How can organizers create an email campaign?

Paige Watson

Updated on 10 March 2026

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PeerSubmit allows organizers to communicate with authors, reviewers, and participants through email campaigns. Email campaigns can be used to send announcements, reminders, conference updates, or marketing messages to a list of contacts.

Organizers can create campaigns using predefined templates and contact lists to efficiently deliver messages to the intended audience.

Step 1: 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 2: 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 3: Create Contact List and Import Contacts

Before sending a campaign, you need a contact list containing the recipients who will receive the email.

• Go to the Contacts section from the left sidebar.
• Click the New List button to create a new contact list.
• Enter a Contact List Name to organize your recipients.
• Save the contact list.
• Open the newly created list and click Add Contacts or Import Contacts.
• Upload contacts manually or import them using a CSV file.
• Verify the imported contacts and save the list.

Step 4: Navigate to Email Campaigns

• Log in to your PeerSubmit organizer dashboard.
• From the left sidebar menu, click Email Campaigns.
• Select My Campaigns to view existing campaigns.

Step 5: Start a New Campaign

• Click the New Campaign button.
• The campaign creation page will open.

Step 6: Select Contact List and Email Template

Choose the audience and message template for your campaign.

• Select the Contact List that contains the recipients.
• Optionally filter contacts using Tags.
• Choose an Email Template that contains the message content.

Step 7: Configure Campaign Details

• Enter a Campaign Name for internal reference.
• Add the email Subject line.
• Enter the Preview Text that appears in the recipient’s inbox.
• Specify the From Name and From Email address.

Step 8: Review and Send the Campaign

• Review the email preview displayed on the right side.
• Confirm that the contact list and template are correct.
• Click Send to deliver the campaign to recipients.

Benefits of Using Email Campaigns

• Send announcements and updates to large audiences.
• Promote conference submissions and deadlines.
• Notify authors and participants about important events.
• Maintain consistent communication with conference contacts.

Email campaigns help organizers efficiently manage communication with their conference community through structured and reusable messaging workflows.