Do these 3 things before closing this tab:
1Repair Windows errors before they cause bigger problems2Scan for outdated or missing drivers - takes under a minute3Clear out junk files and repair common Windows errorsManage each conference submission as its own record—not as one date on a shared calendar. Track every milestone with its published time zone, preserve the current call for papers and track-specific instructions, assign an owner to each requirement, and review overlapping-work policies across all relevant venues before submitting.
Build one authoritative record for each venue and track
A conference may have different dates and requirements for different tracks or submission types. Create a separate record for every venue-track combination, even when the same paper or coauthor team is involved. Keep the original deadline wording visible alongside any converted calendar time, so a conversion never replaces the venue’s published terms.
- Identity: conference, year, track or submission type, and paper title or internal project name.
- Official references: call for papers, submission instructions, portal link, and the date you last checked them.
- Deadline details: each milestone’s published date, time, and time-zone wording, plus a separately calculated local time for the team.
- Requirements: track eligibility, page limit and template, anonymity, author rules, file types, required statements or checklists, and supplementary-material rules.
- Ownership: person responsible, reviewer, and an internal completion date for each task.
- Policy review: rules on concurrent submissions, resubmissions, and overlap with related work.
Use distinct status labels such as “not checked,” “not specified,” “in progress,” and “verified.” “Not specified” means the current instructions do not state a requirement; “not checked” means you still need to look.
Separate every deadline into its own milestone
Do not use a single “conference deadline” field. Depending on the call, a submission can involve author or account registration, an abstract, the full paper, supplementary files or code, notification, revisions, camera-ready materials, and presenter registration. Add only milestones the particular conference specifies, and verify them for the relevant track.
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For example, the AAAI-27 instructions separate abstract, paper, and supplementary-material or code deadlines, and warn that dates can differ by track. That is a useful illustration of why records need multiple milestones—not a schedule to copy for another conference. Check the current AAAI-27 submission instructions and main technical track call for that cycle’s details.
Record the time zone exactly as published
A date without its time zone is not a dependable deadline. AAAI-27 describes its deadlines as “anywhere on earth” (UTC−12), while the AIB 2026 submission guide gave a deadline in local time. These are cycle-specific examples; do not assume either convention applies elsewhere. The AIB deadline was 12 January 2026 and has passed, so it illustrates deadline wording rather than an upcoming submission opportunity.
Keep three pieces of information together: the official deadline string, the time zone or convention the venue names, and the team’s converted local date and time. Verify the conversion independently and invite coauthors to use the same calendar zone. IACR’s January 2023 Guidelines for Program Chairs advises naming the time zone and avoiding ambiguous expressions such as “12:00 PM.”
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Turn each call into a venue-specific checklist
Read the live call and instructions for the exact year and track, then turn their requirements into checkable items. A compact checklist can include:
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- Length limit, template, formatting, and anonymization.
- Abstract, metadata, author list, and any author or per-person limits.
- Accepted file formats, supplementary-material or code rules, and required declarations or checklists.
- Portal fields, submission steps, and any final-material or presentation obligations stated in the call.
For each item, record the source and mark whether it is verified, absent from the instructions, or still unchecked. AIB 2026’s guide, for instance, distinguishes submission types, file formats, portal use, and content requirements; the EACL 2026 call addresses length, anonymization, authorship, ethics, limitations, and supplementary materials. They show why a checklist must be rebuilt for each venue, not copied wholesale from a previous submission. The AIB date is past, and EACL’s requirements are specific to its 2026 cycle.
Useful reference pages include the AIB 2026 submission guide and the EACL 2026 call for main conference papers. Re-open the current call before relying on any cycle-specific rule.
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Assign owners and internal checkpoints
For every checklist item, name a responsible coauthor and, where useful, a second person to review it. Give the task an internal completion date that leaves time to resolve mistakes before the official cutoff. A final review should check the actual PDF, metadata, author order, required attachments, and the version selected in the portal.
There is no universal buffer established by these conference examples. Choose one based on the team’s workload and the portal’s requirements; do not treat an arbitrary number of days as an official standard. If a venue recommends early registration or submission, reflect that advice in the relevant record.
Check overlapping work against every relevant policy
Before submitting, identify papers with overlapping authors, ideas, data, or contributions. Compare the current policies of all relevant venues, including rules on simultaneous submission, resubmission, and what counts as substantially distinct work. A policy that permits something at one conference does not establish that another venue permits it.
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AAAI-27 and EACL 2026 describe restrictions on simultaneous submissions, while USENIX prohibits simultaneous submission of the same work and directs authors with questions to conference leadership. These examples differ by venue and cycle; consult the applicable current policy rather than generalizing from them. See the AAAI-27 main technical track call, EACL 2026 call, and USENIX Conference Submissions Policy.
Keep a brief record of the policy URL, which work you compared, any disclosure you made, and any guidance received from a chair or conference office. If the wording is unclear, ask the relevant chair or office before submitting. AAAI-27’s call also advises authors to combine closely related ideas into a single, stronger paper; treat that as guidance in that call, not a universal rule.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Finish the portal submission and verify receipt
An upload in progress is not proof that a submission is complete. Start portal work early when the venue advises it: AIB 2026 anticipated heavy traffic near its deadline, and AAAI-27 recommended early account registration to avoid last-minute congestion. Neither example establishes a universal minimum lead time.
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- Open the official portal linked from the current call and confirm you are submitting to the intended year, track, and submission type.
- Check that the selected manuscript is the approved version and that its anonymity and formatting match the instructions.
- Enter or verify the title, abstract, author list and order, affiliations, and other required metadata.
- Attach every required file in an accepted format, including supplements or declarations when the call requires them.
- Complete the portal’s final submission step, then save the confirmation, submission identifier, and submitted-version details.
- Review the portal record to make sure the intended files and metadata appear as submitted; resolve discrepancies before the deadline.
The exact confirmation fields vary by system. AIB’s guide specifies use of its official portal, while AAAI-27’s instructions cover registration and submission materials; follow the current venue’s own process.
Compare venues without treating their rules as interchangeable
When coordinating more than one submission, compare the dimensions that affect workload and policy risk—not just the dates. Populate this comparison from each current call; the examples below illustrate why the fields matter, not a ranking of venues.
Quick Recap
| What to compare | What to record |
|---|---|
| Milestones and time convention | Registration, abstract, full paper, supplements, notification, and final-material dates; exact time-zone wording. |
| Track-specific dates | Whether the chosen track or submission type has separate deadlines or instructions. |
| Portal and files | Required portal, accepted formats, required attachments, and any upload or metadata steps. |
| Paper requirements | Length, template, anonymity, supplements, declarations, and checklists. |
| Author rules | Author eligibility, author-list requirements, and any per-person submission limits. |
| Related-work policy | Concurrent-submission, resubmission, overlap, and disclosure rules, plus the appropriate contact for questions. |
| After submission | Notification, revision, camera-ready, and presenter-registration dates when specified. |
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