Conference Proceedings vs Conference Papers: A Complete Guide for Academic Event Organizers

In academic research, conference papers vs conference proceedings are terms that are often used interchangeably. However, they refer to distinct stages of the academic publishing process. Understanding the difference between the two is crucial for event organizers who plan academic conferences and symposia.

Conference papers and conference proceedings are fundamental to academics, especially in scientific fields, including social sciences, engineering, chemistry and computer science, where quick dissemination of new findings is vital. 

By exploring their key differences, we’ll highlight their respective roles in scholarly communication, their impact on peer reviews, and how they are cited. We will also recommend best practices for managing conference papers vs conference proceedings, offering insights into how researchers and conference organizers can navigate these processes effectively.

Conference Papers vs Conference Proceedings: Key Differences

The table below highlights the key differences between conference papers and published proceedings:

Feature	Conference Papers	Conference Proceedings
Definition	A short research paper presented at an academic conference or symposium	A collection of all accepted conference papers made available after an academic conference or a symposium
Purpose	Disseminate early findings and gather feedback from peers and other event attendees	Record the complete body of conference work for future access
Scope	Individual paper	Compilation of all delivered conference papers, oftentimes with additional content, such as keynote speaker presentations, lecture notes, abstracts, etc.
Publishing Platform	Can be published in journals, online, in trade media and research repositories	Often published on a dedicated online portal, academic databases, or a digital file
Citations	Cited as a researcher’s individual paper	Cited as part of collective research findings shown at a conference
Peer Reviews	Varies per conference criteria (typically peer-reviewed)	Reviewed by conference organizers and subject-matter experts as part of the conference paper selection process

What Is a Conference Paper?

A conference paper is a short research article that is presented during a designated session of an academic conference or a symposium. These papers are shorter than journal articles and usually focus on introducing new research ideas, innovations, or methodologies in a more concise format.

Presenting preliminary findings in conference papers allows researchers to gauge the validity of their work, address any weaknesses in their approaches, and refine their ideas. Peer feedback from conference attendees, including other researchers and subject matter experts, is invaluable in this regard. By engaging with other experts in the field, authors can fine-tune their work before submitting it for publication in peer-reviewed journals.

Structure of a Conference Paper

While the exact structure of a conference paper can vary depending on the discipline and conference guidelines, most follow a similar format. A typical conference paper will consist of the following components:

• Title and authors: The title of the paper clearly indicates the research topic, while the authors’ names and affiliations provide more context on the study. 
• Abstract: A brief summary that encapsulates the conference paper’s objectives, methodology, findings, and significance of the research. The abstract helps potential readers quickly determine whether the paper is relevant to their own work.
• Introduction: This section sets the stage for the research, explaining its background, research problem, and objectives. It often provides an overview of the theoretical framework or main issues that the research addresses.
• Methodology: The methodology section describes how the research was conducted: the methods used for data collection, experimental design, and any analytical techniques that were employed. The level of detail here can vary depending on the complexity of the research.
• Results and discussion: This is where the research findings are presented and analyzed.
• Conclusion and future work: The conclusion summarizes the contributions of the paper. It often mentions the implications of these findings, addressing any limitations and suggesting future directions for research.
• References: This section lists all the sources cited throughout the paper so that the research is attributed correctly and that readers can find additional information if needed. Conference papers feature a Digital Object Identifier (DOI) and an International Standard Serial Number (ISSN). 

You can learn more about conference paper formats and styles here.

Types of Conference Papers

There are several different types of conference papers.

Full papers provide a detailed examination of the research, similar to a journal article, offering a comprehensive exploration of the methodology, results, and discussion. These papers are typically more substantial and are suitable for presenting complete findings and in-depth analysis.

Short papers are more concise, summarizing the core aspects of the research. These papers usually present preliminary findings, conceptual ideas, or narrow studies. The shorter length is perfect for researchers who wish to share early-stage results or present sub-sections- parts of a broader project.

Extended abstracts provide a brief overview of the research but with limited detail on methodology and results. They offer enough information to give readers an idea of the study’s scope without going into extensive depth.

A poster presentation is a visual format where researchers display their work on a poster, usually in a designated area of the conference. This format encourages informal, one-on-one discussions with attendees

An oral presentation involves delivering a talk to a larger audience, often with a set time limit and is supported by visual aids such as slides. Oral presentations offer greater visibility and recognition since they allow the speaker to present to a bigger audience.

What Are Conference Proceedings?

Conference proceedings are the official collection of an event’s conference papers, published papers, abstracts, keynote lectures and panel discussions. They are a permanent record and preserve the research shared during the event.

Unlike individual conference papers, which may only be presented and discussed during the event, the proceedings provide an accessible, long-term archive of the research discussed.

The importance of conference proceedings lies in their ability to quickly circulate cutting-edge research on a subject to a bigger audience. They allow research findings to be made available promptly, often before they are fully published in academic journals, which can take much longer. Conference proceedings are published in online archives, books, scientific journals or databases.

Components of Conference Proceedings

Conference proceeds can vary based on the strategy and media channels used by conference organizers. Nevertheless, the most common components of conference proceedings are: 

• Title Page
• Abstracts
• Table of contents
• Abstracts and conference papers
• Keynote addresses and presentations
• Lecture notes
• Poster presentations
• Minutes or recordings of panel discussions and oral presentations
• Author and speaker biographies
• References or bibliography
• Acknowledgments
• ISBNs, DOIs and International Standard Book Numbers (ISBNs)
• Appendices 

Note that most conference proceedings are officially edited and formatted. The documents may also feature additional commentary from peers, literature reviews, and preliminary revisions.  

How Conference Papers Become Part of Conference Proceedings

The process of including conference papers in the official proceedings involves several key steps. Below is a breakdown of how a paper moves from submission to final publication and why some papers may not make the cut.

From Submission to Inclusion in Proceedings

The process of turning a conference paper into part of the official conference proceedings begins with the submission of the paper to the conference organizers. If applicable, the paper undergoes a peer review process to confirm its quality and relevance. 

After the review, a decision is made regarding the paper's acceptance—whether it will be presented orally, as a poster, or if it will be rejected. Accepted papers typically go through final revisions, and authors must meet explicit formatting requirements before they can be added to the published proceedings.

Why Some Conference Papers Don’t Get Included in Proceedings

Not all conference papers make it into the published proceedings. In some cases, conferences allow presentations without requiring publication in the proceedings. Moreover, authors may choose to publish their work elsewhere, such as in a journal, rather than in the conference proceedings. 

Quality and formatting issues can also lead to exclusion from the proceedings. Finally, some conferences selectively publish papers based on scores or recommendations from the reviewers, meaning not every accepted paper is assured inclusion.

How to Cite Conference Papers vs. Conference Proceedings

How to Cite Conference Papers

There are different formats to follow when citing conference papers and conference proceedings depending on whether the paper is presented but not published or if it is a part of the published proceedings.

When a paper is presented at a conference but not included in the proceedings, the citation format focuses on the conference details. In APA format, it would look like this:

Author, A. A. (Year). Title of paper. Conference Name, Location.

Citing Conference Proceedings

For papers that are documented in the published proceedings, the citation format reflects the inclusion of the paper with all other conference papers and event content. In APA format, it would appear as follows:

Author, A. A. (Year). Title of paper. In Editor(s) (Ed.), Conference Proceedings Title (pp. xx-xx). Publisher. DOI/ISBN.

Understanding Identifiers in Conference Publications

For accurate referencing of conference papers and conference proceedings, you must make sure you use the appropriate identifiers. 

A DOI is used for online conference papers. It provides a permanent link to the paper, guaranteeing that the citation remains valid even if the URL changes. When citing a paper with a DOI, add the DOI at the end of the citation.

For example, in APA format: Author, A. A. (Year). Title of paper. Conference Name, Location. https://doi.org/xxxxxxx.

An ISSN is assigned to conference proceedings published in a journal series. When citing proceedings with an ISSN, the number is inserted to identify the journal volume in which the proceedings appear.

In APA format, you would cite the proceedings like this: Author, A. A. (Year). Title of paper. In Editor(s) (Ed.), Conference Proceedings Title (pp. xx-xx). Journal Name, ISSN: xxxxxxxx.

An ISBN references conference proceedings published as books. This identifier is specific to the book or volume in which the conference papers are published.

The ISBN is incorporated in the citation when citing these types of proceedings. In APA format, it would be listed as: Author, A. A. (Year). Title of paper. In Editor(s) (Ed.), Conference Proceedings Title (pp. xx-xx). Publisher. ISBN: xxxxxxxxxx.

Best Practices for Managing Conference Papers vs Conference Proceedings as an Event Organizer

Are you an academic conference organizer or an event planner for a scientific symposium who wants tips on how to efficiently manage conference papers vs conference proceedings?

Here are our top tips to streamline the entire process.

Establish Clear Guidelines for Conference Paper Submissions

As a conference organizer, your first step is to establish clear and comprehensive submission guidelines. These guidelines should clearly define the submission criteria, such as the required word count, formatting rules, and abstract length. 

Then, based on the conference's objectives, work with subject matter experts to decide whether to accept peer-reviewed, non-peer-reviewed or a combination of both types of papers.

Setting clear deadlines and setting up automatic reminders for paper revisions and final submissions will keep your publication timeline in check.

Create a Rigorous Peer Review Process for Conference Papers

A well-structured peer review process maintains the integrity and quality of conference proceedings.

Conference organizers must choose the type of peer review—single-blind, double-blind, or open—according to the conference’s transparency goals.

Set comprehensive evaluation criteria, such as originality, the significance of the research, and the methodology used. Pay close attention to the fact that the criteria are consistently applied across various research areas within the conference or symposium. This will uphold fairness and the overall quality of the conference proceedings.

Peer review software, designed specifically for academic conferences, facilitates the entire peer review process.

Simplify the Conference Paper Selection Process in Conference Proceedings

Selecting which papers will be in the final proceedings should not be taken lightly.

Not every accepted conference paper must be featured; criteria, such as distinguishing between full papers, short papers, or extended abstracts, should be defined.

Another aspect that conference organizers must consider is whether to focus only the highest-rated papers based on peer reviews or other evaluation processes.

Publish and Distribute the Conference Proceedings

After selecting the papers, conference organizers need to work with the event’s team that is responsible for the academic content on how best to publish and distribute the conference proceedings.

For example, publishing platforms may be a printed book with an ISBN, digital proceedings with a DOI and ISSN, or submission to academic databases like IEEE Xplore, Springer, or ACM.

If participants register through event registration software, planners may want to send the conference proceedings soon after the conference. Organizers should also consider offering the proceedings with open or restricted access, balancing wider distribution with exclusivity.

Making certain that the proceedings are archived for long-term access is also essential, enabling future researchers to benefit from the work presented at the academic conference or symposium.

Conference Proceedings vs Conference Papers: FAQs

Fourwaves regularly receives questions regarding conference proceedings vs conference papers.

What is the difference between conference papers and conference proceedings?

A conference paper is a single research article presented at an event, while conference proceedings are a compiled volume of all or selected conference papers and content delivered during an academic conference or symposium.

What is the difference between a conference presentation and a conference proceedings?

A conference presentation involves the live delivery of research to an audience, whereas conference proceedings are the documented collection of all the written papers from the event. Conference proceedings can be in print or digital format.

Should all conference papers be included in conference proceedings?

Not all conference papers are included in the proceedings; the inclusion depends on the conference's editorial or review process and whether the paper meets the conference’s criteria.

How to write conference proceedings?

Writing conference proceedings involves collecting the presented papers so that they follow the prescribed event guidelines and are compiled into a coherent, well-organized volume for publication.

How can conference organizers ensure high-quality proceedings?

To maintain high-quality proceedings, conference organizers should enforce strict peer reviews, consistent formatting, and professional editing for clarity and academic integrity.

How should conference organizers distribute proceedings?

Conference proceedings can be made available digitally via the conference website, academic repositories, or through physical copies provided to event attendees, interested scholars, researchers, and even trade professionals.

How long do conference proceedings remain accessible?

Conference proceedings typically remain accessible for several years, especially if stored in academic databases, though this can vary depending on the publisher or hosting platform.

Do conference proceedings count as publications?

Yes, conference proceedings are recognized as academic publications, particularly when they undergo peer review and are indexed in relevant academic databases.

Can a conference paper be revised and submitted to a journal after appearing in proceedings?

Yes, a conference paper can often be revised and submitted to a journal, although the journal's guidelines may vary regarding prior presentations or where it has been published before.