This page contains basic facts about EasyChair.
Is EasyChair free?
Is EasyChair free as in freedom or free as in beer? We are free as Google search. This means that we do not
charge for our main product (conference management) and only
charge for additional services (for example, helpdesk). You
are free (as in freedom) to choose either free (as in free
beer) use of EasyChair or paid-for additional services.
Can I install EasyChair on my server? No. EasyChair is a Web service. We host it on a high-performance
We want to have data on our server, should we use another system? You can try to find another system, however we do not recommend
such a solution for several reasons. If you do this, then backup,
recovery, security, performance, availability and many
other issues handled smoothly by EasyChair will become your problem. This
means you can be in a situation to lose your data, have a system
unavailable at the most critical time, or simply malfunctioning.
You may lose your data, time and reputation as a result. Note also
that we have a paid-for service making it possible for you to make
copies of all your conference data in the Excel and XML format at
I heard that other conference management systems provide user support,
while EasyChair comes with no support. Is this true? No. We provide no free support. No conference system provides free support. We do provide paid-for
support in addition to the free version.
What level of support is included in the standard free installation? We help you if you have troubles to install your conference. We
maintain, update and upgrade EasyChair on a regular basis. We
make backup of your data. We provide high-speed networking with over
We provide bug fixes. We try to maintain
online Help pages. For anything else you should apply for paid-for
Can my conference have additional support? Yes. We provide a helpdesk support, but it is not free. You should
apply for it separately. Note that our prices are cheaper than those of
our competitors: ask for a quote!
Is EasyChair fast enough to handle large conferences and program
committee meetings? Yes. We use an original implementation technique which is dozens
of times faster than implementations of Web services using the
standard PHP/MySQL technology. We never had complaints about
performance and are confident we can handle a conference of any
Can EasyChair work with large submissions? Yes. We are using a 1Gbs network.
This means that we are able to accept over 300
standard size submissions per second. This also means we will be
able to deal with conferences dealing with very large submissions, such
Can we use EasyChair in languages different from English? Yes and no. The information EasyChair stores is stored in Unicode, so
it can be in any language, for example, Chinese or French. However, all
instructions in EasyChair pages are in English. In November 2011 we
introduced a new service, where one can customize the submission page,
so that it makes it easier for your authors to follow your submission
Can EasyChair be customized? EasyChair is highly customizable. It has a number of options allowing
conference organizers to choose a model suitable for their conference.
These options include submission, reviewing and proceedings creation.
When a new conference is created, it is immediately ready to accept
submissions using a standard configuration. This configuration can be
changed by the conference administrators (chairs) at any time.
EasyChair does not have some features our conference needs, what should we do? Contact us. We might be able to implement what you need. We have a wish list of
EasyChair enhancements and improvements, and often rearrange our priorities,
especially when this is required by our premium customers.
Reliability and security
Is EasyChair available 24/7? Yes. EasyChair is running 24/7/365. Since 2005 we had only two interrupts.
In one case we had a total hard disk failure. EasyChair was up running three
hours later with no data lost. The second interrupt was 6 hours long, when
our server provided had to do some work on its servers. Sometimes we have
updates of EasyChair. Normally, they are running a few seconds or a few
minutes. If we have an update likely to run more than 5 minutes, we normally
perform it on Saturdays, when the number of users is low.
Backup and recovery
We are afraid to lose our conference data. What are your backup and
recovery procedures? We use the technique known as database replication to keep your data safe. We have live replicas of all data on
two backup servers different from the EasyChair main server. This
means that, in the case we have a total server crash, we will be able to
recover data using one of the backup servers. For a peace of mind you
can also use our paid-for service allowing you to download copies of
all your conference data.
Registration and payment
Can EasyChair handle attendee registration and online payment? We have registration and payment facilities implemented. They are now
being used with several conferences and will be released for other
How often are new versions of EasyChair released? We use the agile programming technology, with no major releases.
We made about 550 updates in 2011. It means it is not unusual for
us to have several updates a day. Our updates are normally made
without stopping EasyChair.