Conference Management

EasyChair was designed to help conference organizers to cope with the complexity of running an almost arbitrary conference model. The current version supports

1. Call for submission or participation (powered by Smart CFP)
2. Abstract and paper submission:
   • Flexible submission forms
   • Multiple file upload types
3. Reviewer management:
   • Management and monitoring of the program committee
   • Reviewer database management
   • Sophisticated and flexible management of the access of PC members and referees to papers and conflicts of interests
   • Review assignment based on preferences of PC members
4. Reviewing:
   • Submission of reviews
   • Online discussion of papers
   • The author rebuttal phase, when the author can respond to the reviews
5. Communication and monitoring
   • List of the events
   • Sending email to reviewers, authors and attendees
   • Monitoring email
   • Analytics
6. Program editing and publishing (powered by Smart Program)
7. Preparation of conference proceedings
8. Attendee registration and online payment in 14 currencies (powered by EasyChair Registration)

and plenty of other features, check our licenses page for details.

Thanks to its flexibility, EasyChair has been used for:

1. Evaluating project proposals
2. Teaching students paper writing and peer reviewing
3. Generating program Web pages for very large conferences

Supported Models

Currently, EasyChair supports two models:

1. The standard model is intended for conferences that have a single program committee. The papers are distributed among PC members, normally based on their preferences.
2. The multi-track version is set for the conferences that have multiple tracks. Each track has its own program committee and one or more track chairs. This model requires a "superchair" to monitor and supervise the work of the tracks.

For each of the supported models the users can choose among various options to adjust the system to their requirements. For example, organizers can choose to use anonymous submissions, restrict the amount of information the reviewers will have available, send bulk emails with decisions notifications to the authors etc.

Registration

Our fast-growing online registration service implements attendee registration and online payments. Our registration forms are easy to create and edit and are flexible to fit any of your requirements.

As a registration manager, you can create and change the registration form, register test attendees, and sort out the price conditions before you change the testing environment to the real mode.

What our Service Provides

• Flexible and easy to use form fields
• Complex pricing and fee calculations using formulas
• Different prices for different registration periods and different registration types
• Import and export of data
• Technical and customer support
• Registration form design support

Safe and secure attendee payment methods

• Online payments in 14 currencies
• Wire transfers in 8 currencies
• Low-rate settlements in a different currency. This allows your organisation to have an account in one currency and run registration in a different currency

Registration managers with various permissions

• Data access policies to ensure confidentiality and security
• Payment information and decision policies
• A unique feature for updating registrations, including payment-related information, even after payments have been made.

Registration form example

List of attendees example

Publishing

Our publishing services range from computing to health sciences (see full list). They provide fast and flexible publication of proceedings and collections in various areas of science. Publication services are integrated with conference management, thus providing a seamless process of submission-to-publication of reviewed content.

We support both LaTeX and Word. (Click here to know more).

Publishing screen example

What we offer

• Indexing
• Long term maintenance
  • Free open access maintenance on our servers
  • Following guidelines and formatting for indexing on sites such as Google Scholar
  • Cooperation with various indexing services, such as Microsoft Academic

Smart CFP

Within minutes, you can publish your conference call for submissions (Call for Papers) and reach our over 4 million users. With 2.1 million monthly visitors, your conference is guaranteed to reach your target audience. Our free to use CFP service acts as a platform for conference organizations to notify participants from all around the globe about their upcoming conference. Information such as conference name, venue, Program Committee, research area etc are all present at one glance, allowing participants to easily find their perfect conference.

Users can search for conferences using the following criteria:

• research area
• country of conference
• topics
• specific tags, for example, artificial intelligence, biotechnology, covid19, supply chain management

CFP creation screen example

Smart CFP screen example

Smart Slide

Our Smart Slide platform allows authors to publish their slides and users to access and/or download the slides before and after the conference. This facilitates rapid dissemination of research results as the content of slides is easy to acquire in a short time.

We also preserve important meta-information for the slides, including author, conference name, keyphrases and the abstract.

Smart Slide screen example

EasyChair Smart Program Technology

Have you ever run a conference? If yes, then have you ever tried to generate good quality conference pages including the conference program? Creating pages and a program for a tiny conference (say, 20 presentations), already creates a challenging amount of work. Creating them for a small to medium size conference (say, 25 to 100 presentations), is very hard and time-consuming. Creating them for a large conference, with parallel sessions and collocated conferences and workshops, can easily take several man-months or even man-years of work, normally resulting in poor quality content and inconsistent, out-of-date, difficult to modify information.

Developing pages with a program is not only a matter of your time and quality. Have you tried to find older editions of conferences, even the best conferences in your domain? One can argue they have great historical value. Programs, contents of talks, slides, photos - would you like to access them 5 years later? Would you like to see pages of even older ones? Pioneering conferences in your areas? Sadly, most of them are gone within one or two years.

The good news is that EasyChair smart program technology is there to help you.

A smart program page generated by EasyChair

Our Smart Program technology automates nearly every task required to create and maintain conference and program pages, and does much more than that. The result is a collection of pages of amazing quality and functionality produced at a very little cost to the conference organizers. To use it and create high-quality pages you do not have to study Web design, scripting, HTML or CSS, or exchange thousands of emails. You do not have to buy a domain or a Web server. Your pages and data can be updated by you, other organisers or authors at any time, and the updated program can be published on your smart program Web page in a single click.

As an example, take a look at the Smart Program pages of VSL 2014, a mega-conference consisting of more than 10 conferences and nearly 100 workshops. Start browsing it from a day program, and then follow the links. On June 5, 2014, this program comprised of 2196 Web pages. Most of them were created automatically by EasyChair using data provided by the authors, program committees and program managers. In many cases this data was taken from submissions already available in EasyChair, so very little work, or no work at all, was required to use this data in the online program.

The largest program created in this way consists of over 5,000 Web pages.

Smart program environment for program managers

This is an incomplete list of what Smart Program technology will help you to do.

1. Web design carefully created by a professional Web designer and an artist. The design can be customized, for example, the Smart Program Pages of LPAR 19.
2. A highly functional design convenient for the users. Generated pages are cross-linked so that various views of the program are easily available.
3. Several ready solutions. For example, the program committee and accepted papers pages can be added to the program in a couple of minutes.
4. Thousands of pages can be published in a single click.
5. Data can be edited by the authors and the program managers at any time.
6. Possibility to define and check various constraints on the program based on author-defined scheduling remarks.
7. Schedule analysis can find constraint violations, including automatically found constraints, and other problems such as empty sessions, talks without presenters, a presenter scheduled to chair a parallel session and many others.
8. Automatic discovery of similar talks, which makes mapping talks to sessions easier.
9. Automatic schedule generation based on talk similarity.
10. Creating a joint program of more than one collocated conference.
11. Production of a printable high-quality editable booklet in Microsoft Word format including the program.