Attracting high-quality submissions to an academic conference requires reaching specialists who work directly within the conference topics. General academic mailing lists often yield low response rates or poorly aligned submissions. On SciMatic, conference organizers can publish their events directly within an ecosystem that includes active research groups, literature survey tools, and peer-reviewed journals.
This guide explains how to set up an academic conference listing on SciMatic, define your submission criteria, and structure your event so that qualified researchers and graduate students discover it.
Prepare Your Conference Information
Before creating a listing, compile your event data into a structured format. Having complete information ready reduces the need for subsequent edits and ensures that prospective authors have immediate clarity regarding expectations.
Prepare the following details in advance:
- Basic Identifiers: Full conference title, standard acronym, and edition number if applicable.
- Dates and Location: Official conference dates, physical venue or virtual platform details, and primary time zone.
- Deadlines: Separate deadlines for abstract submission, full-paper submission, review notification, camera-ready submission, and registration.
- Scope and Tracks: A precise scope statement and distinct subject tracks with relevant keywords.
- Committees and Organization: Names and institutional affiliations of general chairs, program chairs, and scientific committee members.
- Registration Fees: Expected fees for authors and attendees, noting support for SciMatic internal credit (SCI balance) or USDT payments.
Creating the Listing on SciMatic
To publish a conference on SciMatic, sign in to your organizer account and access the Conferences section from your main dashboard.
Step 1: Create a New Conference Entry
Select the option to create a new event. You will be prompted to enter the core metadata, beginning with the conference title, acronym, and hosting institution or organizing society. Ensure the title matches all official documentation to prevent confusion with similarly named events.
Step 2: Define Disciplines and Thematic Tracks
SciMatic uses disciplinary classifications to index events. Select the primary and secondary fields that reflect your focus. If your conference has multiple streams—such as computational linguistics, materials science, or public policy—create individual tracks for each. Each track should contain a short scope summary and three to five specific subject keywords. These keywords allow authors browsing by specialty to locate your call for papers.
Step 3: Establish Deadlines and Submission Guidelines
In the timeline section, enter each milestone date. SciMatic displays these dates to visiting researchers and sorts events based on upcoming submission deadlines. Specify formatting guidelines, page limits, and accepted file types directly in the submission guidelines field. If your event uses blind or double-blind peer review, state this explicitly so authors can prepare anonymized files accordingly.
Integrating with Research Groups and Publication Workflows
Listing your conference on SciMatic provides utility beyond a static webpage. Organizers can connect their event to broader academic workflows across the platform.
Connecting with Research Groups
SciMatic hosts dedicated Research Groups where scholars collaborate on specific disciplinary questions. If your organizing committee or department maintains a Research Group on the platform, link the conference listing to that group. Members of the group will receive direct notification of the event, and the listing will appear on the group’s shared resource page.
Managing Submissions and Reviews
Organizers can manage the intake of conference manuscripts directly within SciMatic. When authors submit to your conference, submissions are routed according to the track selected. You can assign submissions to scientific committee members for evaluation or utilize SciMatic’s AI Review Process to generate initial structural and reference assessments before human reviewers conduct their qualitative analysis.
Handling Registration and Payments
If your event requires registration fees, you can configure fee tiers (such as student, regular author, or attendee). SciMatic allows participants to settle these transactions using their SCI balance or USDT, streamlining cross-border payments for international delegates who face banking restrictions.
Maintaining Listing Accuracy
Once your listing is published, monitor incoming inquiries through the administrative mailbox associated with your SciMatic account. If submission deadlines are extended, update the timeline fields immediately so that automated deadline counters reflect the new dates accurately.
By entering clear scope boundaries, organizing distinct tracks, and connecting your listing with relevant research groups, your conference remains visible to active researchers throughout its call-for-papers cycle.
