For any researcher, submitting a paper to a conference is a critical, high-stakes moment. It's the culmination of months—or even years—of hard work. The process, however, can be intimidating, filled with strict deadlines, specific formatting rules, and unfamiliar online systems.

This guide will demystify the entire process, breaking it down into clear, actionable steps from start to finish.

Step 1: Pre-Submission: The Foundation

Before you even think about the "submit" button, your success depends on this preparation phase.

• Find the Right Conference: Don't just submit anywhere. Is this conference a good fit for your research? Is it a reputable event in your field (e.g., sponsored by IEEE, ACM, or a major university)? Does your research match the conference's themes?

• Read the "Call for Papers" (CFP) Meticulously: This is the most important document. The CFP is your rulebook. Print it out, highlight it, and check it multiple times. Pay extra close attention to:

  • Scope & Topics: Does your paper fit the listed topics?

  • Deadlines: Note the exact date and time zone for abstract registration and full paper submission. They are often different and are non-negotiable.

  • Paper Type: Are you submitting a full paper, a short paper, a poster, or a workshop paper?

  • Submission Format: Are there specific page limits?

Step 2: Writing and Formatting Your Paper

A brilliant paper can be "desk-rejected" (rejected before review) simply for not following the rules.

• Download the Official Template: Almost every conference provides a mandatory template (e.g., in LaTeX, Word, or an Overleaf template). Use it from the very beginning. Do not try to re-format your paper at the last minute; it will break.

• Adhere to Page Limits: If the limit is 8 pages, do not submit 9. Your paper will be automatically rejected. This limit often includes references and appendices, so check the CFP.

• Anonymize for Double-Blind Review: Most top conferences (especially in AI, CS, and sciences) use a double-blind review process. This means the reviewers don't know who you are, and you don't know who they are. You must remove all identifying information from your paper:

  • Remove all author names and affiliations.

  • Remove any grant numbers or "Acknowledgements."

  • Cite your own previous work in the third person (e.g., "Previous work by [Your Name] has shown..." should become "Previous work by [Citation] has shown...").

  • Check the PDF metadata to ensure your name isn't hiding there.

Step 3: Navigating the Submission System

You don't just email your paper. You will use a conference management system. Common platforms include EasyChair, Microsoft CMT (Conference Management Toolkit), and EDAS.

1. Create an Account: You will need to register on the submission portal. Do this days in advance, not 10 minutes before the deadline.

2. Register Your Abstract: Many conferences have a two-step deadline. You must submit your title and a short abstract (100-300 words) about a week before the full paper is due. This helps organizers assign reviewers. Missing this abstract deadline often means you cannot submit your full paper.

3. Fill Out the Submission Form: This is the online form. You will be asked to:

   • Enter the title and abstract (copy-pasted).

   • Add all co-authors and their affiliations (this is separate from the anonymized paper).

   • Select keywords or topics that best describe your paper.

   • Answer any special questions (e.g., "Is this a student-authored paper?").

4. Upload Your PDF: This is the final step. Upload your fully formatted, anonymized PDF. Most systems will let you re-upload a new version anytime before the deadline.

Step 4: After You Click "Submit"

You've done it! Now what?

• The Peer Review Process: Your paper will be sent to 2-4 anonymous experts in your field. They will read it and provide scores and detailed comments.

• The Decision: After a few months, you will receive a decision:

  • Accept: Congratulations! You will move on to the "camera-ready" version.

  • Reject: This is the most common outcome, even for top researchers. Read the reviews, learn from them, and revise your paper for another venue.

  • Accept with Revisions / Rebuttal: You may be asked to make minor changes or, in some CS conferences, write a "rebuttal" to answer the reviewers' concerns before a final decision is made.

• Camera-Ready Submission: If accepted, you will de-anonymize your paper (add back your names, affiliations, and acknowledgments) and finalize it based on reviewer feedback. This final version is the "camera-ready" copy that will be published in the proceedings.