Proceedings
Compile, validate, and export a publisher-ready proceedings package of your conference's accepted papers from the Conference Leadership Console.
Purpose
The Proceedings tab is where you assemble and download a proceedings
package for your conference. It gathers your accepted papers, runs a pre-flight
validation check against your configured publisher's profile, and exports a ZIP
containing the paper PDFs plus the metadata your publisher needs
(metadata.csv, BibTeX, and a manifest). Use it once camera-ready submissions
are in and you're ready to hand the volume off to your publisher.
When you use it
Open this tab near the end of your conference lifecycle — after acceptance decisions are final and authors have uploaded their camera-ready PDFs — when you need to deliver the proceedings to your publisher (IEEE, ACM, Springer, and so on) or produce a self-published archive. Run it whenever you want to check whether every accepted paper is export-ready, and again to download the final package.
Walkthrough
- 1
Open the console, select your conference, and click the Proceedings tab.
- 2
Confirm the Publisher shown at the top. This field is read-only here and is labeled "from Setup" — it reflects the publisher you chose in Setup & Settings → Proceedings & Publishing. If it reads "None" or is wrong, set the publisher, series, and copyright there first, then return.
- 3
Choose a Scope. Leave it on Whole conference to include every accepted paper, or pick a single program from the dropdown to export just that program's papers.
- 4
Optionally tick Exclude no-shows to leave out papers whose authors did not present.
- 5
Click Pre-flight check. This validates the selected papers without downloading anything and returns a summary: total papers, errors, warnings, missing PDF count, and the publisher profile used.
- 6
Review the per-paper table. Each row shows the sequence number, paper number and title, whether a PDF is present (check or cross), the Copyright status, and any Issues — errors are flagged in red, warnings in amber, and clean papers show "OK".
- 7
Resolve any errors first (for example, a missing camera-ready PDF or an unmet copyright requirement), then re-run the pre-flight check until the report is clean.
- 8
Click Export ZIP to build and download the package. It opens in a new tab and streams a ZIP containing the accepted papers' PDFs plus
metadata.csv, BibTeX, and a manifest, ready to deliver to your publisher.
Tips
Always run the pre-flight check before exporting. It catches missing PDFs and copyright gaps early, so the package you hand to your publisher is complete the first time.
The Proceedings tab can't change your publisher — it only reads it. The publisher you select in Setup & Settings → Proceedings & Publishing drives both the export profile and the copyright model (transfer, license, CC-BY, or none), so configure it there before exporting.
For large or multi-track conferences, use the Scope dropdown to validate and export programs individually. It makes pre-flight reports easier to read and keeps each download focused.