How to Set Up and Customize Open Conference Systems Quickly

Open Conference Systems: A Complete Guide for Conference Managers

Overview

Open Conference Systems (OCS) is an open-source conference management web application designed to support academic and professional conference workflows: CFP (call for proposals), submissions, peer review, scheduling, registration, and publishing of proceedings.

Key Features

• Call for proposals: configurable submission forms, multiple submission types (abstract, full paper, poster).
• Peer review: single/blind/double-blind workflows, reviewer assignment, customizable review forms, review deadlines and reminders.
• Scheduling: session and track creation, time-slot management, room assignment, automated schedule generation.
• User roles: track/chair, reviewers, authors, attendees, administrators with granular permissions.
• Publishing & proceedings: online proceedings, metadata export (CSV, XML), DOI support via integrations.
• Customization & theming: template-based theming (PHP/Smarty), configurable site and conference settings.
• Multilingual support: interface and submission form localization.
• Integrations & extensions: import/export, registration/payment plugins via third-party tools or custom development.

Typical Workflow (step-by-step)

1. Install & configure
   • Deploy OCS on a PHP-compatible server with MySQL.
   • Set site and conference-level metadata, time zone, and language.
2. Open Call for Proposals
   • Create submission types and submission form fields.
   • Set submission window, word limits, and required files.
3. Manage Submissions
   • Monitor incoming submissions, validate formats, send auto-confirmations.
4. Peer Review
   • Assign reviewers manually or via automated matching.
   • Collect reviews, track conflicts of interest, and make accept/reject decisions.
5. Notification & Registration
   • Send acceptance/rejection emails; publish registration info.
   • Collect attendance registrations and payments via integrated tools.
6. Schedule Program
   • Create sessions/tracks; assign accepted papers; set rooms and times.
7. Publish Proceedings
   • Finalize camera-ready files, add metadata, export proceedings and publish online.

Best Practices

• Define roles early: assign chairs, track conveners, and review editors before submissions open.
• Use clear submission guidelines: sample abstracts, templates, and word limits reduce admin overhead.
• Automate reminders: schedule email reminders for reviewers and authors to keep timelines on track.
• Pilot test the workflow: run a small internal submission cycle to catch configuration issues.
• Plan for backups and exports: regularly export submission and review data; backup the database and uploaded files.
• Localize for your audience: translate key UI terms and submission instructions if you expect non-English submissions.
• Manage reviewer load: cap assignments per reviewer and track expertise tags for better matches.

Troubleshooting Common Issues

• Email delivery failures: verify SMTP settings, check spam policies, and ensure proper DKIM/SPF for domain.
• File upload errors: confirm PHP upload limits (post_max_size, upload_max_filesize) and file permission settings.
• Performance problems: enable caching, optimize database indices, and scale server resources for peak submission periods.
• Theme or template errors: validate Smarty templates after changes; test in a staging environment.

Security & Compliance Tips

• Keep OCS and server software patched.
• Enforce strong passwords and role-based access.
• Use HTTPS for all conference pages and submission forms.
• Remove personally identifiable information from public exports unless consented.

When to Consider Alternatives

• If you need modern UX, mobile-first design, or SaaS convenience, evaluate hosted platforms (e.g., ConfTool, EasyChair, Ex Ordo).
• For heavy custom integrations (institutional SSO, grant systems), consider platforms with active commercial support or build custom modules.

Quick Resources & Next Steps

• Install checklist: server requirements, database setup, PHP settings.
• Suggested first tasks: create roles, define submission types, draft CFP text, configure email.
• Backup plan: schedule daily DB dumps and weekly file backups.

If you want, I can:

• provide an installation checklist tailored to your server environment, or
• create sample submission form fields and review templates for your conference.