Overview

EDAS manages the paper submission, review and registration process for conferences, workshops and journals. It is a hosted and supported service, i.e., there is no softwware to install and support staff can help authors, reviewers and chairs with any problems. Users interact with EDAS using standard web browsers.

All features below are included in the basic paper processing fee, except if noted for a particular item.

Beyond the normal functions required for managing paper submissions and reviews, EDAS supports many special features throughout the conference life cycle:

Web Pages and Publicity

Paper Submission

Review Process

Registration, Travel Grants and Visas

Sessions

Program

Flash Drive, Online Proceedings and Smartphone Apps

There are three ways EDAS can help with producing the conference proceedings:

  1. The conference organizers can use EDAS functionality to number pages and to collect material commonly found in proceedings, such as TPC listings and author indices, as well as the IEEE eXpress collection, if applicable.
  2. EDAS Conference Services can prepare the content of the proceedings, typically including the page-stamped papers, pages from the conference web site and EDAS-generated content, such as TPC listings or author indices, as well as the IEEE eXpress collection, if applicable.
  3. We can create a conference app for Android and IOS with the program and links to papers.

(There is no extra charge for the first option, but we do charge for the second one as this is a labor-intensive process.)

Producing PDFs and HTML files for a conference or flash drive includes:

We can also provide the actual USB flash drive; pricing depends on volume, enclosure, time-to-delivery and shipping (see below). A mimimum lead time of one month is required. We will prepare a proof version of the content within ten business days, and the actual flash drives within another ten business days after receiving final confirmation that the content is acceptable. It is the responsibility of the conference to check that the flash drives has the correct label and content, as flash drives can only be exchanged before the conference, not refunded.

We can create an Android or IOS app for you or work with Conference4Me. The apps list session details, maps and conference news. Please contact us or the Conference4Me team for details.

Email

All operations are performed via the web interface, so that the chairs do not have to have a login on the EDAS host. Unlike other conference management systems, all EDAS-managed conferences share the same database of reviewers and authors, currently about 80,000 individuals, so that most reviewers and authors will already have an EDAS account. This also increases the chances that email addresses are kept up-to-date. Only name, affiliation, country and email address are shared unless the user chooses to include additional contact information. A person's review and publication history are only visible to the user, not third parties. Details are contained in the privacy policy.

What Kind of Conferences does EDAS Support?

EDAS has been used for both small conferences with a few dozen papers as well as very large conferences consisting of multiple sub-conferences and workshops, each with their own chairs and TPC, with thousands of papers. EDAS has also been used for special issues for journals. As of April 2010, EDAS has managed roughly 240,000 papers across 2655 conferences, workshops, journal special issues and journals.

How Can I use EDAS for My Conference?

You can run the conference on our server at http://edas.info. This will give you access to the existing database of more than 100,000 reviewers and authors.

You can set up the conference via a web form.

After setup, the chair can then configure the conference as needed, adding TPC members, create additional tracks, eidit review questions, change mail messages and revise other information. You can start using the conference immediately after set-up.

Pricing

EDAS charges are due within 30 calendar days of the beginning of the conference.

Overview

You can estimate the invoice.

Paper processing $6 each for first 100 counted papers, $5 each for others ($60 minimum), independent of the number of tracks and sub-conferences
PDF repair $10 for each PDF repair requested for IEEE/ACM compliance (PDF font embedding, link removal) if more than 2% of papers
Flash drive and online proceedings master preparation $1 per accepted paper; $300 minimum.
Brochure $300, plus printing (costs vary depending on binding, number of pages and whether color or black-and-white printing is used; + shipping)
USB flash drive with one-sided printed label $8 each for 1 GB, $8.50 for 2 GB, $9 for 4 GB (+ shipping if outside the US)
USB with two-sided printed label $9 each for 1 GB, $10 for 2 GB, $11 for 4 GB (+ shipping if outside the US)
Rush orders (less than one month) 20% fee on production and printing
Travel grants No fee if EDAS is used for paper processing, $5 for each application otherwise
Create conference Android and IOS app $5 per app download; $0.50 for each paper in the proceedings (i.e., accepted paper); minimum $200
IEEE Xplore content preparation and upload $1 for each paper in the proceedings (i.e., accepted paper); minimum $200
Each outgoing wire transfer to transfer the registration income to the conference account (typically, such transfers are made once or twice for each conference) $22
Each payment (check, US domestic wire transfer) for conference expenses (e.g., hotel, caterer, publisher) $10
Vendor form for registration $20
Incoming wire transfer for registrations (not for credit card payments) $10
International wire transfer for conference expenses (e.g., hotel, caterer) $30
Domain name registration for conference (e.g., MyConf2010.org) $25 for one year, $20 for each additional year
Web page content setup $300 to $500, depending on size of event
Late payment fee 1.5% per month starting 30 calendar days after beginning of conference

Only papers that have been assigned reviews (or have been accepted, rejected or are still active) are counted, not papers that were withdrawn before review. ("Pending" papers, i.e., papers without manuscript, are automatically withdrawn after the end of the conference, before the invoice is issued.) There is no extra charge for multiple rounds of review (e.g., extended abstract and final paper review), but paper revisions, with a new paper number, are counted separately. For journals, we typically invoice once a year, or as arranged with the publisher.

If you use EDAS to accept payment for registrations via credit card, checks or wire transfer, a charge of 6% of the registrations paid covers the credit card fees and handling. (Wire transfers generally need to be matched to registrations manually.) There is no charge for registration payments deposited directly into a conference account or collected by the conference (e.g., via a University merchant account). In addition, EDAS charges $10 for each incoming wire transfers to recover the corresponding bank charge. To cover our labor, we charge $10 for each outgoing domestic conference payment and $30 for international payments, e.g., for hotel and catering invoices, whether this is a check or domestic wire transfer.

The conference is responsible for any charge-backs due to cancellations by attendees, contested charges or credit card fraud.

The amount can be sent by US check (to US addresses, generally) or by electronic funds transfer (wire transfer), typically at the end of the registration period. Income For very large conferences, registration income can be transferred in several batches. International wire transfers incur a bank fee of $22. For convenience, we usually subtract the paper processing fee from the payment.

Detailed license and service conditions are available.