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 with ConfTool Pro, including the abstracts and the 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 "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 display the abstracts by default.
- Select "Yes" for "Default for 'Show Downloads'" to offer the uploaded files for download by default.

Important: Both options also have to be enabled for each session. Please see the next step.

2. Configure Access for Individual Sessions

This is the setting that is most often overlooked: abstracts and downloads are only shown in the agenda if they are also enabled for the individual session.

Please go to:
Overview => Conference Program Scheduling => Create, Configure and Delete Sessions

Edit the desired session and adjust the following settings (see image 2):

Abstracts: You can switch the display of the abstracts on or off for each session.
Downloads: Under "Can the Contributions Be Downloaded?" you can define who can download the uploaded files of the session:
- "Yes, accessible to the public."
- "Yes, accessible to the public, but only for submissions where the copyright form was signed."
- "Yes, but only by registered participants."
- "Yes, but only by registered participants without debts." (i.e. participants who have paid their registration fees in full)
- "Yes, but only by registered participants and only for submissions where the copyright form was signed."
- "Yes, but only by registered participants without debts and only for submissions where the copyright form was signed."
- "Yes, but only by chairs and session moderators."

Important: Downloads also have to be enabled for the corresponding submission type / conference track. Please see step 3.

Please note: If the upload of final versions (camera-ready copies) is enabled and the authors have uploaded their files, the agenda shows these final versions. Otherwise, the files of the first upload are shown.

3. Configure Access for Submission Types or Conference Tracks

You can also control the access to uploaded files separately for each submission type or conference track.

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".
Define whether the uploaded files are publicly accessible (see image 3).

A Custom Agenda on Your Main Website

ConfTool Pro supports you in scheduling your event and creates a browsable online agenda, but it has no design or layout functions. If you have special design requirements or are organizing a large event, we recommend commissioning a web designer to create a customized agenda for your main website. Please use the export functions of ConfTool to retrieve the required data.

Please see also: