How can organizers send emails to conference participants?

Paige Watson

Updated on 10 March 2026

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PeerSubmit allows organizers to communicate with authors and participants through built-in email campaigns. When authors submit papers, their contact details are automatically stored, allowing organizers to send announcements, reminders, or updates easily.

The communication process includes creating a contact list, integrating an email provider, preparing an email template, and sending a campaign.

Step 1: Author Contacts Are Automatically Created

When an author submits a paper to a conference, PeerSubmit automatically creates a contact list for that conference.

• A contact list is created using the conference name.
• Author email and contact details are automatically added to the list.
• Organizers can access these contacts under the Contacts section.

Step 2: Integrate an Email Provider

Before sending emails, organizers must connect an email delivery service.

• Go to Apps & Integrations.
• Choose an available email provider such as AWS SES or Mandrill.
• Add the required API keys or integration details.

Step 3: Create an Email Template

Email templates help organizers reuse common messages such as submission reminders, acceptance notifications, or conference updates.

• Navigate to Email Campaigns → Templates.
• Click Create Template.
• Add the template name and email content.
• Use personalization tags like {name} or {first_name} if needed.

Step 4: Create a New Email Campaign

After preparing the template, you can create a campaign to send emails to participants.

• Go to Email Campaigns → My Campaigns.
• Click New Campaign.
• Select the conference contact list.
• Choose the template you created earlier.
• Enter campaign details such as subject and preview text.

Step 5: Send or Schedule the Campaign

PeerSubmit allows organizers to send emails immediately or schedule them for later delivery.

• Choose whether to send the campaign immediately.
• Or schedule the campaign for a specific date and time.
• Click Send or Schedule.

Step 6: View Campaign Reports

After sending the email campaign, organizers can track performance through campaign analytics.

• View the number of delivered emails.
• Track email opens and link clicks.
• Monitor unsubscribes and abuse reports.

Why Use Email Campaigns in PeerSubmit?

• Send submission reminders to authors.
• Share conference updates or announcements.
• Notify participants about deadlines.
• Track engagement with email analytics.

Using PeerSubmit's communication tools helps organizers manage conference communication efficiently and keep participants informed throughout the conference lifecycle.