A yearly conference publishing with IEEE and Springer
Two publication tracks, a scientific committee across several countries, two review rounds and fees in two currencies.
Letters, logos and certificates per track, from the same submissions.
Conference management · Call for papers to certificates
Run the whole conference from one place, edition after edition.
VirteConf manages the complete lifecycle of an academic or professional conference: registration, paper submission, originality screening, peer review, decisions, payments and invoices, the programme, on-site attendance and certificates.
6reviewer recommendation levels, each with its own score band
5decision outcomes, sent as protected PDF letters
5certificate types, plus per-session certificates
2publication tracks, IEEE and Springer
The problem it solves
A conference is a dozen processes that usually live in a dozen tools.
Submissions in one system, payments in an inbox, the programme in a spreadsheet and certificates made by hand after the event. VirteConf connects them, so each step uses data that already exists.
Today
Chasing reviewers by email and averaging scores in a spreadsheet before every decision.
With VirteConf
Assignments, workload, reminders, structured reviews and a suggested outcome per round.
Today
Matching bank receipts to papers by hand and answering "did my payment arrive?" all week.
With VirteConf
PayPal payments verified per paper, uploaded proofs validated by staff, authors notified.
Today
Producing hundreds of certificates manually and resending the ones with misspelled names.
With VirteConf
Certificates generated from your templates, with the name each participant chose.
Main capabilities
Every stage of the conference, connected.
Every screen below is the real product, running a fictional conference, DCSE 2026, with demo data.
Authors and participants
Each participant sees exactly what to do next
Participants sign in with Google or with email and password, and complete a profile with institution (ROR ID), participant type and the exact name to print on certificates. Their dashboard follows their papers, payments, session registrations and welcome kit.
- Multi-author submissions with drafts and a checklist of missing information
- Versioned manuscripts and revisions in later rounds
- Receipts, decision letters and certificates in one place
Fewer support emails, because participants can see their own status.
Peer review
Structured reviews with scores you can defend
Reviewers see the manuscript and its originality screening side by side and complete a structured form: a six-level recommendation, theory or practice focus, value added, familiarity, best-paper candidacy, and separate comments for authors and the committee.
- Each recommendation maps to its own score band, so a "reject" never scores like an "accept"
- Similarity and AI-writing screening via Copyleaks or your own API
- Drafts can be saved; submitted reviews are final
Reviewers and committees
Assign by workload, follow compliance by round
Invite reviewers with single-use links per edition. Assign papers while seeing each reviewer's current load, send reminders to everyone with pending reviews, and check who has completed each round.
- Submissions list with progress, recommendation and suggested score per round
- Excel export of submissions and review assignments
- Scientific committee certificates from the same records
Decisions
Decision letters in a few clicks
Choose the outcome, adjust the comments that go to authors without altering the reviewers' original text, and send. The platform produces an edit-protected PDF letter with the IEEE or Springer logo and the chair's signature, and emails it to every author.
- Accepted, minor changes, major changes, conditioned major changes or rejected
- One recorded notification per paper and round
- Editable email templates and test letters
Payments and invoicing
Fees per accepted paper, verified per payment
The amount due follows your edition's rules: first paper, additional papers and extra pages, in MXN or EUR. Authors pay through PayPal, verified automatically against the papers they cover, or upload a bank-transfer proof for staff to validate.
- Payment validator role separate from administrators
- Receipts and validation notices emailed to all authors
- Mexican CFDI invoice requests sent to your accounting team
Programme and attendance
A programme that knows who attended
Build sessions, keynotes, workshops and breaks by room and time. Attendees register for sessions, with overlap and capacity checks, and receive a QR pass per session that staff scan at the door.
- Public schedule page and online meeting links
- Welcome-kit delivery by QR, for everyone, paid participants or scholarship holders
- Session certificates only for recorded attendance
More screens
The rest of the organising toolkit.
Certificates from your designs
Upload the background for each certificate type, place the name and title fields, and choose font, colour, alignment and line limits. Participants request their certificates and receive them as PDF.
Email centre
Send to participants, reviewers, editors or custom lists in batches, with a delivery log. Decision emails have their own editable templates.
Know your community
Compare editions by country, gender, participant type, publication track, decisions and academic titles.
QR attendance
Each registered session has its own QR code. Staff scan it at the door to record attendance.
Branded entrance
The sign-in page carries your conference's name and logo, with a background image of the host city.
Conference lifecycle
Eight stages, one record per participant and paper.
- Organisers
Configure the edition
Dates, rooms, topics, fees, email, templates and certificates.
- Participants
Register
Sign in and complete a profile with institution and participant type.
- Authors
Submit papers
Co-authors, track, topics and manuscript, saved as a draft until complete.
- Platform
Screen originality
Similarity and AI-writing signals with your risk thresholds.
- Committee
Review in rounds
Assign by workload, remind, collect structured reviews and revisions.
- Chairs
Decide and notify
Protected PDF letters with comments for authors, emailed to all authors.
- Authors & finance
Pay and invoice
Per-paper fees through PayPal or a validated proof; invoice requests.
- Everyone
Attend and certify
Programme, QR passes, attendance, welcome kits and certificates.
Key features
The details that save the organising team.
Submissions
- Six-digit submission IDs for emails and sessions.
- Secure preview of Word manuscripts on your own domain.
- Revert to draft by staff when corrections are needed.
Review
- Single-use invitation links per edition.
- Workload-aware assignment counting only the current edition.
- Per-round progress and suggested outcome per paper.
Decisions
- Five outcomes across multiple review rounds.
- IEEE and Springer logos kept per edition.
- Notification history per paper and round.
Payments
- Fees in MXN and EUR; proofs in MXN, EUR, USD or PEN.
- Bank details shown to payers, editable in settings.
- Payment status per paper in lists and exports.
On-site
- Conflict and capacity checks on session registration.
- Attendance list per session for staff.
- Scholarship assignment for students and public.
Platform
- English and Spanish interface.
- Email server configured from the interface.
- Every edition kept in one installation.
Business benefits
What organisers gain.
Fewer manual hours
Reminders, letters, receipts and certificates come from data already in the system.
Fairer, documented decisions
Structured reviews, score bands and per-round summaries make outcomes consistent.
Payments you can trust
Verified PayPal payments and validated proofs, linked to the exact papers they cover.
Memory across editions
Reviewers, templates, settings and trends carry over to next year.
Use cases
Where VirteConf fits best.
A faculty congress with students, workshops and scholarships
Students register for workshops with limited capacity, some receive scholarships, and attendance is recorded by QR in each room.
Certificates only for sessions actually attended.
An association that runs the same event every year
The board needs a reliable record of participation, decisions and payments for each edition, and comparisons between years.
One installation that keeps every edition and its trends.
Target customers
For organisers of peer-reviewed and professional events.
- Academic conferencesCalls for papers, peer review and published proceedings.
- Universities and research centresCongresses, symposia and seminar series with students.
- Professional societiesAnnual events with paid registration.
- Event secretariatsTeams that handle payments, invoices and certificates for organisers.
Roles in the platform
Super admin
System settings, editions, templates, communications and decisions.
Staff
Programme, rooms, attendance, welcome kits and participant support.
Payment validator
Reviews proofs and confirms payments, without full admin rights.
Reviewer
Sees assigned papers and completes structured reviews.
Author / attendee
Submits, pays, registers for sessions and receives certificates.
Integrations and extensibility
Works with the services conferences already use.
Built in
Google sign-inPayPalverified notificationsCopyleaksROR institution IDsYour SMTP server
Configurable
iThenticateAPI endpointGPTZeroAPI endpointCustom screening APIOnline meeting links
Data out
Excel: submissionsExcel: review assignmentsPDF letters and certificatesEmail campaign log
Security and administration
Manuscripts and payments handled with care.
- Manuscripts served privately, only to their authors, assigned reviewers and staff.
- Payment proofs and fiscal documents visible only to the uploader and staff.
- Word previews on your own domain, never sent to an external viewer.
- Decision letters protected so they cannot be edited.
- Separate roles for administrators, staff, payment validators and reviewers.
- Screening results are advisory, with a disclosure text you control.
Why VirteConf
Review tools stop at the decision. VirteConf continues to the certificate.
Submission to certificate
Review, payment, programme, attendance and certificates share the same records.
Scoring you can defend
Score bands tied to each recommendation keep numbers and opinions consistent.
Built for repeat events
Editions, templates and reviewer pools carry over, with year-on-year trends.
| Need | Forms, email and spreadsheets | Review-only systems | VirteConf |
|---|---|---|---|
| Peer review in rounds | Manual tracking | Covered | Covered, with workload, reminders and compliance per round |
| Fees per accepted paper | Calculated by hand | Usually outside the tool | Calculated and verified per paper |
| Programme and attendance | Separate spreadsheet | Usually outside the tool | Sessions, capacity, QR passes and attendance |
| Certificates | Mail merge after the event | Usually outside the tool | From your templates, gated by attendance |
| Invoices (Mexico) | Emails with attachments | Not covered | CFDI request form sent to your accounting team |
Ways to buy
Ready for your next edition.
Pricing depends on the size of the event and the services you need. We quote after a demo.
Single event
One edition
- Hosted for the duration of your event
- Setup of fees, templates and email
- Support during review and the event
Recommended
Annual conference
- Hosted year-round, editions archived
- New edition set up each year
- Updates and priority support
Institution
On your servers
- Installed in your infrastructure
- Branding for your events
- Training for your team
Questions organisers ask
Straight answers.
Does the screening service decide if a paper is plagiarised?
No. Similarity and AI-writing scores are advisory signals with risk levels you configure. The committee makes the decision.
Can we use our own certificate and letter designs?
Yes. You upload the certificate background per type and edition and position the fields. Decision letters use your IEEE or Springer logo and your chair's signature.
Which payment methods are supported?
PayPal with automatic verification, and bank transfers with an uploaded proof validated by staff. Other gateways can be discussed as part of a project.
Do we lose last year's data when we start a new edition?
No. Each edition is archived in the same installation, and lists and reports can be filtered by edition or show all of them.
Can it carry our conference's name and logo?
Yes. The screens on this page show a fictional conference, DCSE 2026; your installation shows your own name, logo, banners and host city.