In brief: begin by emailing [email protected] with the details of your conference. Accepted conference papers that have passed peer review are published by JMVRA as a dedicated special issue under ISSN 2984-8911, and the final charges, along with any DOI-related charges, are confirmed in writing prior to signing an MOU.
Colleges, universities, conference organizers, departments, research cells and academic societies are the audience for this guide. For a descriptive account of how the conference partnership with JMVRA works from start to finish, read How JMVRA Manages Academic Conferences & Applies Transparent Peer Review; this page concentrates on what organizers should prepare and send.
The Meaning of Conference Publication
Accepted conference papers can be released as a dedicated special issue under JMVRA's ISSN by recognised colleges, institutes and universities, but only once each paper has gone through peer review, rather than just being gathered from the conference's own acceptances. Plan your timetable with that extra review stage in mind.
Prepare Conference Details
Prepare the following before approaching the editorial office:
- Conference title
- Organizer/institution
- Dates
- Location or online mode
- Conference website
- Contact person
- Anticipated paper count
- Discipline
- Paper format
- The review procedure you plan to follow
- Needed identifiers (the ISBN/ISSN of earlier proceedings, where relevant)
- A suggested timetable for publication
Send a Conference Request
To ask for the present conference procedure, email [email protected] with the details above.
Proposal & MOU
Written confirmation of the final charges, including any DOI-related charges, comes before the signing of an MOU, so a spoken or casual estimate should never be your basis for going ahead. File that written confirmation with your conference records.
Paper Collection
When the terms are settled, agree the following with the editorial office:
- Submission deadline
- Final manuscript deadline
- Required author metadata
- Copyright and licensing (JMVRA publishes under CC BY 4.0)
- Reviewer approval process
Conference Proceedings
After papers pass review, the proceedings are organised with a page for each article, metadata, a DOI where one has been agreed and registered, and certificates when applicable. When your proceedings are online, read How to Check a Published Conference Paper.
Current Fee Rule
At-a-Glance Checklist
- Details preparedDates, themes and committee
- Request sentUsing the official form
- MOU signedAhead of paper collection
- Template circulatedTo authors
- Fee rule verifiedPresent rule on paper
Building Quality In From the Beginning
How credible conference proceedings turn out to be hinges on choices organisers make before any paper is received:
A clear scope
Set the themes clearly so submissions are on topic and suitable reviewers can be assigned.
A review plan
Settle who will review, how many reviewers each paper gets and which criteria apply, and keep a record.
Author instructions
Give authors the template, length limits, similarity expectations and declaration requirements at an early stage.
A realistic timeline
Leave enough time for review, revision and final formatting, because hurried proceedings contain mistakes.
Once the Proceedings Are Out
- Circulate the list of published papers — including titles, authors and paper IDs
- Gather corrections in one place — then pass them to the editorial office in a single message
- Store your records — keep the request, the agreement, review documentation and the paper list on file for accreditation and audit needs
- Ask for feedback — from authors and reviewers, to make the next edition better
Further reading: how authors can check their published conference papers, along with conference proceedings versus special issues.
Practical Tips for Organisers Planning Conference Proceedings
Publishing proceedings is largely a matter of organisation and communication. These suggestions help conference committees set expectations early and maintain quality as papers come in from many contributors.
- Appoint a single coordinator. Name one person to handle correspondence with the publisher and with authors. Scattered replies from several committee members cause contradictory instructions and lost files.
- Share formatting rules in advance. Send the template and the submission instructions in the first call for papers, not after acceptance. Early clarity greatly reduces the number of corrections later.
- Screen for originality before review. Run an originality check on every submission and handle concerns privately and courteously. Resolving them before proceedings are compiled protects the reputation of the event.
- Keep review records. File reviewer comments, decisions and revision dates for each paper. These records support transparency and help if an author later disputes an outcome.
- Agree responsibilities in writing. Document who owns each task, from collecting final files to distributing the published volume. Written agreements prevent disagreements between organisers, publisher and contributors.
Plan roles, templates and quality checks before the call for papers goes out, and document every agreement.
Questions Researchers Often Ask
Conference Proceedings vs Journal Special Issue
| Aspect | Conference proceedings | Journal special issue |
|---|---|---|
| Format | Edited collection of papers given at the event | Select papers appearing in a journal issue |
| Review | Conference committee review | Peer review in full, run by the journal |
| Length | Shorter, fewer references | A paper in full, for which extended versions tend to add ~30% new material |
| Timing | Often completed at the event | Issued upon review and acceptance |
| Best for | Keeps a record of what was presented at the event | Top papers published as citable journal articles |
Running an event of your own? JMVRA would be glad to see a conference or special issue proposal.
Ready to Publish? Submit to JMVRA
JMVRA is aligned with UGC's Suggested Parameters for Choosing Peer-Reviewed Journals.
JMVRA is a Transparent, Peer-Reviewed, Open Access Journal (Refereed Journal). Following the discontinuation of the UGC and UGC-CARE journal listing, and in alignment with the latest UGC-CARE recommendations and guidelines, JMVRA is aligned with UGC’s Suggested Parameters for Choosing Peer-Reviewed Journals.
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