Topic: Conference agenda - publishing proceedings online (with abstracts and downloads)

We want to publish the conference proceedings online, including the abstracts and the full papers as downloads.
How can we do this?

(A German version of this article is available.)

To publish the conference proceedings online via ConfTool Pro, including abstracts and full papers as downloads, please follow these steps:

1. Enable the Conference Agenda as Online Proceedings

Please go to:
Overview => Conference Program Scheduling => Main Settings for Conference Session Overview
Enable the module and set a start and end date for the phase (see image 1)
Under the setting “Access Mode to Conference Agenda”, define which users can access the agenda.
In the section “Default Settings for Conference Agenda”:
Select “Yes” for ‘Default for “Show Abstracts”’ to set the default for displaying abstracts.
Select “Yes” for ‘Default for “Show Downloads”’ to set the default for downloading uploaded files.
Important: Both options have to be set per session, too. Please see the next section.

2. Configure Access for Individual Sessions
You can set access permissions for abstracts and downloads for each session:

Please go to:
Overview => Conference Program Scheduling => Create, Configure and Delete Sessions
Adjust the settings as needed to determine availability to the public (see image 2)
Important: If the final upload (camera-ready version) is enabled and the corresponding files have been uploaded, these files will be displayed in the agenda. Otherwise, the files from the first upload will be displayed.

3. Configure Access for Submission Types or Conference Trackss
You can also control access to uploaded files for each submission type or track separately:

Please go to:
Overview => Settings => Manage Submission Types / Conference Tracks
Edit the desired submission type or track and scroll down to the section “Download Settings”.
Change the settings to define if uploaded files are publicly accessible (see image 3).

Additional Notes:
If you have high standards or are organizing a large-scale event, we recommend commissioning a web designer to create a customized agenda for your main website. Although ConfTool Pro can be used for scheduling purposes and will create a browsable agenda, it has no design or layout functions.

Please use the export functions of ConfTool to retrieve the required data for your custom website.

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