributions are to be submitted by the author after logging in to After the Peer Review Process is completed, the particular text is revised by the editor for conversion into  LaTeX typesetting format. Several of the points listed below (such as bibliography and formatting) serve to ensure correct preparation of the final document, and must be observed.

The author should submit the following:

  • The main text in Word format following the guidelines provided below
  • Illustration files
  • Metadata accompanying the contribution (cf. below)
  • Bibliographical data, ideally in BibTeX format (cf. below)


All illustrations must be submitted as separate jpg-files. The particular file should be named and numbered corresponding to the numbering of the illustration as it appears in the text.

Visual materials should be scanned at publication-standard settings: black & white and color images – 400 dpi, maps and diagrams with lines of normal thickness – 1200 dpi, with fine lines – 2400 dpi.


Authors should submit the following metadata:

  • Author name
  • Title
  • Author biography (English and German, 50-60 words. The form is left to the author's discretion. We recommend at least some information on what research areas the author focuses on, and what discipline he or she belongs to. The following must always be provided: full postal address, email address and–if applicable–URL)
  • Abstracts (English and German, 120 words)
  • Keywords (English and German, 5-10 equivalent words in each language; selected from the list provided by the editor)
  • List of Illustrations, with captions and figure/picture credits


All bibliographical details should be collected in BibTeX format so that the editor can convert them into a bibliography. Authors should not draw up a bibliography on their own. We recommend that bibliographies be managed using JabRef.[2]

The bibliography should contain all relevant data on the literature and digital resources used. Each entry should be given a unique ID, a BibTeX Key. For traditional publications, the BibTeX Key is determined as follows: "<last name of the first author listed><publication year>".

In the case of multiple publications by the same author in the same year, a lowercase letter is added to the BibTeX Key, e.g. "<last name of the first author listed><publication year>a".

For digital resources, the BibTeX Key consists of the ID-number of the contribution within the digital repository, e.g. BDPP0752.

If JabRef is used, these entries can be recorded in the appropriate fields. It is also possible to export bibliographical details from endnotes in BibTeX format.

In exceptional cases, the bibliography can also be submitted as a text document. In that case, please contact the editorial office first. However, (any) bibliographical database format is the preferred format for submissions.

Formal Requirements for the Main Text


For German texts, conformity to the 2006 spelling reform is mandatory. For English texts, American English.

Document Subdivisions

The documents should be subdivided using Microsoft Word's outline function (heading 1, heading 2, etc.), which allows for multiple outline levels. Other forms of subdivision are not permitted.


Document paragraphs should have continuous formatting, that is, without blank lines between them.

End-of-Line Hyphenation

Words should never be divided between lines using hyphens, whether automatically or by hand.


Footnotes should be formatted as such in Word.[3]


Emphatic remarks in a text should be set in italics.


Quotations should be enclosed in double quotes and include source information. Quotations within quotations should be enclosed in single quotes ('/' in English; ‚/‘ in German).

Quotations consisting of more than 40 words, that is, more than 300 characters, should be enclosed in double quotes and formatted as a separate paragraph.

Quotations within paragraphs and in separate paragraphs should also be marked as quotations using the Word paragraph style.

A correctly formatted quotation would appear as follows:

"'E pluribus unum', 'Out of many, one' – so runs the motto under which the American states entered into a union some 200 years ago. And this motto should be understood programmatically. The land that has taken up the cause of pluralism like no other has been the first to establish, on this unified, common basis, a space for the development of plurality."[4]

Use of Other Character Sets

Passages in Greek can be formatted using a Unicode font, e.g. through the use of the "Multikey" Word add-in.

Other character sets (Hebrew, Cyrillic, ...) can also be used. Please consult the editorial office in such cases.


Illustrations should be inserted into the text at the intended positions and include a caption/title. The illustration caption should contain all relevant source information.


Figure 1: Screenshot of the TOPOI Homepage.

In addition, illustrations should be submitted separately following the abovementioned guidelines. Filenames should be assembled as "img-<???>.<ext>", where <???> is the figure number and <ext> the file format extension. Accordingly, the filename of the above illustration is img-1.png.

Authors should not draw up an index of illustrations.


Tables should be inserted into the text at the intended positions and include a title. In drawing up tables, the eTopoi page dimensions specified below should be kept in mind. If necessary, the author may consult the editor on this subject.
















Table 1: A Table.

Cross References

References to individual parts of the same text as well to illustrations and tables should be set up by the editor. Authors must provide precise instructions by inserting a comment in the text at the place where the reference to the text or to an illustration/table is to be made [e.g. cross-reference here to <precise indication of the beginning and end of the text fragment or the number of the illustration or table>].


References to publications (traditional as well as digital resources) should be made by indicating the unique BibTeX key in the bibliographical data provided by the author. The BibTeX key should be given in square brackets. So, for example, a reference to a publication would appear as [[Zehnpfennig1997]], while a reference to a published digital resource would figure as [[BDPP0752]]. References should always be given as footnotes.


Authors should not prepare a bibliography on their own. One will be drawn up by the editor using the accompanying bibliographical data submitted by the author (see above).


[1] Version 2011/09/13 a.

[3] A footnote.

[4] cf. [[Zehnpfennig1997]].


Submission Preparation Checklist

As part of the submission process, authors are required to check off their submission's compliance with all of the following items, and submissions may be returned to authors that do not adhere to these guidelines.

  1. The submitted contribution is consistent with the objectives of eTopoi.
  2. The article has not yet been published, and no plans exist for its publication in another context. Otherwise, you should begin by making contact with the editorial team.
  3. The author is responsible for procuring rights and permissions for all of the materials, illustrations, etc. which appear in the submitted text; this should be attended to prior to submission.
  4. Each submission should conform in terms of content, form, style, and bibliography to the specifications provided for manuscript design (Author Guidelines).
  5. The uniform use of masculine pronouns is to be avoided, and is deemed appropriate only in instances where males are in fact referred to exclusively.
  6. Whenever possible, URLs should be provided for the titles named in the literature list.

Copyright Notice

Authors who wish to publish materials in eTopoi must agree to the following terms:
  1. Authors retain copyrights for their articles, and permit eTopoi to issue the first publication under a Creative Commons Attribution 3.0 Unported (CC BY 3.0) mentioning the author by name which permits other parties to use the text in question under the author’s name and with an obligatory mention of its first publication in eTopoi.
  2. Authors may enter into additional contracts for the nonexclusive dissemination of version of articles published in eTopoi provided that their initial publications in eTopoi are mentioned (for example for subsequent publications in anthologies or books).
  3. Authors are encouraged to publish their articles online parallel to submitting them to eTopoi (for example on institute or individual  homepages), since this practice promotes exchange as well as the text’s early and broadened reception (see The Effect of Open Access).
For further questions, we would be glad to assist you via email.


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