Conference Workflow Guide - The 1st PPAVI Student Research and Vocational Conference 2026

Conference workflow

This student conference runs asynchronously. Student researchers from PPAVI member and non-member institutions are welcome as oral or poster presenters; researchers, educators, and the wider public may register as attendees. Register once, then submit each abstract separately. Choose Oral or Poster for each submission. The screenshots below use fictional demo data; actual fees and deadlines appear in your conference account.

1. Choose how to register

Open the registration entry page. If you already have a PPAVI account, find it by name or email and sign in with that account, even if you use another email for conference contact. The search only helps you identify an account; it does not link accounts automatically. Otherwise, create a PPAVI account or continue as a guest.

Student conference registration choices and PPAVI account search — Choose an existing account, create a new account, or register as a guest.

Use PPAVI sign-in for an existing account. Google sign-in must use the same email already linked to that account; another Google email may create a separate account. If you have no account, use Create PPAVI account. A guest should keep the private registration link sent by email.

PPAVI email and Google sign-in screen — Existing account: sign in with your PPAVI email and password, or its linked Google email.

2. Register as presenter or attendee

Choose Author / Presenter if you will submit an abstract. Choose Attendee if you will attend without submitting a presentation. Confirm your name, email, institution, and fee before saving. The conference contact email can differ from the email of the PPAVI account you used to sign in.

Student Author Presenter registration form — Presenter registration enables abstract submission.

Student attendee registration form — Attendee registration does not create a presentation submission.

3. Submit an abstract

From My Conferences or your private registration link, submit each abstract separately. Select Oral or Poster, symposium, track, and topic; enter the bilingual title, abstract, and keywords, affiliation, authors, and student supervisors. The abstract limit is 300 words per language. If needed, the optional AI refinement can prepare a missing language version while preserving the original text for review.

Student abstract submission form with presentation type and bilingual fields — Select the presentation type for each submission and complete the abstract fields.

4. Follow review and pay the invoice

Check each submission's status in My Conferences. The committee may request revisions or decide to accept or reject the abstract. Presenter fees are invoiced per submission when applicable; attendees pay the configured attendance fee. Open the invoice and choose QRIS, Virtual Account, or manual bank transfer. QRIS and VA confirmation can update automatically after the provider callback; manual transfers require organizer confirmation. Keep the receipt once payment is marked paid.

Demo student conference invoice and payment methods — Demo attendee invoice. Presenter invoices are associated with individual submissions.

5. Provide an oral video or poster

After the abstract is accepted and its required submission payment is paid or waived, open Submit Presentation. For Oral, paste a public YouTube URL or a shareable Google Drive video file URL into the video URL field. The current form does not upload a video binary directly. YouTube can play inline; Google Drive and other supported video links open externally until the organizer processes them. Keep oral videos within 15-20 minutes unless the committee approves otherwise.

Student oral presentation video URL form — Oral: provide the video URL and save the presentation.

For Poster, upload a JPG, PNG, or WebP poster image through the poster field and save.

Student poster image upload form — Poster: upload the poster image file.

6. Check the public presentation

Eligible accepted submissions with presentation material can appear in the online program book and public presentation pages. These may show the title, abstract, authors, supervisors, affiliation, keywords, views, likes, ratings, and comments under the platform rules.

7. Submit a full paper when the period opens

If full-paper submission is offered, eligible presenters can upload a manuscript from My Conferences during the announced period. A configured Full Paper APC creates a separate invoice for that submission; it is not the earlier abstract-submission fee.

8. Follow editorial and certificate status

Proceedings editorial work, including technical screening, review, revision, copyediting, layout, and publication, follows separately as announced by the conference. My Conferences shows invoices, receipts, submission and presentation status, and any certificate made available after presentation is confirmed.

Important notes

Register once for this conference; choose Oral or Poster separately for each submission.
Guest presenters should keep the private registration email link.
Accepted status alone does not remove a required payment gate for presentation material.
Use My Conferences for the current status of each invoice and submission.