5 Steps to a TDL Conference Website

The following steps provide a basic path to getting your TDL Conference website set up. For more details, consult the TDL Wiki and the Open Conference Systems documentation provided by PKP.
Printable version of this page.

1. PREPARE.

Before you begin, take the time to do the following preparatory tasks:

  • Consult the OCS documentation in the TDL Wiki and on the PKP site.
  • Think about what you will need from a conference website. For instance, will you need it to manage registration? Will you be accepting and reviewing submissions? If not, you may not need the complex functionality of OCS; a WordPress website might be more suitable.
  • Consider your customization needs. An OCS website and conference management system has limited customization options available for non-technical users. Advanced customization (e.g. creation of a new theme) is the responsibility of the end user.
  • Attend a TDL training course on using OCS software or ask your institutional librarian if training will be offered on your campus.

2. CLAIM A CONFERENCE WEBSITE.

Email support@tdl.org with the following information:

  • Conference Name. Note that this should be the name of the overall conference (e.g. “Texas Conference on Digital Libraries”), not a specific instance of the conference (e.g. “TCDL 2010”)
  • URL Slug (a short string of text journal in the web address that will identify your conference)
  • Name and email address of the conference manager

Or you can fill out this form to request your conference site. Either way, a TDL staff member will be in touch quickly to help you set up your site.

3. SET UP THE CONFERENCE.

  • Go through the Setup process under “Website Management” in the Conference Manager interface to configure sitewide elements for the website, such as the theme, header and footer, etc.
  • Under “Scheduled Conferences,” create the first scheduled instance of the conference. (Any given conference website supports multiple instances of the conferences. So for an annual conference, a new “scheduled conference” would be created for each year.)
  • Under Current Conferences, go to Setup and add information about the conference instance you just scheduled, including information about submissions and review guidelines. In the Current Conferences section, you can also add information about conference tracks, the organizing team, the program, accommodations, and registration.

4. ENROLL USERS.

  • Assign users to these roles*:
    • Director – manages the proposal submission, editing, and publication process for a given conference.
    • Track Director(s) – manages submissions for a specific conference track.
    • Reviewer(s) – provides peer-review of the submissions.
    • Registration Manager – oversees conference registration process.
*Not necessary to fill all roles.

5. READY!

  • Begin accepting and reviewing submissions for the conference.
  • Depending on how you chose to set up the conference, publish conference papers and presentations online once the event has ended.
5 Steps to a Conference Website (PDF version) (69.43 kB; 08-2011)