Guidelines for Conference Organizers

Introduction:

Organizing an academic conference is a multi-faceted task that requires careful planning, strategic execution, and effective communication. Arka Journals is here to guide you through each step of the process, ensuring a successful and impactful event. Below are detailed guidelines to help you in your role as a conference organizer, including aspects of proposal submission, collaboration opportunities, promotion, and essential paper writing guidelines.

1. Proposal Submission

1.1. Prepare a Detailed Proposal

Outline Core Objectives: Clearly state the goals of your conference. What specific advancements or outcomes are you aiming for? Describe the importance and relevance of your conference topic. Define Main Themes: List the key topics and themes that will be covered. Ensure these themes align with current trends and interests in your field. Draft Agenda: Create a draft agenda that includes: Key Sessions: Describe each session, including topics and speakers. Keynote Speakers: List their names, affiliations, and presentation topics. Workshops and Panels: Include details about any interactive sessions or panel discussions. Expected Outcomes: Explain how the conference will contribute to the field. Mention any planned publications or collaborations that will arise from the conference.

1.2. Define Objectives

Set Clear Goals: Specify what the conference aims to achieve. Are you looking to advance research, foster collaboration, or provide a platform for new researchers? Measure Outcomes: Define how you will measure success. Metrics might include the number of participants, quality of papers presented, or new research collaborations formed.

1.3. Expected Outcomes

Impact on Academic Discourse: Describe how the conference will influence the field. Will it lead to new research, enhance collaboration, or highlight emerging trends? Future Publications: Indicate if there will be special issues or proceedings published as a result of the conference.

2. Collaboration Opportunities

2.1. Journal Announcements

Feature in Announcements: Work with us to include your conference in our journal’s announcements. This will ensure maximum visibility to a global academic audience. Engage Potential Participants: Clearly present conference details to encourage submissions and attendance.

2.2. Special Issues

Publish Proceedings: After the conference, select high-quality papers for a special issue in Arka Journals. This provides a permanent academic record. Enhance Reach: Publishing in a special issue increases the visibility and impact of the conference's contributions.

3. Promotion

3.1. Social Media Outreach

Utilize Our Channels: Promote your event through our social media platforms such as LinkedIn, Twitter, and Facebook. Regular updates and posts help attract a broader audience. Engage with the Community: Share announcements, reminders, and highlights to keep potential participants informed and engaged.

3.2. Website Visibility

Feature on Our Website: Display your conference prominently on our journal’s website. Ensure that the information is up-to-date and accessible. Update Information: Regularly update conference details including dates, registration deadlines, and speaker information.

3.3. Newsletter Highlights

Include in Newsletters: Feature your conference in our newsletters to reach subscribers interested in academic events. Increase Awareness: Use newsletters to boost participation and keep the academic community informed.

4. Organizational Support and Resources

4.1. Access Templates and Materials

Use Templates: Access pre-designed templates for programs, announcements, and calls-for-papers to ensure consistency. Save Time: Utilize these resources to streamline preparation and maintain a professional appearance.

4.2. Logistical Support

Online and Hybrid Conferences: Get advice on organizing online or hybrid events. We provide tips on platform selection, managing virtual sessions, and technical support. Technical Assistance: Receive guidance on handling technical issues to ensure smooth operation.

4.3. Networking Facilitation

Create Discussion Boards: Set up online forums for post-conference networking. This allows continued interaction and collaboration. Facilitate Interactions: Encourage ongoing academic discussions and connections beyond the event.

5. Post-Conference Collaboration

5.1. Publish Conference Proceedings

Digital Publication: Assist in publishing conference proceedings digitally to ensure a permanent record. Archive Proceedings: Ensure that proceedings are archived and accessible for future reference.

5.2. Create Special Features

Develop Additional Content: Create blog posts, video highlights, or interviews to showcase key aspects of the conference. Promote Impact: Use additional content to enhance the visibility and impact of the conference.

6. Paper Writing Guidelines

6.1. Formatting Requirements

Font and Size: Use a standard, legible font such as Times New Roman or Arial, size 12. Text Color: Use black text on a white background for optimal readability. Line Spacing: Set line spacing to 1.5 or double for the main text. This ensures clarity and ease of reading. Margins: Set margins to 1 inch (2.54 cm) on all sides of the document.

6.2. Structure and Sections

Title Page: Include the title of the paper, author names, affiliations, and contact information. Abstract: Provide a concise summary of the research, including objectives, methods, results, and conclusions. Introduction: Introduce the research topic, state the research problem, and explain the study’s significance. Methodology: Describe the research methods used, including data collection and analysis procedures. Results: Present the findings of the research with appropriate tables, figures, and graphs. Discussion: Interpret the results, discussing their implications and how they relate to existing research. Conclusion: Summarize the main findings and suggest future research directions. References: Include a list of all sources cited in the paper, following the journal’s required citation style.

6.3. Ethical Considerations

Plagiarism: Ensure that all sources are properly cited and that your work is original. Plagiarism will not be tolerated. Authorship: Clearly identify all contributors to the research and ensure they meet authorship criteria. Conflict of Interest: Disclose any potential conflicts of interest that could influence the research or its interpretation.

6.4. Submission Guidelines

File Format: Submit your manuscript in one of the accepted formats, such as Word (.docx) or PDF (.pdf). Supplementary Materials: Include any additional data or materials relevant to your research, clearly labeled and referenced in the manuscript.

By following these comprehensive guidelines, you can ensure that your conference is well-organized, effectively promoted, and produces high-quality scholarly content. Arka Journals is committed to supporting you throughout the entire process, helping to make your conference a success. For further assistance or any questions, please contact our team. We’re here to help you every step of the way!