01
Add the conference
A delegate picks a conference from the upcoming list and adds it to their account, alongside every other event they are part of.
Upcoming list→
Case study · SETCOR
Abstract toaccepted.
A conference-management platform and delegate portal for an organiser of international scientific and technology conferences. Authors add events to one account, register, submit abstracts, papers and journals, and track every submission's status in one place.
What we shipped
Multi-conference accountRegistration & paymentAbstract submissionPaper & journal submissionSubmitted documentsConcurrent events
01 — The organiser
Who is SETCOR?
An organiser of international scientific and technology conferences — smart materials, nanomedicine, sensors and graphene among them — often several running concurrently. The platform is the delegate and author side of that operation: one account for every conference a researcher takes part in.
Submissions, not email attachments
Abstracts, proceeding papers and journal papers are submitted through the portal and move into review, instead of being lost in an inbox.
One status view per conference
Registration, abstract, paper, journal and workshop state sit in a single table, so an author always knows what is done and what is outstanding.
Built for concurrent events
The organiser runs several conferences at once, so the platform is designed around a researcher's many events rather than one.
02 — The problem
Why not just collect abstracts by email? Email does not scale past a small event.
Abstracts get lost, versions conflict, and no one can see at a glance who has registered, paid or submitted — the usual state of an inbox asked to run a conference. Answer → every submission becomes a tracked record with a status, not an attachment.
A researcher rarely attends a single event, so a login per conference scatters the same problem across every event they join. Answer → one account holding every conference, ongoing and passed, with one honest status view over all of it.
5
states a single status view tracks per conference — registration, abstract, paper, journal and workshop.
SETCOR delegate portal
03 — Goals & challenges
One account, every conference and every submission
A researcher rarely attends a single event, so the portal is built around the account rather than the conference: add the events you are part of, handle registration and payment, submit abstracts, proceeding papers and journal papers, and see the status of all of it in one status view.
Goals
Build around the account, not the event
- Account first, conference second. Add every event you're part of to one account, not a login each.
- Submissions as tracked records. Abstracts, proceeding papers and journal papers move into review, not an inbox.
- One honest status view. Registration, abstract, paper, journal and workshop state in a single table.
- Built for concurrency. The organiser runs several international conferences at once, on one system.
Challenges
Why it was hard
- A researcher's submissions and registrations span many events at once, not one.
- Payment and registration status have to stay readable without cross-referencing a spreadsheet.
- Proceeding papers, journal papers and workshops each need their own tracked status, not one flag.
- Running several conferences in parallel cannot mean standing up a separate site for each.
04 — The author's journey
How does an author take a paper from abstract to accepted?
02
Register and pay
Registration status is tracked per conference — from pre-registered by bank transfer to paid — so payment state is never a guess.
Registration→
03
Submit an abstract
The author submits an abstract through the portal, which moves it into review rather than an organiser's inbox.
Abstract→
04
Submit paper and journal
Proceeding papers and journal papers are submitted against the same conference, keeping every document tied to its event.
Proceeding paper→
05
Track every submission
A single view shows registration, abstract, paper, journal and workshop state, and a submitted-documents library holds it all.
One status view✓
keep scrolling — the deal glides left →
05 — Inside the account
What does the portal actually hold?
Six real categories the account is built from — a wider look at what each one carries, past the journey itself.
Multi-conference account
One loginA researcher adds every conference they are part of to a single account, splitting ongoing from passed events, rather than a login per conference.
Registration & payment
Per conferenceRegistration and payment status tracked for each event, from pre-registered to paid.
Abstract submission
Into reviewAuthors submit abstracts through the portal, which enter a review workflow.
Paper & journal submission
Proceedings + journalProceeding papers and journal papers submitted against the conference, each tracked to its own status so nothing is left unaccounted for.
Submitted documents
LibraryEvery document a delegate has submitted, gathered in one place across conferences.
06 — What we shipped
The scope, in one panel
Every number in this panel is delivered scope — what was designed, built and handed over on the events build for SETCOR. It leaves out traffic, conversion and revenue on purpose: those figures belong to the client, and we don’t publish numbers we cannot stand behind.
5
Submission states tracked per conference
2
Document types: proceeding paper & journal paper
1
Account holding every conference a delegate joins
1
Platform running many international events at once
- Sector
- EventsScientific conferences
- Product
- Conference platformDelegate portal
- What we did
- Platform UX + UIWeb development
- Handles
- Registration · SubmissionsConcurrent events
07 — Visual design
The look, and why
A precise, institutional system for scientific work — a clear teal-blue carries the portal, against a cool wash that keeps status tables and dense submission records legible.
Colour
Teal-blue
#0E86B0
Deep
#0A5C7A
Ink
#16232E
Body
#45525E
Mist
#EEF6FA
Typography
Track every step.
One account, every conference
Registration, abstract, paper, journal and workshop state in a single table.
ABSTRACT · PAPER · JOURNAL
08 — Transferable
What does a conference-management platform have to get right?
The things that decide whether an academic event runs on software or on a coordinator's inbox, drawn from building SETCOR.
01
Account first, conference second
A researcher attends many events, so the portal has to be built around the person and their submissions, not a fresh login per conference.
02
Submissions as records, not attachments
Abstracts and papers belong in a tracked workflow that moves into review, not an email folder someone has to police.
03
One honest status view
Registration, abstract, paper, journal and workshop state should be visible at a glance, so nothing quietly goes unsubmitted.
04
Payment tied to registration
An organiser needs to see who is pre-registered versus paid without cross-referencing a spreadsheet.
05
A home for every document
A submitted-documents library means an author can always find what they sent and to which event.
06
Concurrency by design
Running several conferences at once cannot mean several disconnected systems; one platform has to carry them all.
FAQ
Building a conference-management platform
How long does it take to build a conference-management platform?
A delegate portal with multi-conference accounts, registration, abstract and paper submission and status tracking is a multi-month build, because the submission workflow, payment state and document handling all have to stay consistent across many concurrent events. What drives the timeline is how many submission types and review stages you support and whether payment is handled in the same flow. We phase it so registration and submissions work before the deeper review and reporting tools.
Why not just collect abstracts by email?
Email does not scale past a small event. Abstracts get lost, versions conflict, and no one can see at a glance who has registered, paid or submitted. A portal turns each submission into a tracked record with a status, gives the author one honest view of what is outstanding, and gives the organiser a real picture of the event instead of a full inbox.
Can one platform run several conferences at once?
Yes, and for an organiser like SETCOR that is the point. The platform is built around a delegate's account holding many conferences, ongoing and passed, so the same system carries several international events in parallel without standing up a separate site for each. Each submission stays tied to its own conference.
How does submission tracking help an author?
Because the academic workflow has several stages — register, submit an abstract, submit a proceeding paper, submit a journal paper, register for workshops — and it is easy to lose track of which are done. A single status view per conference shows all of them at once, so an author knows exactly what is complete and what still needs their attention.
Let's build
Running an event on an inbox and a spreadsheet?
Tell us how your business actually works and we'll tell you honestly what it takes to build — the account, the submissions, the status view. No deck, no pitch.