HOW-TO: Request a Conference

OVERVIEW

In order to have a conference site in CMT, you will need to request one. This document explains how to fill out the New Site Request form.

VALID CONFERENCE YEAR

CMT conference sites cannot be created for conferences more than one numeric year out. For example, in January 2023 we cannot create a conference site for January 2025, but we can create a site for a conference which ends in December 2024.

AFTER SUBMITTING REQUEST FORM

Once you submit the request for your conference, it can take up to 3 days for the conference site to be created.

ONCE CONFERENCE IS APPROVED

Once the request is approved and the conference site created, you will receive an email with all the information pertaining to your conference.

The end of this document shows you how to see the resolution of your request.

Important

1. Any user (CO-CHAIR) added must have a valid CMT account in order to be added to the conference.
ALL CHAIR EMAILS MUST ALREADY BELONG TO A REGISTERED CMT ACCOUNT.
2. Include AT LEAST ONE CHAIR CURRENTLY WORKING AT A UNIVERSITY.
The email needs to be a NON-ANONYMOUS, NON-STUDENT, NON-ALUMNI, CURRENT AND VALID UNIVERSITY EMAIL.

An ieee.org email is NOT a university email.

Requests using webmail providers (such as @gmail.com, @163.com, @yahoo.com, etc.) without the valid university email required, will be REJECTED immediately!
3. Once your conference site request form has a status other than 'Awaiting Decision,' the Site Request Form is closed. Any changes made to the form will not be seen.
Email support for any changes that need to be made to your conference.

Important

Chairs need to download data after their conference is completed. The conference site will be deleted within a couple of years after the end of the conference. The data will no longer be available after the conference has been removed.

ACCEPTABLE EMAILS

As noted in the request form instructions, we require a Non-Student, Non-Alumni, Current and valid, non-anonymous, university email to create a conference site.

What this means:

1. Non-Student, Non-Alumni: someone on the faculty of a university or college, not one who is retired, or a current student

2. Current and valid: the person must be currently a faculty member and the email must be working

3. Non-anonymous email: An anonymous email is considered any email without the person's name, even if it is a university.
For example, these would be unacceptable:

• GreatConference@myuniversity.edu.x
• eventchair@mycollege.edu.x

Simply adding your name to your profile in CMT will not skirt this requirement. For example,

• "John Smith < ConferenceChair@myuniversity.edu.x>" is unacceptable.

Examples of acceptable emails would be

• john.smith@myuniversity.edu.x
• jane.jones@mycollege.edu.x

Web-based emails would be deemed unacceptable such as, but not limited to these below:

• Gmail.com
• Yahoo.com
• Mail.com
• 163.com
• Outlook.com
• Hotmail.com
• qq.com
• mailbox.org

Note

An ieee.org email is unacceptable as it is NOT a university email

All that is needed is just one email address meeting the above requirements added to your conference request. Any other email listed on the conference request form can be kept as chairs and used for all conference correspondence if desired.
For example, both of these on the request form would be acceptable:

• john.smith@myuniversity.edu.x
• GreatConference@myuniversity.edu.x

WHERE TO FIND THE FORM

• Log into the Conference Request Site: https://cmt3.research.microsoft.com/CMTSRM
• From the Author Console, click “+ Create new site request”

CRITERIA FOR SUBMISSION

The New CMT Site Request page opens. It is important to read the criteria for submission:

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PLEASE READ THESE REQUIREMENTS BEFORE SUBMITTING YOUR REQUEST

This form is for requesting a conference site. It is not for paper submissions to an existing conference.

Before clicking "Submit" to save your request, please make sure that you use the correct information in the correct format for the conference.

1. ALL CHAIR EMAILS MUST ALREADY BELONG TO A REGISTERED CMT ACCOUNT.


2. Include AT LEAST ONE CHAIR CURRENTLY WORKING AT A UNIVERSITY.
   The email needs to be a NON-ANONYMOUS, NON-STUDENT, NON-ALUMNI, CURRENT AND VALID UNIVERSITY EMAIL.
   Requests using webmail providers (such as @gmail.com, @163.com, @yahoo.com, etc.) without the valid university email required, will be REJECTED immediately!.

   
   An ieee.org email is NOT a university email.

   
   Click here to read the explanation of an acceptable email

3. CONFERENCE TITLE MUST BE IN ENGLISH


4. SHORT NAME: The short name will be part of your conference URL.
   It will be an initialization or acronym of your conference name with the year of the conference immediately afterward.
   
   There cannot be any spaces or special characters.
   
   For example, if your conference title is 'Contoso’s Conference on Artificial Intelligence,' the short name would be 'CCAI2022' NOT 'CCAI'22' or '22-CCAI.'

   
   The conference will be fully searchable in CMT by either the full conference name or the short name.

5. Use mm/dd/yyyy format for dates (Start Date, End Date, Paper Submission Due Date) for this site request form.


6. The CONFERENCE LOGO should be 200px wide and 64px tall.

Please note: CMT is not for peer review journals.

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CHAIRS

Important

Please read the above CRITERIA FOR SUBMISSION and ACCEPTABLE EMAILS before submitting this form

• The page automatically designates you as a Chair.

• To add an additional Chair, enter the Chair’s email address into the field (in yellow below) and click add.

If the Chair you wish to add is not a user in CMT, you will see 'User was not found. Email must belong to a registered CMT account.'

This user cannot be added as a chair to the conference.

Important

The user must have a valid CMT account in order to be added to the conference.

If the Chair is already a user, the Chair will be added to the end of the Chairs list. The ‘X’ icon on the end of the rows are there so you may delete the entries.

Note

There needs to be more than one chair to remove it from the form.

CONFERENCE DETAILS

Full Name

• Enter the full name of the conference

Short Name

• The short name will be part of your conference URL. It will be initialization or acronym of your conference name with the year of the conference immediately afterward.
  There cannot be any spaces or special characters.
  For example, if your conference title is 'Contoso’s Conference on Artificial Intelligence,' the short name would be 'CCAI2022' NOT 'CCAI'22' or '22-CCAI.'
  The conference will be fully searchable in CMT by either the full conference name or the short name.

Location and Dates

• Enter the City of the conference, the Country, start and end dates of the conference, and paper submission due date. The dates must be in mm/dd/yyyy format. For example, June 1st, 2022 would be 06/01/2022.

External Website and Research Area

• Enter external website for the conference, research area, how you heard about CMT and keywords used.

Estimated Submissions

• Enter an estimated number of submissions.

ACM Conference Confirmation

• Select 'Yes' or 'No' for the question “Is your conference an ACM (Association for Computing Machinery) conference?”.

Multi-Track Conference

NOTE

Tracks do not have a hierarchy. It is usually best to use Subect Areas.

Click here for more on managing tracks.

If your conference is a multi-track conference you can add the tracks in this textbox.
Just list the names of the tracks without numbering, bulleting, or lettering them.
For example:

• Design Methodologies for xxx
• Wireless Advantage for xxx
• Emerging Technologies for xxx

Special Requests

• Enter any special requests.

Conference Logo

• If you have a conference logo, you can drag and drop the file into the dotted region or click the “Upload from Computer” button.

NOTE

The logo can be added or modified later by sending an email to support.

Submit

• When you have completed the form, click Submit.

USING CONFERENCE LINK FOR CFP

Once the conference is created, the chair will get an email with all of the pertinent information about the conference, including the conference link. This link is what can be used in the conference website for the Call for Papers.

IMPORTANT

We suggest to include instructions in your CFP that the authors will need to register their email with CMT. Here is a link how to create a CMT account:
https://cmt3.research.microsoft.com/docs/help/general/account-creation.html

CONFERENCE RESOLUTION

If you do not get an email stating your conference has been created, then it is likely 'Desk Rejected'

• Go to the Author Console in the CMTSRM dropdown and find the request.

• Click the link for 'Chair Note.' You will see an explanation of the resolution.
  If it is an email issue, just create a new request with the proper email.

IMPORTANT

Do not edit the old request as it will not be seen.