Guide for Conference Organizers

Guide for Conference Organizers

Academic conferences play an important role in advancing scientific development, encouraging scholarly exchange, and strengthening collaboration among researchers, educators, professionals, and students. Conferences provide an opportunity for scholars to present new findings, discuss emerging research questions, understand recent developments in their fields, and build academic networks across institutions and countries.

Ptolemy Scientific Research Press (PSR Press) supports meaningful academic exchange by offering publication opportunities for selected conference papers, special conference issues, and conference proceedings across relevant disciplines. Conference organizers who wish to publish papers presented at their academic event are invited to contact PSR Press for guidance regarding suitability, editorial requirements, peer review, publication format, and submission procedures.

Purpose of Conference Publication

The publication of conference papers allows research presented at an academic event to become part of the wider scholarly record. It helps authors share their work with readers beyond the conference audience and provides a permanent academic reference for research presented during the event.

Conference publication may help scholars to:

• disseminate research findings to a wider academic readership;
• receive scholarly feedback and editorial evaluation;
• document the academic output of the conference;
• promote collaboration among researchers and institutions;
• encourage young researchers to develop publishable work;
• strengthen the scientific value and visibility of the conference;
• contribute to the advancement of knowledge in relevant disciplines.

Benefits of Academic Conferences

Participating in an academic conference is a valuable way to support research development and scholarly communication. Conferences provide a platform for scholars to:

• understand the current frontiers of their respective fields;
• present and discuss their research findings;
• receive feedback from experts and peers;
• develop new scientific ideas and research collaborations;
• reflect on their research progress;
• improve academic insight and communication skills;
• identify new research problems and future directions;
• connect with researchers from different institutions and disciplines.

For this reason, PSR Press welcomes collaboration with conference organizers who are committed to academic quality, ethical research, and responsible scholarly publishing.

Publication Options for Conference Organizers

Depending on the nature, quality, and scope of the conference, selected papers may be considered for publication in one of the following formats:

• a special issue of a relevant PSR Press journal;
• a regular issue of a relevant journal, where suitable;
• a dedicated conference proceedings volume;
• selected extended papers from the conference;
• thematic collections based on conference sessions or subject areas.

The final publication format will depend on the subject area, journal scope, number of papers, quality of submissions, peer-review requirements, editorial approval, and publication schedule.

Conference organizers should note that presentation at a conference does not automatically guarantee publication. All submitted papers must satisfy the editorial, ethical, technical, and peer-review standards of the relevant journal or proceedings publication.

Initial Contact and Proposal Submission

Conference organizers interested in publishing conference papers with PSR Press should contact the designated conference-publication contact person before the conference or as early as possible during the planning stage.

Contact Person:

Dr. Absar ul Haq
Secretary, PSR Press
Email: absarulhaq@hotmail.com

Organizers should provide the following information in their initial inquiry:

• conference title;
• conference dates;
• conference venue or online platform;
• organizing institution or society;
• conference website, if available;
• subject area and major themes;
• names of conference chair, organizing committee, and scientific committee;
• expected number of submitted and accepted papers;
• expected number of papers proposed for publication;
• proposed publication format;
• whether papers have already been reviewed by the conference committee;
• whether authors will submit extended versions;
• proposed timeline for submission and publication;
• contact details of the responsible organizer.

After receiving the proposal, PSR Press may review the suitability of the conference and advise on the most appropriate publication route.

Suitability and Scope

Conference papers must be relevant to the aims and scope of the selected PSR Press journal or publication venue. Conference organizers should identify the journal or subject area most closely related to the conference themes.

Papers may be considered from fields such as:

• mathematics;
• applied mathematics;
• engineering;
• technology;
• applied sciences;
• chemistry;
• computer science;
• medical and clinical sciences;
• interdisciplinary scientific research;
• other fields covered by PSR Press journals.

If the conference covers multiple disciplines, organizers may be asked to group papers according to subject area. Papers that do not fit the scope of a selected journal may be redirected to another suitable journal or may not be considered for publication.

Responsibilities of Conference Organizers

Conference organizers are responsible for ensuring that the papers submitted for publication are academically suitable, ethically prepared, and properly screened before being forwarded to PSR Press.

Organizers should ensure that:

• the conference has a clear academic purpose;
• the conference scientific committee includes qualified experts;
• submitted papers are relevant to the conference theme;
• papers have been reviewed or screened before recommendation;
• authors are informed that journal publication is not automatic;
• authors understand the formatting and ethical requirements;
• all recommended papers are original and not under consideration elsewhere;
• plagiarism, duplicate submission, and unethical content are not allowed;
• author information, affiliations, and contact details are complete;
• any required permissions, ethical approvals, or consent statements are obtained;
• all communication with authors is clear and timely.

The conference organizer or publication coordinator should serve as the main contact between authors, the conference committee, and PSR Press.

Paper Selection and Quality Control

Only papers that meet acceptable academic and technical standards should be recommended for publication. Conference organizers should not forward incomplete, poor-quality, non-academic, plagiarized, or irrelevant manuscripts.

Before submitting papers to PSR Press, organizers should check that:

• each paper has a clear title, author list, abstract, and keywords;
• the paper is written in clear academic English;
• figures and tables are readable and properly cited;
• references are complete and relevant;
• the manuscript follows the required format;
• the paper contains original research or meaningful scholarly contribution;
• the manuscript has not been published elsewhere;
• the paper is not under review by another journal or publisher;
• similarity or plagiarism concerns have been addressed;
• ethical approval or consent statements are included where required.

PSR Press reserves the right to conduct its own editorial screening and may reject papers that do not meet publication standards.

Peer Review and Editorial Evaluation

Conference papers submitted for publication with PSR Press may undergo editorial evaluation and peer review according to the policy of the relevant journal or proceedings publication.

The review process may include:

• initial editorial screening;
• scope and quality check;
• similarity or plagiarism check;
• assessment by a handling editor or guest editor;
• external peer review where required;
• author revision;
• final editorial decision.

The peer-review process is intended to ensure that published conference papers meet appropriate academic, ethical, and technical standards. Reviewers may recommend acceptance, minor revision, major revision, or rejection.

At least two review reports may be required where the paper is processed through the standard journal peer-review route. Conference review reports may be considered where appropriate, but PSR Press may request additional independent review if needed.

Manuscript Preparation Requirements

Conference papers should be prepared according to the author guidelines of the relevant PSR Press journal or publication venue. Organizers should ensure that authors receive the correct template and instructions before submission.

A conference paper should normally include:

• title;
• author names and affiliations;
• corresponding author email;
• abstract;
• keywords;
• introduction;
• methodology, theoretical background, or main body;
• results and discussion, where applicable;
• conclusion;
• acknowledgments, where applicable;
• funding statement, where applicable;
• competing interests statement;
• data availability statement, where applicable;
• ethical approval statement, where applicable;
• references.

Figures and tables should be clear, properly numbered, cited in the text, and supplied in suitable quality. Mathematical content, equations, symbols, and references should be checked carefully before submission.

Extended Versions of Conference Papers

If a paper has already appeared in a conference abstract book, short proceedings, or pre-conference material, authors may be required to submit an extended and substantially improved version for journal publication.

An extended version should normally include:

• a broader introduction and literature background;
• clearer research objectives;
• expanded methodology or theoretical explanation;
• additional results, proofs, analysis, or discussion;
• improved figures and tables;
• a stronger conclusion;
• updated and complete references;
• clear acknowledgment of the earlier conference version, where applicable.

The extended version must provide meaningful scholarly development beyond the earlier conference presentation or abstract. Duplicate publication of the same content is not acceptable.

Publication Ethics

All conference papers submitted to PSR Press must follow the publication ethics policies of the relevant journal and publisher. Conference organizers and authors are expected to prevent unethical publishing practices.

The following are not acceptable:

• plagiarism;
• duplicate submission;
• multiple publication of the same paper;
• data fabrication or falsification;
• citation manipulation;
• inappropriate authorship;
• undisclosed conflicts of interest;
• use of copyrighted material without permission;
• unethical research involving humans, animals, plants, biological material, or sensitive data;
• misleading use of artificial intelligence tools;
• submission of papers without author approval.

If an ethical concern is identified before publication, the paper may be rejected. If a concern is discovered after publication, PSR Press may issue a correction, expression of concern, retraction, or other editorial notice.

Copyright, Licensing, and Diamond Open Access

Papers published by PSR Press are normally made available under the Diamond Open Access model. This means that online content is freely available to readers without subscription barriers, and authors are not required to pay article processing charges for standard publication unless otherwise stated for a specific publication arrangement.

Authors retain copyright of their work and grant the journal or publisher the right of first publication. Published papers are licensed under a Creative Commons license, which allows use, distribution, and reproduction in any medium, provided that the original work is properly cited and the author names are given.

Conference organizers should ensure that authors understand the copyright and licensing policy before submission. If a paper contains third-party copyrighted material, authors are responsible for obtaining permission and providing proper acknowledgment.

Required Documents From Organizers

When submitting a group of conference papers for consideration, organizers may be asked to provide:

• conference title and description;
• conference program or schedule;
• list of organizing committee members;
• list of scientific committee members;
• list of recommended papers;
• author names and affiliations;
• corresponding author details for each paper;
• review history, if available;
• conference review reports, if available;
• plagiarism or similarity reports, if available;
• statement confirming that authors approved submission for publication;
• statement confirming that papers are not under review elsewhere;
• proposed order of papers, if relevant;
• introductory note or editorial preface, if required.

Providing complete documentation helps the editorial office process conference papers more efficiently.

Timeline and Communication

Conference organizers are encouraged to contact PSR Press well before the planned publication date. Sufficient time should be allowed for proposal review, manuscript preparation, editorial screening, peer review, revision, acceptance, production, proofing, and publication.

A typical publication timeline may depend on:

• number of papers;
• quality of submitted manuscripts;
• completeness of files;
• availability of reviewers;
• extent of revisions required;
• journal schedule;
• production workload.

The organizer should appoint one responsible person to coordinate communication with PSR Press. This helps avoid delays and ensures that all papers, author responses, revisions, and final files are submitted properly.

Final Publication and Promotion

After acceptance, conference papers proceed to production. This may include copyediting, formatting, typesetting, proofreading, author corrections, online publication, and archiving.

Conference organizers may be asked to assist with:

• confirming author names and affiliations;
• collecting final source files;
• checking article order;
• preparing an editorial note or preface;
• coordinating proof corrections;
• sharing publication links with authors and participants.

Once published, conference papers may be promoted through the journal website, conference website, institutional pages, academic networks, and author profiles, provided that the final published version is properly cited.

Contact for Conference Publication

Conference organizers who wish to publish selected conference papers, special issues, or proceedings with PSR Press should contact:

Dr. Absar ul Haq
Secretary, PSR Press
Email: absarulhaq@hotmail.com

In the message, please include the conference title, dates, subject area, organizing institution, number of proposed papers, and preferred publication format.

PSR Press welcomes collaboration with serious academic conferences that support research quality, scholarly exchange, ethical publication, and responsible dissemination of scientific knowledge.