Conference Setup
Learn how to create and configure your conference from scratch
On this page
1 Creating a New Conference
To create a new conference, you must first be signed in to your EasyConferenceHub account. Once signed in, you have several ways to start the conference creation process:
Option 1: From the Header Navigation
Click the "Create Conference" button in the top-right corner of any page. This button is always visible when you're signed in.
Option 2: From My Conferences
Navigate to "My Conferences" and click the "Create Your First Conference" button if you don't have any conferences yet, or the "Create Conference" button in the header.
Option 3: Direct URL
Navigate directly to /conferences/create
2 Basic Information
The first section of the conference creation form collects the essential details about your conference.
| Field | Required | Description |
|---|---|---|
| Conference Name | Required | The official title of your conference. Example: "International Conference on Artificial Intelligence 2026" |
| URL Slug | Optional | A short, URL-friendly identifier (e.g., "icai-2026"). Auto-generated from the name if left blank. Only lowercase letters, numbers, and hyphens allowed. |
| Description | Optional | A brief overview of the conference scope, objectives, and topics of interest. This appears on the conference landing page. |
| Location | Optional | The physical location or venue. Example: "San Francisco, CA" or "Virtual" |
| Website URL | Optional | Link to the official conference website if you have one external to EasyConferenceHub. |
Pro Tip
Choose a clear, memorable URL slug as it will be used in all conference links. Once set and the conference has submissions, changing the slug may break existing links.
3 Setting Important Dates
Configure the timeline for your conference. These dates help authors and reviewers understand the schedule and are displayed on the conference landing page.
Submission Period
- Start Date: When authors can begin submitting abstracts
- Deadline: Final date for abstract submissions
Review Period
- Start Date: When the review process begins
- Deadline: Final date for completing reviews
Author Notification
The date when authors will be notified of the accept/reject decisions on their submissions.
Conference Event
- Start Date: First day of the conference
- End Date: Last day of the conference
Important
All dates are optional during initial setup, but we recommend setting them before publishing your conference. The system validates that end dates come after start dates.
5 Visibility and Status
Control who can see your conference with the status setting.
Draft
The conference is only visible to you (the creator). Use this while you're still setting things up. Authors cannot submit to draft conferences.
Active
The conference is publicly visible in the conferences list. Authors can view the landing page and submit abstracts (if within the submission period).
Archived
The conference is hidden from public listings but still accessible via direct link. Use this for past conferences you want to preserve but not actively promote.
6 Editing Your Conference
You can edit your conference settings at any time after creation.
From My Conferences
Go to "My Conferences", find your conference, and click the pencil icon to edit.
From the Chair Dashboard
Navigate to your conference's Chair Dashboard and click "Settings" to access the edit form.
Note
All changes are saved immediately when you click "Save Changes". There is no separate publish step for edits.