Ivy Event Management

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A complete event management platform for managing event registrations, paper submissions, event schedule and sponsors.
event management, conference management, conference software, event software,
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User Reference

Overview

This note describes the steps for Ivy League Conference Management system in respect of powering various aspects of your conference management.

Ivy League offers a complete conference management solution through a secure site created on our server for your conference, such as https://conference2017.ivyleaguesystems.com, through which your delegates, authors, reviewers, sponsors and chairpersons would transact their respective functions. Through Ivy League, your delegates would be able to register and make electronic payments through credit card, debit card and online net banking account. Your authors would be able to submit their abstracts and papers, you could assign them to reviewers at the click of a button, your sponsors could sign up and conference chairs could generate program schedule, assign presentations and generate proceedings. Ivy League also offers reports to list abstract and paper details, reviewer lists, see registered candidate details and export these to excel, pdf or other formats.

Workflow

The following sections explain each step in the workflow process, separated into major tasks of of event setup, user management, manuscript submission, registration, schedule creation and proceedings generation.

 

Event setup process

The event first needs to be setup with basic details on the new site created for your conference. This is followed by setting up the chair login account and bank account details.

Step 1: Admin creates event

In the initial step, on confirmation of order, the admin (our team) creates a site with a few details taken from the customer or the conference website.

  • Event name and description
  • Event venue, website, phone
  • Abstract and paper deadlines
  • Themes under which abstract will be submitted and their descriptions
  • Primary chair email account used for sending and receiving emails within system
    • This account needs to be first verified by clicking on a link received in an email which will be sent from our Amazon server
  • Bank a/c details where conference registration funds are to be received.

Admin also creates a merchant entity with the payment gateway using bank a/c details for enabling online transactions. This requires the customer to send us

  • A copy of the front page of a/c chequebook containing a/c name and address, and
  • A copy of the PAN card associated with the account

Step 2: Admin invites PC Chair

In the next step, the admin (our team) adds the (primary) chair account and an email is automatically sent with login and password credentials. The chair can login to the site using these credentials. He/she can access all the screens and functionalities, except the admin functionalities.

 

User management process

The user management process is handled through the menu PC member->User management. This includes functions of inviting users, adding roles to existing users and sending emails to rolewise groups of users.

Step 1: PC Chair invites users

PC chair can invite users through the system, in bulk using PC member->User management->Add users and individually / in small batches through PC member->User management->Add users manually.

While adding users, they are invited for specific roles.

  • Researcher is the default role, also assigned to users who sign up on their own through the site. A user with researcher role can submit an abstract (or direct paper if enabled), and register for the conference.
  • Invited speaker role is given to users who are invited to submit a brief abstract. This abstract does not go through review and is automatically accepted.
  • PC chair role is given to other conference chairs, who require maximum access level and system permissions such as for adding users, accepting/rejecting papers, creating program schedule, verifying registrations etc.
  • PC member role is given to program committee members who can assign reviewers to submissions, accept/reject abstracts etc.
  • Reviewer role is given to experts who will assist the chair in reviewing abstracts / manuscripts submitted to the conference.
  • Organiser role is given to volunteers who will assist with registration payment details, confirm payments received in bank a/c, oversee participant list, manage front-desk registrations, issue conference passes etc.
  • Sponsor role is given to corporate sponsor contact persons who are invited to sponsor your event.
  • The chair can add a customized message to users while adding them. Automated emails will then be sent out to users with their login credentials and role for the conference site.

 

Step 2: PC Chair adds roles to users

  • PC chair can assign additional roles to users existing in the system.
  • For users having roles in this conference, using menu PC member->User management->Edit conference user roles
  • For users existing in system (but not having roles in this conference yet), using menu PC member->User management->Add roles to users.
  • Users can be searched by their names / affiliations. The existing roles for them in this conference are displayed. Additional roles can be added to them when ‘Add role’ is clicked.
  • An email is sent out to users automatically informing them about their new role.

Manuscript submission and review process

The abstract submission-review-decision-paper submission-review-decision-final paper submission process is handled using a single-blind peer review process with a single user being able to submit multiple different abstracts. Reviewers can see author names, but reviewers are anonymous and names are not shown in reviewer comments. The user who submits the abstract has to be the presenting author at the conference.

Step 1: Users submit abstract

  • Logged-in users can submit abstracts (or direct paper if enabled) on the site.
  • Logged in user has to be presenting author for abstract.
  • Under menu Author->Submit abstractusers can enter the title, content, theme, emails / organizations of all co-authors, preference for oral / poster presentation.
  • After submission users can view submitted abstract and its status through menu Author->My abstracts.
  • Submitted abstracts cannot be edited, deleted or resubmitted. One author may submit any number of abstracts for a conference. (He/she needs to register to be included in conference program presentations or proceedings.)
  • All presenting authors and co-authors receive a confirmation of abstract submitted to the conference. Further communication about abstract status is only addressed to presenting author.

Step 2: Chair assigns abstracts for review

  • Submitted abstracts can be viewed and assigned for review by pc chair/member through the menu PC member->Abstract submission->Assign abstracts for review.
  • Multiple abstracts can be assigned to reviewers at a time
  • Reviewers can be selected by searching their names / affiliations in the user database or new reviewers can added using their name and email address.
  • If the chair selects a particular abstract, matching reviewers can be suggested on that screen based on no conflict of interest (based on current affiliation), matching specialization with abstract theme, and less than 5 assignments per reviewer.
  • Automatic invitation emails are sent to reviewers once they are assigned an abstract.

Step 3: Reviewer submits abstract review

  • Reviewers can accept/decline the review through menu Reviewer->Display assigned abstracts.
  • Automatic emails are sent to reviewers once they accept or decline an abstract review.
  • If they accept an abstract they can view the assigned abstract through menu Reviewer->Display assigned abstractsand submit their review comments by clicking on ‘Submit comments’.
  • Reviewers can submit their text comments, ratings and recommend either oral or poster presentation at this stage.

Step 4: Chair accepts/rejects abstracts

  • PC chair accepts/rejects abstracts through menu link PC member->Abstract submission->Accept/reject abstracts.
  • Multiple abstracts can be accepted or rejected at a time or more details can be viewed about a particular abstract by clicking on ‘Accept/Reject’ icon.
  • In the details screen, the reviewer comments and recommendation, ratings can be viewed for a single abstract.
  • The chair also makes a decision on presentation type - oral/poster in this step.
  • On accept/reject an automatic notification email is sent to the presenting author.
  • The author can now view the updated status and reviewers comments through menu link Author->My abstracts

Step 5: Users submit paper

  • Users whose abstracts have been accepted for oral presentations can submit papers on the site through menu link Author->My abstractsand click on ‘Submit paper’ against a particular abstract.
  • If direct paper submission is enabled, all users can also submit papers directly through menu Author->Submit paper
  • Paper file uploads are required in both Word (docx) and Adobe (pdf) file format. There can be upto five optional image attachments.
  • After submission users can download the submitted paper and view its status through menu Author->My abstracts.
  • Submitted papers cannot be edited, deleted or resubmitted.
  • The presenting author receives a confirmation of paper submitted to the conference.

Step 6: Chair assigns papers for review

  • Submitted papers can be viewed and assigned for review by pc chair/member through the menu PC member->Paper submission->Assign papers for review.
  • Multiple papers can be assigned to reviewers at a time
  • Reviewers can be selected by searching their names / affiliations in the user database or new reviewers can added using their name and email address.
  • If the chair selects a particular paper, matching reviewers can be suggested on that screen based on no conflict of interest (based on current affiliation), matching specialization with abstract theme, and less than 5 assignments per reviewer.
  • Automatic invitation emails are sent to reviewers once they are assigned a paper.

Step 7: Reviewer submits paper review

  • Reviewers can accept/decline the review through menu Reviewer->Display assigned papers.
  • Automatic emails are sent to reviewers once they accept or decline a paper review.
  • If they accept a paper they can view the assigned paper through menu Reviewer->Display assigned paperand submit their review comments by clicking on ‘Submit comments’.
  • Reviewers can submit their comments as pdf file attachment and/or text, ratings based on several parameters and recommend either Accept/Reject/Accept with revisionsat this stage.

Step 8: Chair accepts/rejects/accepts with revision for papers

  • PC chair accepts/rejects papers through menu link PC member->Paper submission->Accept/reject papers.
  • He can assign status of either Accept/Reject/Accept with revisions
  • Multiple papers can be accepted or rejected at a time or more details can be viewed about a particular paper by clicking on ‘Accept/Reject’ icon.
  • In the details screen, the abstract details, paper download, reviewer comments and recommendation, ratings can be viewed for a single paper.
  • On assigning status an automatic notification email is sent to the presenting author.
  • The author can now view the updated status and reviewers comments through menu link Author->My abstracts
  • Author can submit a rating for reviewers through the menu link Author->My abstracts

Step 9: Users submit revised (camera-ready) paper

  • Users whose abstracts have been assigned status Accepted with revisionscan submit revised papers on the site through menu link Author->My abstracts and click on ‘Submit paper’ against a particular abstract.
  • Author can also submit a rebuttal to reviewers (as text) through the menu link Author->My abstracts
  • Revised paper file uploads are required in both Word (docx) and Adobe (pdf) file format. There can be upto five optional image attachments.
  • After submission users can download the submitted revised paper and view its status through menu Author->My abstracts.
  • Submitted revised papers cannot be edited, deleted or resubmitted.
  • The presenting author receives a confirmation of revised paper submitted to the conference.

Step 10: Chair accepts/rejects revised papers

  • PC chair accepts/rejects revised papers through menu link PC member->Paper submission->Accept/reject revised papers.
  • He can assign status of either Accept/Reject
  • Multiple papers can be accepted or rejected at a time or more details can be viewed about a particular paper by clicking on ‘Accept/Reject’ icon.
  • In the details screen, the abstract details, paper download, revised paper download, reviewer comments and recommendation, ratings can be viewed for a single paper.
  • On assigning status an automatic notification email is sent to the presenting author.
  • The author can now view the updated status and reviewers comments through menu link Author->My abstracts

Registration process

The registration process for users is quick and simple while providing maximum flexibility to chairs. The chair account controls / sets the delegate categories and registration types, rates and validity dates. Users can register for registration types which are valid on a given date.

Step 1: PC chair creates registration rates

  • PC chair/member defines delegate categories eg. Domestic delegates, Foreign delegates, Student delegates etc. through menu PC member->Conference registration->Manage delegate categories
  • For each category, registration types are defined eg. Early bird, normal registration, conference banquet etc. and corresponding rates are specified through menu PC member->Conference registration->Manage registration types

Step 2: User registers through the site

  • Users register through the link User->Conference registration
  • Users select category, registration type(s) and click on ‘Generate invoice’
  • Users can pay online or enter offline payment details. They can choose to pay immediately or pay later through the link User->My registrationswhere they click on ‘View invoice’ icon.
  • For online payment an additional fee is added as per displayed rates and the total amount is shown to user before they make payment.
  • On successful payment they can view their registration and payment status on their invoice or download their invoice through the link User->My registrations

Step 3: Managing payment details

  • For offline payments, organisers have to confirm receipt of payment through the menu link Organiser->Manage payment details.They can view confirmed or unconfirmed payments. By default only unconfirmed payments are shown. Organizers enter status as confirmed if payment received as per details entered by user.
  • Organiser can also enter additional payments received (eg. not entered by user) or issue refunds against invoices.
  • All online payments are already assigned confirmed status once they are successfully completed.

Step 4: Verifying registrations

  • PC chair has to verify all registrations through the menu link PC member->Conference registration->Verify registrations
  • A list of all users who have registered can be seen along with confirmed payment details. A registration can be verified only if payment matches / exceeds the invoice amount.
  • Email of confirmed registration is automatically sent to participants on verification.
  • Participants can download their conference pass, QR code and visa invitation letter through the link User->Conference registration->My registrations

Step 5: Onsite registrations

  • Organisers can view the list of participants through the link Organiser->List of participants
  • They can also filter this list by registration type through the link Organiser->Filter participant listso that capacities for various sub-events eg. tutorials, banquet etc. can be estimated and planned.
  • Using the search box they can also filter the list of participants using affiliations, addresses, etc.
  • Participants will be checked-in at front desk using their QR code printed on the conference pass, a standard scanning software needs to be installed on organisers phone which will display participant details once pass is scanned.
  • Organisers can print passes for individual participants if required through link Organiser->List of participants
  • The conference pass can be used for event/sub-event level access.

Step 6: Bulk registration

  • Organisers can register several delegates at once through the link Organiser->Bulk registration
  • Organiser selects delegate category, registration type(s) and selects the users for whom bulk registration is to be done. The user in whose name invoice is to be generated is also selected from among the list of these users.
  • The total registration amount is calculated and shown in the form. Then the organiser clicks on ‘Generate invoice’.
  • Organiser can then view the generated invoice. The organizer or any of the participant delegates on the invoice can pay online or enter offline payment details.
  • They can choose to pay immediately or pay later through the link User->My registrationswhere they click on ‘View invoice’ icon. The invoice contains names of all registered participants.
  • For online payment an additional fee is added as per displayed rates and the total amount is shown to user before they make payment.
  • On successful payment they can view their registration and payment status on their invoice or download their invoice through the link User->My registrations

Registration process for sponsored candidates

The registration process for sponsored candidates is identical to other users.  The chair account controls / sets the delegate categories and registration types, rates and validity dates. Sponsored candidates can also get registered through the system.

Step 1: PC chair creates sponsorship types

  • The PC chair/member defines sponsorship types through menu PC member->Manage sponsorship types
  • PC chair adds sponsorship types in which he/she enters amounts and number of free passes for each sponsorship type, eg. 3 passes for silver sponsor with sponsorship amount INR 2,00,000 etc.

Step 2: PC chair adds delegate category / registration type

  • Pc chair/member adds a special delegate category called ‘Sponsored delegates’ through menu PC member->Conference registration->Manage delegate categories
  • For this delegate category, a registration type is added through menu PC member->Conference registration->Manage registration typeswith corresponding rate of amount zero (INR 0).

Step 3: PC chair invites sponsors

  • PC chair invites each sponsor through menu PC member->Add users manuallyand enters the sponsor contact person’s name and email address, selects add as ‘Sponsor’ and clicks on ‘Invite user’. An automatic email is sent to the sponsor contact with their login details inviting them to become a sponsor.

Step 4: Sponsor adds a sponsorship for event

  • Invited sponsor contacts can login and view available sponsorship types through menu Sponsor->View sponsorship types.
  • He/she can then create a sponsorship through menu Sponsor->Add sponsorship
  • The sponsor selects a sponsorship type and enters sponsor details such as address etc.
  • Then he/she adds sponsored candidates through menu Sponsor->Add sponsored candidates.He/she can either select from existing users or add new users as candidates. These candidates should not have existing registrations.
  • An automatic email is sent to the sponsored candidates (with their login details if new users) informing them they are sponsored candidates and they should login to register.

Step 5: Sponsored candidates register through the site

  • Sponsored candidates go through the same registration process as other users, except that they get a special free sponsored delegate rate automatically.
  • When they login and go to link User->Conference registration they cansee a delegate category of ‘Sponsored delegates’.
  • Once this is selected the corresponding rate appears as priced at zero. They select this rate and click on ‘Generate invoice’.
  • Once their registration is verified by PC chair, they receive an email of registration confirmation and can download their conference pass through the link User->Conference registration->My registrations

Program schedule generation process

The schedule generation process for is completely automated while also providing flexibility and ease of use to chairs. A final presentation list is first finalized based on presenting author list with accepted submissions and verified registration. This list is used to generate a schedule based on chair inputs for presentation / session duration and presentations are automatically assigned to sessions.

Step 1: PC chair finalizes presentation list

  • The PC chair/member can see a list of authors of accepted abstracts and papers who also have verified registrations in the menu link PC member->Conference schedule->Finalize list of presentations. This includes all invited speakers who have registered and authors of abstracts accepted for poster presentations.
  • When the chair clicks on ‘Finalize presentations’, this list of presentations is stored in the system
  • An automatic email goes out to authors asking them to upload their presentations to the system. The role of ‘speaker’ is assigned to these authors in the system.
  • When speakers login they can see the menu link Speaker->Upload presentationwhere they can upload their presentation files in pdf formats

Step 2: PC chair generates schedule

  • The PC chair/member can now generate the conference program schedule through menu link PC member->Conference schedule->Create conference schedule
  • He/she enters the time allotted per presentation and per session, number of parallel sessions and total time per day. Each session has presentations from one of the conference themes. Several sessions are typically required to cover all the presentations belonging to a theme.
  • An initial calculation for number of sessions, including poster session, is made for default settings of time allotted. The chair can change the times allotted per session or per session and click ‘Recalculate’ to see the number of sessions required for each theme.
  • The chair clicks on ‘Create schedule’ to generate the schedule for the conference.

Step 3: PC chair edits schedule

  • An intial schedule is created and can be viewed and edited through menu link PC member->Conference schedule->Edit conference schedule
  • The chair can now edit times allotted for sessions, allot session chairpersons from list of speakers, enter venue and room for each session, add keynote lectures, plenary sessions, lunch or tea breaks, etc. He/she then clicks on ‘Save sessions’ to save the new schedule.
  • The system checks if there is any clash of session chair presenting in the same session. An automatic email is sent out to session chairpersons informing them details of the session to be chaired by them.
  • The final schedule details can be viewed through menu link PC member->Conference schedule->View conference schedulewhich also has downloadable links for uploaded presentations.
  • Conference participants can also view the schedule through menu link User->View conference schedulewhere all details for sessions, chairs, venue etc. are available.
  • The schedule can be exported to pdf/excel format or printed through this link.

Book of abstracts / Proceedings generation process

The book of abstracts and proceedings generation process is generally the final step before the conference. In this step accepted abstracts and papers from the final list of presentations are provided as downloadable files. Book of abstracts is provided as a Word docx format file while the proceedings are generated as a pdf document.

Step 1: PC chair generates book of abstracts

  • The chair generates book of abstracts through menu link PC member->Conference proceedings->Create book of abstracts
  • The document contains titles, keywords and content of all accepted abstracts from the final list of presentations
  • The generated document can be downloaded from the link shown in Word docx format

Step 2: PC chair generates proceedings

  • The chair generates proceedings through menu link PC member->Conference proceedings->Create proceedings
  • The document contains session-wise paper file content of all accepted papers from the final list of presentations
  • The generated document can be downloaded from the link shown in pdf format