Submitting a paper

Most authors finish a submission in under fifteen minutes once they have their PDF and co-author list ready.

Before you start

Have these ready:

• The paper PDF (and any supplementary files allowed by the conference).
• The abstract in plain text.
• Your author list, in order, with their email addresses and ORCIDs if available.
• Any conflicts of interest required by the conference.

Submit

1. 1

   From your conference, open the Author Console in the sidebar (or go to the submission portal).

2. 2

   Click New Submission and choose the program or track that fits your work. Each card leads with the program's acronym, with its full name underneath, and a closed call is marked Past due. Deadlines can differ from one program to the next; the list view shows each program's due date, and the call for papers has the full schedule. Some conferences split submissions across multiple tracks; pick carefully — you usually cannot move a submission between tracks later.

3. 3

   When a conference has workshops (or other sub-programs), the portal is split into sections. Program Submissions lists the main tracks and the Workshops card (its tag names what it holds), whose Submit is where you propose a new workshop. Below it, a Workshops section lists the approved workshops, which is where you submit a paper to a workshop. Each section has its own card / list toggle and can be folded away with the arrow by its title; every section starts open, and a long one has a search box. Programs appear in the order the chairs set.

4. 4

   On Submission Info, fill in title, abstract, keywords, and topics. These drive reviewer matching, so be specific. If the program has tracks or paper formats, choose your Track and Paper format here too; a format is required when the program offers them. Choose Archive: Archival submissions appear in the proceedings, Non-archival ones are presented but not published. The program sets which one is preselected. If the program asks for a License, it is shown here too: either the one license the program uses, or a choice of Creative Commons licenses with CC BY 4.0 preselected. Select the info icon next to it for a one-line summary and a link to the license. Nothing to sign — the license is saved with your submission and shown on My Submissions.

5. 5

   Submitting a proposal (to run a workshop, tutorial or session)? On Submission Info, the Program Acronym is suggested from your title as you type; edit it if you like (for example AIGW 2027). It becomes that program's short name if the proposal is accepted. A proposal has no Archive choice and no CSV import, and the wizard skips the Alternatives step: a proposal creates a program, so there is nothing to redirect it to.

6. 6

   On Authors & Affiliations, you are already on the list, marked You, filled in from your profile (name, email, organization, country and personal homepage); check the details. Your email is your account's and can't be changed here, and your own row can't be removed: whoever submits is one of the authors. Click Add Author for each other author. Every author needs their own AirBalloon account: start typing their name or email and pick them from the suggestions, or type the email of their account and it is found for you. A linked author shows as AirBalloon account with their name and email; you can still adjust the affiliation, department, country and homepage for this paper, and Change picks someone else. If an email has no account, ask that author to sign up first: you can't create an account for them or type in their details. There is no batch CSV import for authors.

   The list order is the author order: Author 1 is first. Use the ↑ and ↓ arrows on a row to move it. You don't have to be Author 1: to put someone else first, add them, then click ↑ until they are at the top.

7. 7

   Upload your PDF and any supplementary files. The system checks the page count and basic formatting against the conference's submission policy. If the program sets page limits for your paper category, a Page check panel shows the total and, for reference, the main text, references and appendix. A PDF over the category's total can't be submitted until you shorten it. If your main text is below the category's minimum, the category is switched to the one that fits and you are told; you can keep your original choice.

8. 8

   Disclose any conflicts of interest the conference asks for, and confirm the author representations (originality, no dual submission, AI-disclosure rules, etc.).

9. 9

   Click Submit. You'll receive a confirmation email; the submission appears in your Author Console.

After submitting

• You can edit your submission until the deadline. After the deadline, edits are usually disabled.
• During review, the system may request a rebuttal or revision; you'll get an email and a notification in My Dashboard.
• When decisions are released, you'll see the outcome in your Author Console. Accepted submissions then move into the camera-ready flow.