After months of hard work, you’ve received the email you’ve been waiting for: "We are pleased to inform you that your paper has been accepted..." It's a moment of celebration and a huge validation of your research.

But once the initial excitement subsides, you'll realize that acceptance is not the finish line. It's the start of a new set of crucial tasks to ensure your paper is published and your presentation is a success. This step-by-step guide provides a clear checklist of what you need to do after your conference paper is accepted.

(Current Date: Sunday, September 28, 2025. If your conference is in early 2026, these steps are time-sensitive.)

Phase 1: Immediate Steps (The First 1-2 Weeks)

These tasks are your top priority and often have tight deadlines.

1. Read the Acceptance Email and Reviewer Comments Carefully This email contains critical information. Before you do anything else, read it thoroughly and identify:

• The type of acceptance: Is it for an oral presentation, a poster presentation, or publication only?
• Reviewer feedback: Note all the required or suggested revisions. You will need to address these in your final paper.
• Key deadlines: Look for the submission deadline for the "camera-ready" paper, the copyright form, and the author registration.

2. Prepare Your "Camera-Ready" Paper This is the final version of your manuscript that will be published in the conference proceedings.

• Incorporate Revisions: Systematically address every comment from the reviewers. A detailed "response to reviewers" is sometimes required, but even if not, making the requested changes is essential.
• Use the Official Formatting Template: Download the official conference template (LaTeX or Word) and ensure every part of your paper—margins, fonts, headings, references—perfectly adheres to it.
• Proofread Everything: This is the absolute final version. Proofread it meticulously for any typos or grammatical errors. Ask a colleague to read it one last time.

3. Complete and Submit the Copyright Form To publish your paper, the conference needs the legal right to do so. You will be required to complete a copyright transfer form, which is usually done electronically. This is a mandatory step.

4. Register for the Conference (Before the Early-Bird Deadline!) Virtually all conferences require that at least one author registers for the event for the paper to be included in the proceedings.

• Find the "Author Registration" deadline. It is often earlier than the general registration deadline.
• Register before the "Early Bird" period ends to save a significant amount on the registration fee.

Phase 2: Planning and Logistics (1-3 Months Before)

Once the paperwork is done, focus on getting yourself to the conference.

5. Apply for a Visa Immediately (If Required) For international travel, the visa application is the most time-consuming and unpredictable part of the process. Start it as soon as possible. You will typically need the official Letter of Invitation from the conference (usually provided after you register) to complete your application.

6. Book Your Flights and Accommodation

• Flights: Book your flights 2-3 months in advance for the best prices.
• Accommodation: The conference may recommend official hotels, but these can be expensive. Look for more affordable hotels, guesthouses, or Airbnb options that are either within walking distance or a short public transit ride from the venue. Consider sharing a room with a colleague to cut costs.

Phase 3: Presentation Preparation (The Final Month)

Now it's time to prepare to share your research with the world.

7. Design Your Presentation (Oral or Poster)

• If giving an Oral Presentation:
• Structure: Create a clear narrative (Introduction, Methods, Results, Conclusion).
• Slides: Keep them simple and visual. Use large fonts and high-quality images. Avoid walls of text.
• Timing: Practice your talk repeatedly to ensure it fits within the allotted time (usually 15-20 minutes).
• If giving a Poster Presentation:
• Design: Create a visually engaging poster that is easy to read from a distance. Use a logical flow (e.g., in columns) with clear headings.
• The Pitch: Prepare a 2-3 minute verbal summary of your poster that you can give to people who stop by.

8. Plan Your Networking Strategy Scan the conference program ahead of time. Identify keynote speakers you want to see and authors of interesting papers you'd like to meet. Prepare a brief, 30-second "elevator pitch" about yourself and your research.

Conclusion

Getting your paper accepted is a fantastic accomplishment. By following this checklist, you can ensure the post-acceptance process is smooth and stress-free. This allows you to focus on what truly matters at the conference: sharing your research, learning from others, and building invaluable connections in your field.