What are Conference Proceedings & Frequently Asked Questions

Conference proceedings are essential records of the research presented at academic conferences. They provide early access to insights, enabling collaboration and innovation within the academic community. This guide explains everything you need to know about conference proceedings, including how they’re published, where to find them, and why they matter.

What Are Conference Proceedings?

A conference proceeding is a record of an academic conference or symposium that conference organizers may choose to publish. This record includes abstracts or reports of research papers presented by event participants. These papers are often published in an academic journal at a later time. 

It usually takes less time for conference proceedings to get published than academic research papers, making these records an important and efficient way to make others aware of a researcher’s work and have it visible faster when an academic conducts a literature review. In other words, conference proceedings help make researchers aware of new insights and industry innovations, while citing research underway on a given subject. 

When reviewing citations in a journal article, conference proceedings don’t appear the same way as a research paper. Here’s how to know if the piece you’re referencing is a conference proceeding:

• The dates presented include not only the year and month, but also the days the conference was hosted.
• Conference proceeding citations include the type of session during which the research was presented, like the conference session or poster session. 
• The location of the conference is included in the citation.

Conference Proceedings vs. Conference Papers

• Conference Papers: Written by researchers applying to present at a conference, these are submitted via a call for papers and reviewed by the conference committee. Accepted papers are presented in formats such as sessions, posters, or panels.
• Conference Proceedings: A published collection of all accepted papers or abstracts from a specific conference, serving as a record of the event.

 The process of submitting a conference paper involves responding to the event call for papers and meeting the same deadline as other researchers hoping to participate in the event. The paper is usually submitted through an abstract management software used by conference organizers to manage their submission and review processes.

Once all conference papers are submitted, the members of the conference organizing committee review the submissions through their chosen process (usually single-blind or double-blind), and authors are notified whether their work has been accepted to the conference. 

After the conference, the papers that were accepted to be presented at the conference are collected and included in the conference proceedings.

Why Are Conference Proceedings Important?

Conference proceedings allow researchers to reference and review the newest research in a specific area, before that work is published. They allow researchers to present their work in a less formal format than a published academic journal, and allow new researchers the chance to connect with others in their field. 

Conference proceedings can also help academics research an event before they choose to respond to its call for papers. With the rise of predatory conferences plaguing the academic community, conference proceedings act as a record of the topics that were presented at other conferences organized by the organization calling for research, helping researchers evaluate whether an event is legitimate and worth of their energy, finances, and association. For tips on organizing a high-quality conference, check out our guide on How to Plan Your Scientific Conference.

Conference proceedings can also help researchers uncover who presented at an event and areas being researched in a specific field of study. They can also help new conference organizers gain an understanding of the volume of research and diversification of subject matter to strive for when planning their event.

Publishing Conference Proceedings: Step-by-Step

Conference proceedings are usually published by an organization that is hosting or sponsoring the event. The event organizing committee will create a publication proposal that includes details on both the conference and the organizer. That proposal is evaluated to verify that the information submitted is accurate, and published if accepted.  

Here are the steps you need to take:

1. Select the organization that will publish your proceedings.
2. Check the organization's website to learn what pieces of information they require in their publishing proposals.
3. Create your proposal and submit it, usually through the website of the publishing organization.
4. Wait for the proposal to be evaluated.
5. If accepted, the organization will send an agreement to sign, including any publishing fees that need to be paid.
6. The agreement is signed and payment is submitted.
   

Where to Find Conference Proceedings

• Search Engines: Use Google with keywords like "proceedings" plus your research topic.
• Journals: Explore journals relevant to your field for published proceedings.
• Conference Websites: Check the event’s official site for archived materials.
• Library Databases: Many universities and organizations provide access to past proceedings.

Conclusion

Conference proceedings play a critical role in advancing academic research by making early-stage findings accessible, fostering collaboration, and helping researchers evaluate and plan for future conferences. By bridging the gap between conference presentations and formal publication, they contribute to a more open and connected scientific community.