How to Submit a Paper on Easy Chair (step-By-Step)

You open EasyChair for the first time, click around for ten minutes, and still aren’t sure whether you’re in the right place. The submission link your conference sent you leads to a login page, but your account isn’t working. Or maybe you’re logged in but can’t figure out where to add your co-authors, why the PDF upload keeps failing, or which track you’re supposed to select. This kind of confusion is extremely common — EasyChair’s interface is functional, but it was not designed with first-time users in mind. The good news is that once you understand the flow, the whole process takes less than twenty minutes.

Quick answer — How to submit a paper on EasyChair step by step: 1. Open the submission link provided by your conference organizer. 2. Create an EasyChair account or log in with your existing login credentials. 3. Complete the CAPTCHA and verify your email confirmation. 4. Click “New Submission” and select the correct track. 5. Fill in author information, including each co-author’s name and affiliation. 6. Enter your paper’s title, abstract, and keywords. 7. Upload your manuscript as a PDF file. 8. Review all details on the new submission form. 9. Click submit and save your paper ID and submission confirmation email.

This guide covers every one of those steps in detail — and goes beyond the basics. You’ll find a full walkthrough of account creation, a section on track selection and author affiliation, guidance on formatting your PDF so it actually uploads without errors, and a troubleshooting section for the issues that catch people off guard (like CAPTCHA loops and missing email confirmations). There are also post-submission tips covering how to edit your submission before the deadline, how to add or update co-authors, and what to expect next from the conference proceedings process. Whether this is your first academic conference submission or you’ve just never used EasyChair before, everything you need is here.

What Is EasyChair and Why Is It Used?

EasyChair is a web-based platform built specifically for managing academic conference submissions. Researchers use it to submit papers, reviewers use it to evaluate those papers, and program chairs use it to organize the whole process. It’s been around since the early 2000s and has quietly become the default system for thousands of conferences worldwide.

If you’ve received a submission link from a conference organizer, there’s a good chance it leads to EasyChair.

The platform handles the full cycle — from the moment you create an account and fill out your author information, right through to the program committee’s final decision. Conference organizers can set up tracks, manage submission deadlines, assign reviewers, and publish results, all from one place. For authors, the main touchpoints are creating a login, filling out a new submission form, uploading a PDF, and waiting for an email confirmation with your paper ID.

Why do so many conferences use it? Partly habit, partly practicality. EasyChair is free for authors and offers enough structure to handle both small workshops and large multi-track conferences with complex submission categories. It supports co-authors, multiple tracks, author affiliation fields, abstract entry, and keyword tagging — everything a standard conference proceedings workflow needs.

It’s not the prettiest interface. Honestly, it looks like it was designed around 2008 and hasn’t changed much since. But it works, and once you know where to click, the process is straightforward. The confusion for most first-time users isn’t the platform itself — it’s figuring out the right submission link, understanding CAPTCHA steps during sign-up, and knowing what format your PDF needs to be in before you upload.

That’s exactly what this guide covers.

What You Need to Know Before You Start

Before you open EasyChair and start filling out forms, take five minutes to get organized. Missing one small thing mid-submission can waste a lot of time — and if you’re close to the submission deadline, that stress compounds fast.

Have Your Paper Ready in PDF Format

EasyChair accepts papers as PDF uploads only. No Word docs, no Google Drive links. Your PDF needs to be finalized before you start — not “almost done.” If the conference has a page limit (say, 8 pages for short papers or 15 for full papers), check that your PDF meets it. Some conferences also require anonymous submissions, meaning no author names in the document itself. Read the conference’s call for papers to confirm this before you export to PDF.

Know Your Co-Authors’ Details

You’ll need to add each co-author’s full name, email address, and institutional affiliation directly into the new submission form. Have this information written down somewhere accessible. Don’t rely on memory — especially for affiliation spellings. A co-author listed as “MIT” on one submission and “Massachusetts Institute of Technology” on another can cause minor headaches during the review process.

Prepare Your Abstract and Keywords

Copy-pasting from your paper works fine, but double-check that the abstract fits any character or word limit the conference specifies. EasyChair’s abstract field is plain text — no formatting, no LaTeX rendering in that field on most conference setups. Keywords are usually comma-separated. Have five to ten ready that actually reflect the paper’s content, not just broad field terms.

Find the Right Submission Link

This one trips people up more than it should. EasyChair hosts thousands of conferences, and each one has its own unique URL. The generic EasyChair homepage won’t get you to your conference’s submission portal. The correct link comes from the conference website or the call for papers email — it usually looks something like easychair.org/conferences/?conf=conferencename2025. Use that exact link. If you go in through the main site and search manually, you may end up on the wrong conference page entirely.

Check the Track Before You Submit

Many conferences use track selection to route papers to the right reviewers — for example, “Machine Learning,” “Computer Vision,” or “Systems.” Picking the wrong track doesn’t automatically disqualify you, but it can result in mismatched reviewers and weaker feedback. If you’re unsure which track fits, email the program chair before the deadline. They’ll tell you in under a day, usually.

Have Your Login Credentials Ready — or Create an Account First

If you’ve used EasyChair for a previous academic conference submission, your existing account works across all conferences on the platform. Just log in with your registered email. If this is your first time, you’ll need to create an account. The registration involves a CAPTCHA and an email confirmation step, so don’t start this process ten minutes before the deadline. Account creation typically takes five to ten minutes, but email confirmation can occasionally be delayed.

One practical tip: use an institutional email (your university or organization address) if possible. Some conferences require it, and it avoids any mismatch between your author information and affiliation on the submission.

Creating an EasyChair Account and Logging In

Before you can submit anything, you need an EasyChair account. If you already have one, great — skip ahead. If not, the process takes about five minutes.

Step-by-Step Guide to Creating a New Account

Go to [easychair.org](https://easychair.org) and click Create an Account on the homepage. You’ll land on a registration form that asks for your name, email address, and a few other basics.

Here’s where people often get tripped up: EasyChair requires you to fill in your first name, last name, and a username you’ll use to log in later. Pick a username you’ll actually remember — you’ll need it every time you come back to manage a submission.

You’ll also hit a CAPTCHA at the bottom of the form. Complete it before hitting submit, or the page will just reload and your inputs may clear. Annoying, but it’s there.

After submitting the form, check your inbox immediately. EasyChair sends an email confirmation with a link to activate your account. That email usually arrives within a minute or two, but occasionally lands in spam — check there if you don’t see it.

Click the activation link. You’ll be prompted to set your password on the next screen. Use something you won’t forget, because EasyChair’s password reset process is functional but slow. Once your password is set, your account is live.

One thing to do right away: fill in your author affiliation in your profile. Some conferences pull this information automatically into the submission form, so having it pre-filled saves you a step later.

How to Log In If You Already Have an Account

Go to [easychair.org](https://easychair.org) and click Log In in the top-right corner. Enter your username (not your email — this catches a lot of people) and your password.

If you’ve forgotten your username, use the “Forgot your login?” link on the login page. You’ll enter your email address and EasyChair will send your username to that address. Once you have it, go back and log in normally.

After logging in, you’ll see a dashboard listing any conferences you’re already associated with. To start a new paper submission, you’ll need the submission link for the specific academic conference you’re targeting — usually provided by the conference organizers in their call for papers. Don’t just search for the conference inside EasyChair and assume you’ve found the right submission portal; always use the exact link from the official conference website to make sure you’re submitting to the correct track and year.

If your login credentials aren’t working despite being sure they’re correct, try clearing your browser cookies or switching to a different browser. EasyChair occasionally has session issues with certain browser configurations.

Finding the Right Conference and Getting Your Submission Link

This is where a lot of first-time submitters get stuck. EasyChair doesn’t have a public directory of open conferences. You won’t log in and see a list of events waiting for you. The submission process starts outside EasyChair — with a direct link from the conference itself.

Where the Link Comes From

Every academic conference that uses EasyChair has its own unique submission URL. Organizers set this up when they create the conference on the platform. Your job is to find it.

Check these places first:

• The official conference website — Look for a “Submit” or “Paper Submission” page. The link is almost always there.
• The call for papers (CFP) — Whether it’s sent by email, posted on a mailing list, or shared on a site like WikiCFP, the CFP usually includes a direct EasyChair submission link.
• Your advisor or colleague — If someone invited you to submit, ask them for the exact URL. Don’t guess.

The link typically looks something like this: https://easychair.org/conferences/?conf=conferencename2024. The exact slug varies. Don’t try to construct it manually — use the one provided by the organizers.

What Happens When You Click the Link

When you open the submission link, EasyChair will either take you directly to the conference’s submission page or prompt you to log in first. If you’re already logged in, you’ll land on the conference homepage within EasyChair.

From there, look for a button or menu option that says “New Submission” or “Make a Submission.” Sometimes it’s under a menu called “Author” in the top navigation bar. Click that to start.

If you don’t see a submission option at all, the conference may not be open for submissions yet — or the deadline has passed. Both are common. Check the conference website for the submission deadline before assuming something is broken.

Track Selection

Some conferences, especially larger ones, split submissions into multiple tracks — things like “Machine Learning,” “Computer Vision,” or “Natural Language Processing.” When you start a new submission, EasyChair may ask you to choose a track before you fill in anything else.

Pick carefully. Submitting to the wrong track can result in your paper being reviewed by people outside your area, or in some cases, desk-rejected by the organizers. If you’re unsure which track fits, read the track descriptions on the conference website — not just the EasyChair dropdown labels, which are often abbreviated.

If the Link Doesn’t Work

A few things can go wrong here. If the link returns an error or says the conference doesn’t exist, try these:

1. Copy the URL fresh from the source — don’t rely on a saved bookmark from months ago.
2. Check if registration is required — some conferences require you to register (and sometimes pay a fee) before your submission link activates.
3. Contact the program chairs — their email is usually on the conference website. A quick message asking for the correct submission URL is completely normal. They’d rather help you submit than have you miss the deadline.

Once you’re on the right conference page and you can see the submission option, you’re ready to actually fill out the form. That’s the next step.

How to Submit a Paper on EasyChair — A Complete Step-by-Step Process

Once you’re logged in and you’ve got your conference submission link ready, the actual submission process is straightforward. That said, there are a few spots where people consistently get tripped up — especially with author information and file formatting. Here’s exactly what to do.

Starting a New Submission

Open your conference-specific submission link. This usually looks something like easychair.org/conferences/?conf=yourconferencename. Don’t just log into EasyChair’s homepage and try to find the conference from there — it rarely works cleanly.

Once you’re on the conference page, look for a button or menu option that says “New Submission” or “Make a Submission.” Click it. EasyChair will load the new submission form, which is broken into several steps or sections depending on how the conference chair has configured it.

Some conferences use a single long form. Others split it into multiple pages. Either way, don’t skip ahead or refresh mid-process — you can lose your progress.

Adding Author Information (Including Multiple Authors)

This is the section most people underestimate. EasyChair requires author information to be added carefully, and the form distinguishes between the submitting author (that’s you, already logged in) and any co-authors.

Your own details will usually be pre-filled based on your account. Double-check them anyway. If your name or affiliation has changed since you created your account, update it before submitting — the author information on the submission is what appears in conference proceedings.

For each co-author, you’ll need to fill in:

• First and last name
• Email address
• Institution or author affiliation (department and university/organization)
• Country

Click “Add Author” or the equivalent button to add more rows. There’s no hard limit in most cases, but some conferences cap it. If a co-author already has an EasyChair account, the system may auto-populate some fields when you enter their email. If it doesn’t, just fill everything in manually.

One thing to watch: EasyChair lets you mark one author as the corresponding author. Make sure that’s whoever should actually receive notifications and the final paper ID confirmation.

Filling In the Title, Abstract, and Keywords

Type your paper title exactly as it appears in your PDF. Case matters, punctuation matters. A mismatch between your submission form and your actual document looks sloppy and can cause confusion during the review process.

The abstract field is plain text only. No LaTeX, no formatting, no bullet points. If your abstract has math in it, write it out in plain English or use standard notation like x^2. Most conferences have a character or word limit on the abstract — EasyChair usually tells you if you’ve exceeded it, but check the conference guidelines beforehand so you’re not rewriting at the last minute.

Keywords go in a separate field. Enter them as a comma-separated list. Aim for 4–6 keywords that actually reflect the paper’s content. These aren’t just formalities — reviewers and program chairs sometimes use keywords to assign papers to the right track or reviewer.

Selecting a Topic or Track

Not every conference uses tracks, but many do. If yours does, you’ll see a track selection dropdown or a list of checkboxes labeled something like “Topics” or “Subject Areas.”

Read the track descriptions carefully. Choosing the wrong track can get your paper sent to reviewers who aren’t a good fit for the work, which rarely ends well. If your paper sits between two tracks, pick the one that covers your primary contribution — not both, unless the form explicitly allows multiple selections.

Some conferences use a hierarchical topic list where you check primary and secondary topics. Check at least one primary. If secondary topics are optional, use them — it helps the program committee route your submission correctly.

Uploading Your PDF and Completing the Final Submission

This is the final step, and it’s also where submissions stall most often.

EasyChair accepts PDF only in almost every case. Make sure your file is under the size limit the conference has set — commonly 10MB or 15MB, though this varies. If your PDF is too large, compress it using any standard PDF tool before uploading.

Before you upload, confirm:

• Fonts are embedded (check this in your PDF reader under document properties)
• The paper is anonymized if the conference uses double-blind review
• Page numbering and formatting match the conference template

Click “Upload Paper” or “Choose File,” select your PDF, then hit the “Submit” button. Don’t close the browser tab until you see the confirmation screen.

After a successful submission, EasyChair will display a paper ID — something like “Submission #47.” Write this down or screenshot it. You’ll also receive an email confirmation at the address tied to your account (and often to co-authors’ emails too). If that email doesn’t arrive within 10–15 minutes, check spam, then log back in and verify your submission appears under “My Submissions.”

If the submission confirmation never shows and your paper doesn’t appear in your submissions list, the upload likely failed. Try again before the submission deadline. Don’t assume it went through just because you clicked submit.

Understanding Your Submission Confirmation and Paper ID

Once you hit that final submit button, EasyChair processes your submission and redirects you to a confirmation page. Don’t close that tab immediately.

The confirmation page shows your paper ID — a number like “Submission #47” or similar. Write it down. This is how the conference chairs will reference your paper in all future communication, and it’s how you’ll track your submission status inside EasyChair.

The Confirmation Email

Within a few minutes, EasyChair sends an automated email to every author listed on the submission. Check your inbox — and your spam folder if nothing arrives in 10 minutes. The email contains:

• Your paper ID
• The title and abstract as EasyChair recorded them
• A direct link back to your submission

Read through it carefully. If the title looks garbled, or the abstract got cut off, that’s your signal to log back in and edit the submission before the deadline closes.

If any co-author didn’t receive the confirmation email, they should check their EasyChair account directly. Sometimes email delivery fails silently, especially with institutional addresses that have aggressive spam filters.

Logging Back In to Verify

Don’t just trust the email. Log into EasyChair and navigate to “My Submissions” under the author menu. Your paper should appear there with its ID, title, and current status (usually “submitted” or “under review” depending on where you are in the conference timeline).

Click into the submission. Verify the PDF opens correctly — EasyChair stores what you uploaded, and occasionally a corrupted file gets through without triggering an error during upload. Better to catch that now than after the submission deadline passes.

What “Submitted” Actually Means

Seeing “submitted” in EasyChair doesn’t mean a human has reviewed anything yet. It means the system accepted your files. The paper will move to review status only after the submission deadline, once the program chairs assign it to reviewers. That transition can take days or even a couple of weeks.

You won’t get a notification for every status change by default, so check back periodically.

Editing After Submission

You can update your submission — PDF, abstract, keywords, author information — any time before the submission deadline. Just log in, go to “My Submissions”, and use the edit option next to your paper. The paper ID stays the same regardless of how many times you revise.

After the deadline, EasyChair typically locks editing. Some conferences allow the chairs to re-open a window for camera-ready versions, but that’s a separate process and comes much later.

If You Don’t See a Confirmation

No confirmation page, no email, and nothing under “My Submissions” means something went wrong — probably a session timeout mid-upload or a connection drop right at the submit step. Don’t submit again immediately without checking first. If the submission is there but you just missed the confirmation, a duplicate will create confusion for the chairs.

Contact the conference organizers directly if you’re unsure. They can see the backend and confirm whether your paper landed or not. Most academic conferences list a contact email on the submission link page or in the call for papers.

How to Edit or Update Your Submission After Submitting

Submitting isn’t always the end of the story. You might catch a typo in the abstract five minutes after hitting submit, or a co-author sends you an updated PDF the next morning. The good news: EasyChair usually lets you edit your submission right up until the conference submission deadline closes.

Here’s how to do it.

Accessing Your Submission

Log back into EasyChair using your login credentials and go to the author dashboard for that specific conference. You’ll see a list of your submissions with their paper IDs. Click on the relevant paper ID — that opens a summary page for your submission.

Look for a link that says “Update file”, “Edit submission”, or similar. The exact label depends on how the conference organizers have configured EasyChair, so the wording isn’t always identical. If the deadline hasn’t passed and the track is still open, these options will be clickable.

What You Can Typically Edit

Most conferences allow you to update:

• The PDF — This is the most common reason people come back. Use “Update file” to replace the uploaded PDF with a new version. EasyChair keeps only the latest file.
• Title and abstract — Click “Edit submission” to change the paper title or rewrite the abstract.
• Keywords — These can usually be updated from the same edit form.
• Author information — You can add co-authors, fix a name, or correct an author affiliation. Go to “Edit authors” or look for an author management section on the submission page.

One thing to know: changing author order sometimes requires removing and re-adding authors manually, depending on EasyChair’s configuration for that conference. It’s clunky, but it works.

Uploading a Revised PDF

When you update the file, EasyChair will ask you to upload a new PDF — same process as the original new submission form. Make sure your revised PDF still meets the conference’s formatting requirements before you upload. There’s no version history visible to you as an author, so whatever you upload last is what reviewers will see.

After uploading, check the submission summary page again. You should see the new file name and an updated timestamp. That’s your confirmation it went through.

Adding or Removing Co-Authors

Go to the submission page and find the author management section. You can add a co-author by entering their name, email, and affiliation. EasyChair will send them a notification, and if they don’t already have an account, they’ll be prompted to create one.

Removing an author is also possible before the deadline — just use the remove option next to their name. Worth double-checking with everyone listed before you make changes, obviously.

When Editing Is Locked

Once the submission deadline passes, EasyChair typically locks the submission. You won’t see the edit or update options anymore — they simply disappear or go gray. At that point, your only option is to contact the conference organizers directly and ask if they can make an exception. Some do, many don’t.

If you’re close to the deadline and need to update something, don’t wait. Do it now.

Checking the Final State of Your Submission

After any edits, go back to the submission summary and verify everything looks right: the paper title, abstract, author list with affiliations, keywords, and the uploaded PDF. If the submission confirmation or paper ID page reflects your changes, you’re good. If something looks off, repeat the edit process or contact the conference chair through EasyChair’s messaging system.

Common Problems and Solutions (Troubleshooting)

EasyChair is reliable for the most part, but a few issues come up regularly. Here’s how to handle the most common ones without losing time right before a deadline.

PDF Won’t Upload

This is the most frequent complaint. Nine times out of ten, the problem is the file itself, not EasyChair.

Check the file size first. EasyChair typically caps PDF uploads at 10MB, though some conferences set a lower limit. If your PDF is over that, compress it. Tools like Adobe Acrobat’s “Reduce File Size” option or an online compressor can cut the size significantly without affecting readability.

Font embedding is another culprit. If your PDF uses fonts that aren’t embedded, EasyChair may reject it or the system may hang during upload. Open the PDF in Acrobat, go to File → Properties → Fonts, and make sure every font listed shows “Embedded Subset.” If not, re-export from your source document with embedding enabled. In LaTeX, this is usually automatic when you compile to PDF. In Word, use “Save As PDF” rather than print-to-PDF to get proper embedding.

The file must also be a proper PDF — not a .docx renamed to .pdf, not a corrupted export. Open it on your own machine before uploading to confirm it displays correctly.

If the upload sits at 0% for more than 30 seconds, your browser is probably the issue. Switch to Chrome or Firefox. Clear your cache. Disable browser extensions, especially ad blockers, which occasionally interfere with file upload scripts.

One more thing: make sure you’re using the correct submission link for your conference. Uploading to the wrong track or the wrong conference won’t give you an obvious error — it’ll just land in the wrong place.

Login or Password Issues

If you can’t log in, don’t create a new account. That’s a common mistake and it causes headaches later when your paper IDs and co-author assignments get fragmented across accounts.

Start with the password reset. Go to the EasyChair login page and click “I forgot my password.” Enter the email address you used when you registered. Check your spam folder if the reset email doesn’t show up within a few minutes.

If you’re not sure which email you registered with, think back to when you first created the account. EasyChair sometimes sends a confirmation email when your account is created — search your inbox for “EasyChair” to find it.

CAPTCHA failures are a separate headache. If the CAPTCHA on the login or registration page isn’t loading, try a different browser or disable any privacy-focused extensions like tracking blockers. Some corporate or university networks also block CAPTCHA services — logging in from a personal network or mobile hotspot usually fixes it.

Locked accounts are rare but possible after multiple failed login attempts. If you suspect that’s happening, wait 15–20 minutes and try again, or contact EasyChair support directly through their contact form.

What to Do If You Miss the Submission Deadline

Be honest with yourself: if the deadline has passed and the submission portal is closed, your options are limited. EasyChair itself has no mechanism for late submissions — the conference organizers control that.

Your first move should be to contact the program chairs directly. Most conferences list PC chair email addresses on their official website. Write a short, professional email explaining your situation and asking if a late submission is possible. Don’t assume the answer is no — some conferences have a day or two of buffer, especially if the deadline just passed. Don’t overthink the email. Keep it brief and direct.

If you submitted before the deadline but forgot to include a co-author or made an error in the abstract, that’s a different situation. As long as the conference is still accepting edits (many allow revisions for a short window after the deadline), log back in, open your submission, and make changes there. The paper ID and submission stay the same.

If the conference has extended deadlines listed on their site, always go by the official conference page — not what EasyChair shows. Sometimes EasyChair’s deadline display doesn’t update immediately when organizers extend it.

And if you truly miss the deadline with no recourse? Check if the conference has a workshop track or a poster session with a later cutoff. Some conferences also have multiple rounds of submission. It’s not the outcome you wanted, but it’s not the end either.

Frequently Asked Questions (FAQ)

Do I need an EasyChair account to submit a paper?

Yes. You can’t submit anything without one. Create your account at easychair.org before you even look for the conference submission link. The process takes about two minutes.

What’s the difference between the submission link and the main EasyChair site?

The main site is easychair.org. The submission link is a specific URL the conference organizers give you — something like easychair.org/conferences/?conf=yourconference2025. That link takes you directly to the right conference. Don’t just log in to EasyChair and search around hoping to find it. Get the link from the conference website or the call for papers.

Can I submit without a PDF?

No. EasyChair requires a PDF upload to complete a submission. Make sure your file meets the conference’s formatting requirements before you upload — some conferences reject papers that don’t follow their template, and EasyChair won’t warn you about that.

My PDF upload keeps failing. What should I do?

A few things to check. First, file size — most conferences cap it at 10MB or 15MB. Second, make sure it’s actually a valid PDF and not a renamed Word document. Third, try a different browser. Chrome and Firefox tend to work better than Safari for EasyChair uploads.

Can I add co-authors after submitting?

Yes. Go to your submission, click “Update information” or “Edit submission,” and add co-authors from there. Each co-author needs their own EasyChair account, and you’ll need their registered email address to add them correctly.

What if a co-author’s name doesn’t appear when I search?

That usually means they don’t have an EasyChair account yet, or the email you’re using doesn’t match their registered one. Ask them to create an account first, then try again.

Do I need to fill in every keyword field?

Most conferences ask for at least three to five keywords. Don’t leave this blank — reviewers are sometimes matched to papers based on keywords. Use terms that actually describe your paper’s topic, not just broad field names.

I submitted but didn’t get a confirmation email. Did it go through?

Check your spam folder first. If there’s nothing there either, log back in to EasyChair and look at “My Submissions.” If your paper appears there with a paper ID, the submission went through — the email just got delayed or filtered. If there’s no record of it at all, you’ll need to resubmit.

Can I update my abstract or title after submitting?

Usually yes, as long as the submission deadline hasn’t passed. Log in, find your submission, and edit it. Some conferences lock certain fields closer to the deadline, so don’t leave changes until the last hour.

What happens if I miss the submission deadline?

EasyChair closes the submission form automatically at the deadline. You can’t submit through the system after that. Your only option is to contact the program chairs directly and ask if a late submission is possible — most won’t allow it, but it’s worth asking if you missed by minutes due to a technical issue.

Is the paper ID the same as the review number?

The paper ID is your submission’s identifier within that conference’s EasyChair system. Reviewers often refer to papers by this number. It’s what you’ll use if you need to contact the organizers about your submission.

Can I submit the same paper to multiple conferences on EasyChair?

Technically, EasyChair won’t stop you — each conference is a separate system. But whether you’re allowed to do that depends entirely on the policies of each conference. Many require that submissions be original and not under review elsewhere. Check the call for papers.

What should I do if the track selection doesn’t match my paper?

Pick the closest match. If nothing fits well, check whether the conference has a “general track” or allows you to add a note to the chairs. Getting the track slightly wrong is better than not submitting.

Why is EasyChair asking me to solve a CAPTCHA?

That’s standard for account creation and sometimes for login after multiple failed attempts. Just complete it and move on — it’s not a sign that anything went wrong with your submission.

Conclusion — Submission Complete: What Comes Next?

You’ve hit submit. The paper is in. Take a breath.

That confirmation email with your paper ID is your receipt — keep it somewhere you can find it quickly. If a program chair ever asks about your submission status, that ID is the first thing they’ll want.

Now, what actually happens after you submit?

The conference organizers will assign reviewers, usually within a week or two of the submission deadline closing. You won’t hear anything during that window. That’s normal. EasyChair doesn’t send progress updates — you’ll only get an email when there’s a decision or if the chairs need something from you.

Keep an Eye on Your Inbox

Check the email address tied to your EasyChair account regularly in the weeks after the deadline. Review decisions, revision requests, and acceptance notifications all come through email. If you used a university address that you don’t check often, consider forwarding it somewhere you actually look.

Also check your spam folder. EasyChair emails occasionally get filtered, especially if your institution runs aggressive spam rules.

If You Need to Make Changes

Most conferences lock submissions after the deadline. Some allow minor updates — like fixing a corrupt PDF or correcting author information — but that requires contacting the program chairs directly. Don’t assume EasyChair will let you edit freely after the cutoff. It usually won’t.

If you do get a chance to revise, log back in, go to your submission, and use the update options carefully. Don’t accidentally create a duplicate submission by hitting “New Submission” instead.

For Co-Authors

Every co-author listed on the submission should have their own EasyChair account. If someone wasn’t registered at submission time, that’s worth sorting out now — some conference proceedings require all authors to confirm their details before the camera-ready deadline.

After Acceptance

If your paper gets accepted, you’ll typically need to submit a final camera-ready version and complete author registration for the conference. These are separate steps and usually have their own deadlines. Miss either one and your paper might not appear in the conference proceedings — that’s happened to people, and it’s genuinely painful after all the work.

Start thinking about that presentation early. The gap between acceptance and the conference date moves faster than expected.

That’s the full cycle. Account, submission link, paper details, PDF upload, confirmation, and now the wait. The process itself isn’t complicated once you’ve done it once — and next time, you’ll probably get through the whole thing in under fifteen minutes.