Conference Management System - Full-Featured Academic Conference Platform

Conference Management System: Manage Your Academic Conferences End-to-End

Overview

The Conference Management System is a full-featured platform for running academic conferences—similar in scope to EDAS or EasyChair. It supports the complete lifecycle: creating conferences, collecting submissions, managing the peer-review process, building the program schedule, and handling participant registration—all with bilingual Arabic and English support and a modern, responsive interface.

For Conference Administrators and Chairs

Conference Creation and Setup

Create conferences with name (English and Arabic), acronym, description, venue, and key dates.
Set deadlines: submission deadline, camera-ready deadline, and registration deadline (date-only fields).
Define conference status: Draft, Open, Reviewing, Deciding, or Closed—control visibility and submission availability.
Configure content: topics, keywords, paper types (with max pages and required/optional), and tracks (with names and descriptions in both languages).
Formatting guidelines: Provide instructions in English and Arabic for authors.

Conference Settings

Edit all conference details at any time from the Settings page.
Hero image: Upload a background image for the public landing page.
Ticket types: Define free or paid ticket types with names, descriptions, prices (in cents), availability, and max quantity per registration.
Important dates: Manage submission, camera-ready, and registration deadlines.
Bilingual interface: All settings and management screens support Arabic and English; switch language and the page refreshes with the selected locale.

User and Role Management (Admin)

Manage users: Activate or deactivate accounts. Only active users can sign in.
Roles: Admin, Chair, PC Member, Reviewer, Author—each with appropriate access across the system.

Submissions and Decisions

View all submissions for the conference.
Decisions: Accept or reject papers based on reviews; view review summaries and scores.
Track decision history and notify authors (when notifications are enabled).

Schedule Builder (Program)

Create sessions: Add sessions with name, date, start/end time, room, and type (Oral, Poster, Keynote, Panel).
Assign papers to sessions: From the list of accepted papers, assign each to a session. The program is built from sessions.
Empty states: Clear messages when there are no sessions or no accepted papers yet.
Public program: The landing page shows the conference program built from these sessions (with papers listed per session).

Participants

Participants list: Open in a new tab from the conference detail page. View all registered participants with name, email, affiliation, payment status, ticket number, quantity, amount, and registration date.
Access: Admin and Chair only.

Analytics

Dashboard: Overview of submission statistics, review progress, acceptance rates, and status distribution to support chair decisions.

API Documentation

API docs per conference: Documented endpoints for submissions and participant registration so external or mobile clients can integrate with the same backend.

For Authors and Submitters

Public Submission Portal

Submit papers without logging in (or while logged in): go to the public conference page and use “Submit Paper” when submissions are open.
Submission form includes:
- Title, abstract
- Paper type and track (from conference configuration)
- Topics and keywords
- Multiple authors with add/remove, corresponding author designation, name, email, affiliation, order
- PDF manuscript upload (required)
Duplicate title check to avoid accidental resubmissions of the same title.
Validation: Required fields and file type checks before submit.
Bilingual: Form and messages in Arabic and English; RTL layout when Arabic is selected.

After Submission

Confirmation and clear success or error messages.
Login (if needed) to see “My Submissions” and track status in the conference dashboard.

For Program Committee and Reviewers

Assignments

Assign reviewers to submissions (Chair/Admin).
View assignment status and review progress.
PC members and reviewers see their assigned papers and deadlines.

Bidding

Bid on papers: Yes, Maybe, or No (with optional expertise and comments).
View submissions available for bidding and track preferences.

Conflicts of Interest (COI)

Declare conflicts with submissions or authors.
Specify reason and description so chairs can avoid assigning conflicted reviewers.

Review Interface

Structured review form: Scores (e.g. 1–10) for Relevance, Novelty, Technical Quality, Clarity, Overall.
Written comments for authors and for chairs.
Confidential comments section.
Recommendation: Accept, Weak Accept, Borderline, Weak Reject, Reject.
Download PDF and view submission details and abstract.
Edit reviews before final submission; track status (pending, in progress, completed).

Public Landing Page and Registration

Conference Landing Page

Hero section: Conference name, acronym, description (from conference content, bilingual), optional hero image.
Important dates: Submission, camera-ready, and registration deadlines.
Venue and dates: Display venue and conference date range.
Status: Draft, Open, Reviewing, Deciding, or Closed—with clear indication of whether submissions are open.
Topics and tracks: Display conference topics and tracks when configured.
Program section: Built from schedule sessions only. Each session shows date, time, room, type, and the list of papers (title and authors) assigned to that session. No separate “Accepted Papers” tab—all accepted papers appear in the program within their sessions.
Language: Full Arabic/English support; switching language refreshes the page and applies RTL for Arabic.

Participant Registration

Ticket types: Shown when registration is open and ticket types exist (free and/or paid).
Select ticket: Name, description, price (or “Free”), features, max quantity.
Registration form: Name, email, affiliation, phone, quantity.
Free tickets: Registration completes immediately; ticket number and QR code are shown and can be printed or downloaded.
Paid tickets: Stripe integration; after payment, same ticket display with ticket number and QR code, plus print and download QR options.
Ticket modal: Shows ticket number, QR code, and participant info; can be closed and reopened from the same page.

Paper Submission (Public)

Submit Paper button when the conference is open for submissions and before the deadline.
Leads to the public submission form (bilingual, with all fields and PDF upload).

Technical Overview

Frontend: SvelteKit, TypeScript, Tailwind CSS, DaisyUI.
Backend / data: Firebase Realtime Database for conferences, users, submissions, reviews, assignments, biddings, conflicts, decisions, schedules, participants.
Storage: Firebase Storage for PDF manuscripts and hero images.
Auth: Firebase Authentication; role stored in database (admin, chair, pc_member, reviewer, author).
Payments: Stripe for paid ticket types; free tickets skip payment.
Bilingual: Arabic (ar) and English (en); language in localStorage; page refresh on language switch so all content uses the selected language.

Summary of Features

Area	Features
Conferences	Create, edit, status, deadlines, topics, keywords, paper types, tracks, formatting guidelines, hero image, ticket types, bilingual (ar/en).
Submissions	Public form, PDF upload, authors, topics, keywords, duplicate check, API submission.
Review	Assignments, bidding, conflicts, structured reviews, scores, recommendations, confidential comments.
Decisions	Accept/reject, review summary, decision history.
Schedule	Sessions (oral, poster, keynote, panel), assign papers to sessions, public program from sessions.
Participants	Ticket types (free/paid), registration form, Stripe, ticket number, QR code, print, participants list (admin/chair).
Users	Roles, activate/deactivate (admin), login, signup.
UI	Arabic and English everywhere; RTL for Arabic; refresh on language switch.

Get Started

Join / Login (chairs, reviewers, authors): https://www.shawerr.com/conference/login
Public conferences (browse and register): https://www.shawerr.com/conference/public

Join / Login Browse Public Conferences

The Conference Management System enables institutions and conference organizers to run professional, bilingual academic conferences from a single platform—from call for papers to final program and attendee registration.

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