Resources

OpenConf is licensed on a per entity (event or journal) per year basis, with each license permitting a single installation of the software. For example, QQQ2024, QQQ2025, and YYY2024, will each require a separate license. The license for the entity is embedded within the software downloaded for that entity.

The OpenConf Hosting Service pricing already includes an OpenConf Professional Edition license, and does not need a license to be purchased separately. Hosting requests for periods longer than one year will have the additional hosting time pro-rated on a monthly basis.

OpenConf Community Edition is free to use for up to three (3) installations per year, subject to the OpenConf License, and only if the organization hosting OpenConf has an employee or unpaid volunteer who will install and administer the software. If you intend on hiring an entity that will provide services, including installing, administering, or customizing OpenConf, you will need to first purchase an OpenConf License. Similarly, if you intend on providing OpenConf-related services to others, a license is required; contact us for details.

If you are the one organizing the event and are not being paid for doing so, then the answer is probably yes. You need to read through the OpenConf License to make sure though.

OpenConf has been used by thousands of conferences, journals, workshops, symposia, grants, books, and competitions in over 100 countries. A partial list is available here.

If you have purchased an OpenConf License or are an OpenConf Hosting Service client, we will be glad to assist you. Please use the contact us form, or email us directly. For Community Edition users, please purchase a License first if you need support. If you are hosting OpenConf on your own server, review your HTTP/PHP/MySQL/Mail logs for any diagnostic messages prior to contacting us.

See the troubleshooting section of our Email Guide for suggestions.

There are a couple of ways to handle multiple tracks in OpenConf. If the tracks share the same submission and review forms and deadlines, and the event Chair is willing to handle acceptance notifications for all tracks, then you may find a single instance of OpenConf sufficient by using or more of the following: advocates for track chairs, submission type or topic field for track name, and the Acceptance module to separate submissions across tracks for notification purposes. Another option is to use multiple instances (installations) of OpenConf, which allows for tracks to be separately managed; although it is still possible to link topics and accounts across tracks if desired. Note that when installing OpenConf on your own server, separate licenses must be purchased for each installation.

The OpenConf Hosting Service restricts file uploads to 64MB each, unless special arrangements are made. With the downloaded version of OpenConf, the software does not limit the uploaded file size, however your PHP and HTTP server configurations do. Make sure you have your HTTP server properly configured, and that you have set appropriate values for PHP's upload_max_filesize and post_max_size options. For very large files or low bandwidth connections, you may need to ensure the server is not timing out the script.

OpenConf uses browser cookies and PHP sessions to keep track of signins. Make sure you have cookies enabled in your browser, PHP's session.save_path is properly configured, and the web server has write permission to the save_path directory. You may also need to increase the value of PHP's session.gc_maxlifetime directive. Note that if the session.save_path directory is shared by other applications, their settings may be impacting how often session files are cleared out.

An advocate, or champion, is typically a member of the program committee (a group of people charged with making the selection of submissions to accept). One advocate may be assigned to each submission. The advocate is able to access all the reviews for assigned submissions, and is often assigned the submission for review as well. The advocate's job is to look over the reviews for a submission and make a recommendation on whether the submission should be accepted. This recommendation is displayed on the Acceptance Decision page, and is used by the Chair/Editor in making a final determination on whether the submission is accepted.

Yes! See the upgrade instructions. Don't forget to backup your files and database prior to initiating any upgrades.