PaperNest resources

Conference Organizer Guide

Last updated: 9 October 2026

Plan a BRAINCON event from setup and calls for papers to programmes and proceedings.

Establish ownership and access

Identify the institution or organizing team, responsible chair, administrative contacts, and publishing owner. Request the required roles and approval before opening a conference. Start through Create Conference with an authorized account, or contact support for onboarding.

Configure the event

Prepare the event name, description, venue, dates, public website, tracks, topics, committee, and review model. Verify which information should be public. A submitted listing or creation request may require administrative review; confirm its actual state before announcing that submissions are open.

Publish clear requirements

Specify scope, templates, limits, author declarations, anonymity rules, fees if applicable, and organizer contact information. Distinguish submission, review, rebuttal, decision, camera-ready, registration, and event dates. State the relevant timezone and any deadline-change procedure.

Coordinate review

Invite qualified committee members, collect conflicts and availability, and assign eligible reviewers. Monitor invitations, completion, and overdue work in the authorized chair workspace. Preserve blind-review and confidential-note boundaries, and ensure decisions are made and released by the responsible people.

Registration and participation

Publish organizer-specific participation terms, charges, cancellation/refund rules, conduct requirements, and accessibility contacts before collecting registrations or payments. Separate acceptance, registration, and payment states. Use Registration, Fees & Refunds as platform-level guidance.

Programme and proceedings

Collect the required camera-ready versions and rights declarations. Allocate eligible papers to sessions, confirm presenters, and release approved programme information. Confirm the publisher, licence, DOI arrangements, and archival responsibilities before promising proceedings or indexing.

Operate and close the event

Provide named contacts for technical support, conduct reports, editorial appeals, and event logistics. Communicate schedule changes clearly. After the event, reconcile registrations, publication artifacts, and permitted exports, and agree the record-retention and access-closure process with your institution.

Institutional planning

See PaperNest for Institutions for onboarding and service requirements, and the Trust Center for policy resources.

Contact

For organizer onboarding or conference-workflow assistance, email media.brainfoundation@gmail.com.
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