Conference Management Systems


This is rather a departure for prof.so but I hope it will prove useful. The following is a list of conference management systems appropriate for running scientific conferences and in particular to support the associated review process.

I have made a personal judgment on the extent to which systems are 'current' and I have excluded some small projects where the feature set was unclear or where there is no provision for review.

Each system is based around a somewhat different model of the review process, generally reflecting different scientific 'cultures'. It is wise to be aware of this. Features change from version to version and it is always advisable to check if there are any critical features you require. There are no systems that combine strong support for both the review process and event management.

Please add any comments below if there are systems I have missed or experience with the use of these systems you would like to share.

conf2py Conference Management System http://code.google.com/p/conf2py/
Open Source

Conference Management Toolkit (CMT) http://cmt.research.microsoft.com/cmt/
Free service

Confious http://www.confious.com/
Commercial service

ConfISS http://www.confiss.org/index.php?page=home
Open Source with commercial service option

ConfTool http://www.conftool.net/
Limited license, free for small academic events

Continue Conference Management http://continue.cs.brown.edu/
Free service with commercial support

Cyberchair http://www.borbala.com/cyberchair/
Open Source with commercial service option (used and recommended by @profserious)

Easychair http://www.easychair.org/
Free service with commercial support

EDAS Conference Services https://edas.info/doc/
Commercial service

Ex Ordo http://exordo.com/
Commercial service

HotCRP Conference Management Software http://www.read.seas.harvard.edu/~kohler/hotcrp/
Open Source

iChair http://lasecwww.epfl.ch/iChair/
Open Source

OpenConf http://www.openconf.com/
Free Community and Paid Professional Editions (hosted or licensed)

Open Conference Systems http://pkp.sfu.ca/?q=ocs
Open Source, service options available

Oxford Abstracts http://www.oxfordabstracts.com/
Commercial service

Precision Conference Solutions http://precisionconference.com/
Commercial service

Wonference http://wonference.com
Commercial service

Zookeepr Conference Management System http://zookeepr.org/
Open Source
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  1. ALT used Oxford Abstracts - a hosted commercial service - for several years for ALT-C: http://www.oxfordabstracts.com/. We are switching to the Open Conference System (hosted) for our September 2012 conference. We _think_ the switch was a wise one, but we do not know for certain yet.

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  2. I have added this to the blog list.

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  3. OpenConf http://www.OpenConf.com
    Free Community and Paid Professional Editions (hosted or licensed).
    Used by thousands of events in over 90 countries.

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  4. Thanks for the mention of our product Ex Ordo, it's much appreciated.I was also interested in your reference to Getting Things Done in your piece on time management, because we designed Ex Ordo with GTD principles in mind.

    So, rather than presenting an organiser with a standard menu, we've tried to embed the conference process into a series of Workflows. These are triggered by To Do's that are relevant to the conference status at that time. So when a chair or an author logs on to Ex Ordo, they are presented with one or two To Do's that they should carry out right now. (see more in an early blog post on how To Do's work (http://blog.exordo.com/2011/06/to-dos/)or on our 2 minute video (http://www.exordo.com/).

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  5. Anybody noticed the current terms of service of EasyChair? To me, they read "to submit your Computer Science research, please agree to submit no software". To be fair, they're in beta so to say, but I'm a bit concerned by how bad this part is.
    http://blaisorbladeprog.blogspot.de/2012/12/to-submit-your-computer-science.html

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  6. Dear Anthony, DIGITALPAPERS (http://www.digitalpapers.org) is an online conference management system with a notorious presence in the Portuguese scientific and academic community (interfaces are fully available in English though). Our platform has benefited from almost 10 years of experience in the field, covering the most common management tasks from small workshops to large size events.

    We have recently launched a redesigned website and the third evolution of our system, and with just a few simple steps you can request and access our FREE edition, which can be used to fully evaluate all the DIGITALPAPERS features or even apply it to a small size event (up to 100 submissions).

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  7. Here are another two services:

    1) ePapers: http://www.epapers.org
    Commercial service

    2) SmartChair Conference Systems http://www.smartchair.org
    Free service with paid support.

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  1. You are in Iceland ... really ... I thought you were going to be home tonight.
    Have you made that travel claim yet? 
    But ... we are supposed to be at the school parents evening ... 
    I really cannot see why you need that old textbook. 
    You see more of your students than you do of me. 
    Is the Dean's dinner really more important than our anniversary? 
    How many old conference bags does one person actually need? 
    I know you -say- that sitting in a hot tub in Hawaii is work, but I find it rather difficult to believe. 
    First author ... last author ... I really cannot see why you are making such a fuss. 
    No, a t-shirt that says 'software engineers do it top-down' cannot "be worn anywhere" ...

  2. If you could just fill in this form. 
    It has been on the website for ages. 
    It works with IE6 on a PC, try that. 
    I know that giving you 5 days to complete it is not reasonable, but if I set a reasonable deadline you would not return it at all. 
    If they are so clever why can't they just ... 
    You need to get your Head of Department to sign that. 
    You did what? 
    I am really not sure that is covered by the policy. 
    The person dealing with that is away at the moment. 
    I do not know how many times I have to say this: we do not provide it because there is no demand.
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  3. I have done the work ... I just need to write it up. 
    It should work, I think there must be a bug in Matlab. 
    I probably need a new laptop. 
    I am waiting for it to be delivered, then I can start. 
    The demo should be ready next week. 
    How long a holiday can a doctoral student take? 
    <Insert name of distinguished, but irresponsible, colleague> came into the lab and said that this was the way to do it. 
    I could not find that paper. 
    I found this paper and it changes everything. 
    Will I finish on time?
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  4. All images in this blog come from flickr group: 'Totally FREE textures (no Creative Commons!)' I would like to acknowledge images from fontplaydotcom (Dennis Hill).
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  5. As universities seek to differentiate themselves, so as to compete in a more open and transparent educational market, a small set of institutions, my own included, are positioning themselves as 'global universities'. It is worthwhile then to examine what this means and specifically what it implies for the way such institutions and the people within them should behave.

    First and foremost global universities have a truly international mix of staff. The more diverse and reflective of the global community the better. This requires openness, obviously, and many european universities fall at that hurdle, but also requires the financial capacity and human resources frameworks and systems that can attract that talent. A global university also has governance that reflects its international positioning and outlook.

    A global university requires a global brand to project itself internationally. Harvard and Cambridge are, for example, associated by audiences across the world with attainment and educational excellence. My sense, backed up by no very significant evidence, is that the growth and prevalence of university league tables are giving rise to a 'crystallisation' of these global brands and a growth in their power and reach. The creation and working of a global brand requires more than marketing but a sensitivity, informed by analysis, to concerns and perceptions beyond the immediate cultural and geographic setting and a vision for placing the institution in a global context.

    Global universities address global issues. It is not enough to appeal to the universalism of science or to trans-cultural perspectives in the contemporary study of the humanities. It is important to look outwards to issues that have global significance. More challenging however, is to allow the agenda to be set by a broader more global community. Whilst universities can present what they do as global, they are inclined to generate their vision of research in a more inward looking way, and certainly to be driven by immediate and local funding exigencies.

    A global university educates global students. In the UK system we are accustomed to international students, they support our higher education 'business model' and, no thanks to the Home Office or the UKBA, we do it quite well. These students are however, seen as a distinct group, paying higher fees and distinguished at entry. They are seen  largely as a complement to our education provision, targeted at national students. In a global university, all students should be international students, something that requires fundamental attitude changes (and  yes, they should be charged the same and admitted identically).

    Cultural openness is a critical requirement. Simply being open to the presence international staff and students does not achieve this. Indeed, a university can easily become a set of national silos in which there is no real mixing.The willingness to adopt attitudes, pedagogies and systems from beyond the national context is necessary. This does not mean setting aside lightly the contributions that a particular location and institutional tradition might provide but it certainly means being comfortable going beyond them.

    The establishment of international 'campuses', in varying forms, has been a feature of the recent higher education scene. Setting up such a campus does not make an institution global. Though, conceivably, operating it successfully does ... in time. A global university may or may not have an international campus but it is clear that, if a global university discerned a clear objective that such a campus would serve (meaning not simply its own parochial goals) it would have the capacity to set it up and run it.

    A global university has global partnerships. There is a fashion for global groupings of institutions with similar outlooks, missions or compatible brands. There may be some advantages in these, and I am open-minded, but I confess I am currently hard pressed to discern them. A global partnership seems to me to be one that is built on complementarity with the parties gaining mutual advantage each from the other rather than banding together for security and political advantage. The best global partnerships may, in fact, not even be between universities but with government agencies, charities, school systems, industrial organisations.

    A global university understands that the world is a big place.  It knows that it cannot be globally present, it must make choices about where to focus its efforts. The difference between a global university and a national or regional university is that those choices are made with a view to opening up to global influences and contributing to the global scene rather than a decision driven purely by local financial imperatives. It also understands that international strategy is a long game, with partnerships taking time to cement and presence recognised slowly.

    Finally, but most importantly, a global university educates students to be global citizens and for global careers. This is easy to say, and hard to implement. It covers a wide array of challenges from certification and accreditation, at the more straightforward end, through ensuring curricula reflect international problems (leaving room for the acquisition of foreign language skills), to the teaching of the much more complex soft or transferrable skills that are called upon in global careers. It cannot be disregarded in the belief that an internationally diverse staff and student body will suffice to make a global educational experience.

    The mantle of a global university should not be casually assumed. It imposes significant responsibilities on all members of the university community. Accepting the responsibilities requires knowledge and understanding that implies an educational task in itself.
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  6. I am not sure you sent me that draft.

    I am sure that it has been done before but I can't remember where and by whom.

    I will write the grant over the summer.

    It is under review but I am sure that it will be published in (insert name of prestigious journal).

    If they will not give me the lab space I am sure that the Dean at (insert name of prestigious university) will.

    I can't put my hands on the code at the moment as the student who conducted the experiment is in (insert name of distant continent).

    Of course I need a (insert name of implausibly expensive lab gizmo) they are part of the set up of any well equipped laboratory.

    They do not make (insert name of implausibly inexpensive lab gizmo) of equivalent quality today and once I get the spares it should work perfectly.

    I do not understand post-docs. In my day it was about commitment not contracts.

    I do not have time to set up a web site for that.

    The 1985 edition of that textbook is essential for my work, and though I have not looked at it since 1987 it is vital that it remains on the table in the lab, just in case.

    I want to recruit women but they just don't apply for the posts.

    No, I have not done that yet. In universities it used to be about scholarship and now it's all about management and administration.
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  7. You can wear jeans and a t-shirt to work and people take you more seriously than when you wear a suit and tie.

    Nobody wants to discuss your work at dinner parties, so talk about sex, politics and sport instead.

    You can call yourself an engineer without getting your hands dirty or really feeling comfortable with calculus.

    You get to learn about the inside of all sorts of interesting applications: one time hospitals, the next time retail, the next finance and you get to appreciate and enjoy the hidden complexity behind everyday transactions.

    You can shift from abstract, conceptual thinking to highly detailed nuts and bolts problem solving in a single day to suit your mood and personal style.

    You can buy all the latest tablets, computer gadgets, gizmos and add-ons and claim it as essential for work.

    Bizarre error messages, crashes and unexpected application behaviours will brighten up your day. Why did it do that?

    The news items and even, occasionally, the comments on slashdot will make sense.

    You can work in Shoreditch, have a (subtle) tribal tattoo and still afford a mortgage on a (small) flat in London.

    You can love your work and never have to explain why, because nobody will believe it anyway.
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  8. I do not know anybody who has successfully planned their career. I know plenty of people who might claim to have done so, but I don't believe them. We are swept along by the rapid current of our lives, applying a few judicious corrections to our course when we can. Sometimes we can give an account of why we are where we are, but this is retrospective justification. The finer the decision we have to make, this job - that job, this university - that university, the more time we spend contemplating it, but actually, the less it matters. I was initially tempted to direct my advice to aspiring academics but, on consideration, my opinions are framed more widely. It may also be that some of what follows could be useful as a basis for advising students.

    So, it seems to me then that there are three critical questions to answer. What do you want to be? Who are you? What do you want to do? In that order. The rest, while it cannot be left entirely to the operation of chance, should cause fewer sleepless nights.

    What do you want to be? This first question is not really about jobs and careers at all, though it manifests as such. It is a question ultimately about values. What is it that you value? What do you believe in? Perhaps, and this is a more complicated way of asking the same thing, what constitutes for you 'the good life'? Nobody, I think, is so lacking a compass that they can be happy and satisfied doing something that is fundamentally out of kilter with their values. I am not a moral relativist, I think however this is a personal question and being true to yourself is what is of importance.

    Who are you? This may be the easiest or the most difficult of the three questions depending on your capacity for self-reflection. It asks essentially what your skills and capacities are. What do you do uniquely well, and conversely what are your weaknesses? I suggest focussing specifically on the broad 'transferrable skills' and on those capacities that stem from your character and personality. The working assumption is that you will be more successful in careers and roles which play to your strengths, and on the whole success and enjoyment of work go together. I do not assume that skills and capacities are fixed, indeed you can overcome your weaknesses and there can be a profound satisfaction in confronting them and doing this, but the decision to do so entails risks that will have to be offset against other considerations.

    What do you want to do? This may seem in some way to beg the question but I have in mind a much broader interpretation. Project yourself forwards, what is the texture of your life like? Conjure an image, what are you wearing, where are you living, are you in a office ... of what sort, are you working on your own, are you directing others? Do not think about jobs specifically nor about what you want to achieve, think instead about what you enjoy and imagine yourself doing day by day. Visualise this, as carefully as you can, do not edit the details, they matter.

    If you have managed to answer these questions it should plot the route ahead or at least set the direction. There are plenty of people to help with the precise steps. If you cannot answer the questions, ask your close friends and family. People who know you well and  ideally who can help you build a picture of yourself. Set aside their specific career advice, instead use their personal insights and life experiences. What could be easier?
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  9. Preparations for the national research assessment to be undertaken in the UK are now well underway. As part of this exercise, it is necessary to provide some relief from the requirements to submit work for assessment. This relief is granted on the basis of personal circumstances that may have adversely affected the capacity to undertake research during the period under consideration. Some circumstances are 'well-defined', such as maternity leave, and attract a fixed discount, others are individual and must be separately determined. All of this must be done by institutions submitting themselves to the assessment in a way that respects the requirements of equal treatment and is auditable. Considerable amounts of funding rest on the outcomes of the larger assessment.

    This bald statement covers in fact a complex process in which a very precise calculation of pain and personal difficulty is rendered, yielding a result which should, in theory, be reasonably comparable across institutions. I have been engaged in this process on behalf of my own institution. It is a responsibility that, frankly, I had not anticipated gaining much from. Just one of the things you do in an organisation. Unexpectedly however, I have gained from it some personal insight into what I might grandiosely term 'the human condition'.

    Reviewing the individual cases, suitably anonymised, I was repeatedly struck by the hidden suffering of many colleagues. Illness, death of family members, disability, onerous caring responsibilities, sickness in children and tragic accidents. Such problems are rarely spoken about, in many cases the forms, setting out the circumstances, and submitted in confidence, represent the only disclosure of the information to the university. What was most striking was the often tentative, even, dare I say it, apologetic framing. A large proportion of the submissions placed emphasis on the fact that despite feeling required to disclose difficulties they had nevertheless succeeded in doing work that allowed a full submission.

    I am sure that some of this is partially accounted for by a competitive, results focussed culture that characterises universities and, not unrelated to it, by the high proportion of driven achievement-oriented individuals that are drawn to research.  Another part is the deeply ingrained reticence of the British, and those who have adopted their manners and mores, that inhibits divulging what are viewed as  'private' matters.

    The real revelation however, is simply the pain and difficulty quietly, stoically, borne. It is easy to assume that the personal life of colleagues is in some way like ones own. It is easy to project your own circumstances, capacities and resources onto others, an emotional 'heuristic', if you like. The lesson, for me at least, is to extend understanding and sympathy. Unkindness can be effected through a lack of consideration that can easily come to be a workplace norm. The bureaucracy of research assessment has unintentionally lifted a little corner of the fragile fabric that separates the personal and the professional.
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  10. 'Here ends the map, here ends the known way'.

    My holiday reading includes a collection of essays by Charles Nicholl: 'Traces Remain'. One of these essays, 'Conversing with Giants', dissects an account of travels in the New World by a member of Magellan's expedition. This account was first made available in the 1520s and then in various versions over the succeeding centuries. Nicholl seeks to understand the mixture of the fantastic and the mundane that it comprises. He succeeds in explaining how the practical traveller and the fabulist merge together in an encounter with a Patagonian native: the 'giant' of the essay's title. It is a superb feat of imagination and intellectual analysis.

    I am drawn particularly to a phrase from the account 'hic finis chartae viaeque'; to travel, literally, beyond the charted way. These dry words encapsulate the immensity of the endeavour. To step out beyond everything that is known, into a new world of uncertainties. A world in which anything is possible and even giants are to be expected. To take this step without the messages of travellers who have gone before, with limited expectation of return, with no ability to call on additional resources, only, perhaps, with the consolation of faith.

    Sometimes when I dream, or at any rate when I remember my dreams, I feel myself in a void. I am swimming, or perhaps floating, the precise sensation is unclear. All around is water, or space. There are no people, borders, edges, landmarks or directions. I have stepped off the map, off the known way. It is a frightening, disorienting experience. I wake and am rescued, tumbled with relief into the familiar. What seems extraordinary is not the giants but the men and women who would willingly enter into that condition of maplessness. Heroes, explorers, artists, scientists.
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Professor of Software Systems Engineering & Dean of Engineering Sciences at UCL. Interests: technology, books, art, antiques. London, UK.
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