HOW-TO: Request a Conference
Important
1. If the email requirements are not followed, your request will be rejected immediately.
2. Do not make changes to the Request Form after submitting
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.
Important
PLEASE READ
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 site request form after resolution will not be seen.
A NEW FORM MUST BE SUBMITTED.
4. Email support for any changes that need to be made to your exisiting conference.
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.
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.
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.
ACCEPTABLE EMAILS
ONLY EMAILS FROM RESEARCH UNIVERSITIES ARE ACCEPTED
Valid email domains are .edu and .ac
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
- conferencename@conference.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.
Conversely, having a semblance of your name in the email with the first and last name as the conference name is also unacceptable.
For example,
- "Great Conference < JPraveen@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:
PLEASE READ THESE REQUIREMENTS BEFORE SUBMITTING YOUR CONFERENCE SITE 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.
- ALL CHAIR EMAILS MUST ALREADY BELONG TO A REGISTERED CMT ACCOUNT.
- 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.
Valid email domains are .edu and .ac
ONLY EMAILS FROM RESEARCH UNIVERSITIES ARE ACCEPTED
Creating a domain that is ac as a domain, instead of ac.in, for example, is grounds for rejection, especially if it is forwarded to a different university.
Make sure your university domain is the same domain provided (for university web pages).
Requests using webmail providers (such as @gmail.com, @163.com, @yahoo.com, etc.) without the valid university email required, will be REJECTED immediately!.
Email domains of .org or .com or .co are NOT considered university emails.
An ieee.org email is NOT a university email.
Click here to read the explanation of an acceptable email address - CONFERENCE TITLE MUST BE IN ENGLISH
- SHORT NAME:
The short name MUST BE UNIQUE
Search for your conference short name first to see if it is taken or not..
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 'CCAI2024' NOT 'CCAI'24' or '24-CCAI.'
The conference will be fully searchable in CMT by either the full conference name or the short name. - Use mm/dd/yyyy format for dates (Start Date, End Date, Paper Submission Due Date) for this site request form.
- The CONFERENCE LOGO must be 200px wide and 64px tall.
- The External Conference URL needs to be valid with no other conference management references, names, images or links for submissions or the request will be desk rejected.
The external URL shall not be EXPIRED - no old conferences.
The external URL should have CFP, abstract and/or submission guidelines, proper deadlines/dates, contact information, committee members, and location.
"Coming soon" placeholders can be shown for your CMT submission link if desired.
Facebook or event sites are unacceptable.
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
Important
The short name MUST BE UNIQUE.
If another conference has your short name the request will be rejected.
It is best to search for your conference short name first to see if it is taken or not.
- 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 'CCAI2024' NOT 'CCAI'24' or '24-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, December 1st, 2024 would be 12/01/2024.
External Website and Research Area
PLEASE READ BEFORE SUBMITTING FORM
1. Your external conference website MUST HAVE submission guidelines, CFP, and proper FUTURE dates.
(A placeholder for the submission link is acceptable).
2. The conference site must be a separate site or page from your university site homepage.
3. You must be VERY CLEAR with important dates and submission guidelines.
4. There shall be no other conference management references, such as EasyChair, names, images or links for submissions or the request will be DESK REJECTED.
5. Expired sites and/or links; links to other outdated sites; links to different conferences, having more than one conference site/name/link whether past or present, are not valid and will also cause your request to be DESK REJECTED.
6. Any conference website that is NOT public facing (requires a login) or has an error like SERVER NOT FOUND; 404 ERROR; PROBLEM LOADING PAGE;
SECURE CONNECTION FAILED, etc., will be automatically DESK REJECTED.
7. Facebook, social media, event sites and the like are unacceptable.
- 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?”.
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.
PLEASE SUBMIT A NEW REQUEST AFTER RESOLVING YOUR ISSUE
