Programs

Purpose

The Programs tab is where you build the structure of your conference. A program is one logical submission stream — a main paper track, a workshop, a poster/demo session, a keynote or panel call, or a container that groups several sub-programs together. Each program gets its own submission type, timeline, committee, and (on the Full tier) review workflow.

This tab also gives you a read-only overview of how each program is doing: submissions, and — on the Full tier — how many are under review, accepted, and rejected. The summary's Paper Submissions counts papers in every program, workshops included; proposals to run a workshop or tutorial are shown separately beneath it.

When you use it

• At setup, to create your first program before any call for papers can open.
• When you add new streams later (a workshop track, a poster session, a late-breaking-results call).
• To reorder how programs appear, activate or deactivate a stream, or rename and reconfigure one.
• To check headline numbers per program and across the whole conference.

Walkthrough

Create a program

1. 1

   Open the Conference Leadership Console, pick your conference, and open the Programs tab.

2. 2

   Click Create Program (top right). If the tab is empty, use Create First Program in the center of the page.

3. 3

   In Program Info, enter the program name, acronym (filled in from the name; the refresh button beside it regenerates it after you edit the name), and description, and choose a program type: Paper, Proposal, Poster / Demo, Keynote / Panel, Workshop Container, or Session Container. Add any tracks for this program here.

4. 4

   In Submission, configure what authors submit — the submission type and content fields such as abstract, keywords, and PDF.

5. 5

   In Dates, start with Program Dates — the days this program actually runs. They default to the conference's start and end dates, so a program that runs with the conference needs no change. If this program runs on its own days (a workshop the day before the main event, for example), set its own start and end date here.

   Changing the start date moves the end date to the day after it, so set the end date second if the program runs longer than one day.

   Everything below that — submission, review, decision, and camera-ready deadlines — is calculated back from the program start date, so changing it re-derives the whole schedule. Each deadline stays editable afterwards, and Reset to conference dates puts the program back on the conference window and recalculates. Calculated deadlines fall at 23:59 local time on their day (the camera-ready step is labeled Camera-Ready Submission). To fill in or save every date as a CSV file, click Import/Export at the top right of the dates step.

   A container program (Workshop or Session Container) only collects proposals, so its dates step has a single Submission due date and no camera-ready step; each sub-program sets its own schedule.

6. 6

   For paper programs that use a non-AI review mode, set the review configuration in the Review step. (This step is skipped for program types and review modes that don't need it.)

7. 7

   Finish on the Create step. The new program appears as a card in the grid.

Structure and reorder programs

1. 1

   When the conference has container programs, the tab is split into sections: Programs lists every main program, the containers themselves included, and each container then has its own section, titled with the container's name (for example Workshops), listing its sub-programs as full cards or rows.

2. 2

   Reorder: drag a program card by its handle, or use the up / down arrows beside it, to change the order within its section. The new order is saved automatically and is the order the Submission Portal lists programs in. Only conference organizers can reorder the top-level programs; if the save is refused, the old order comes back with a message.

3. 3

   Move a sub-program to another container: drag it into that container's section (an empty section accepts a drop too) and confirm Move. It's the same as Move to…: its submissions, reviews, committee and link stay as they are, the other container's chairs oversee it, and the chairs are notified. A sub-program can't be dropped into Programs, and a main program can't be dropped into a container.

4. 4

   Container programs (Workshop / Session containers) show Sub-Programs, Committee, and Dates buttons. Use Sub-Programs to add and manage the workshops or sessions grouped inside.

5. 5

   In a container's section you can open, edit, clone and reorder its sub-programs directly (the order is saved for that container). The container's Sub-Programs button opens the full manager, where you can also Move to… another container (see Multi-Program Chair Console → Programs). As an organizer you can move a sub-program between any two containers of the conference.

Manage an existing program

1. 1

   Edit a program (name, type, submission settings, tracks) with the Edit button on its card. In Program Committee Setup the roles offered follow This program organizes sub-programs: a container offers only the roles that manage its sub-programs (Workshop / Tutorial General Chair and Co-Chair); any other program offers the regular committee roles (Program Chair, Co-Chair, PC Member, Workshop Chair, Session Chair, …). A pending invitee shows when the invitation was sent, turns Expired after 30 days, and has a Resend button that renews the link.

2. 2

   Clone (beside Edit) makes a copy of a program: name it, and the copy gets the same settings, submission types, tracks, dates and email templates, starting inactive. It is the same as Clone Program in Edit Program. People (committee, submissions, reviews) are not copied.

3. 3

   Switch between card and list view with the two buttons next to the Programs heading. List view shows one program per line; the tab remembers your choice.

4. 4

   Activate / Deactivate a program with the button beside Edit at the top of its card, to open or close it without deleting anything.

5. 5

   Dates opens the program's important-dates editor.

6. 6

   Submissions, Committee, and Reviews open read-only oversight views for that program.

7. 7

   Delete (the trash icon at the card's bottom-right corner) removes a program. A program that still has submissions cannot be deleted — clear its submissions first. Deleting also removes that program's committee assignments, invitations, email templates, and tracks, and cannot be undone.

Add, edit, or delete tracks

Tracks are topic areas inside a program (e.g. "NLP", "Vision") that share the same submission rules and timeline. Manage them under Program Tracks when creating or editing a program.

1. 1

   In the program editor, go to Program Tracks and click Add Track.

2. 2

   Enter a Track Name. For the Code — the short badge shown next to the track name — either type one or click Auto to generate it from the name.

3. 3

   Pick a Color from the preset circles, or click the dashed custom circle to open a color picker and choose any color. Optionally add a Description, then click Add Track.

4. 4

   Edit a track later with its pencil icon — the form reopens as Update Track, prefilled; change the name / code / color / description and click Update Track to save it in place (no need to delete and re-add).

5. 5

   Delete a track with its trash icon.

Tips