Proposal. By Your Side Every Step of the Way

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1 Nov 20th, 2017 Proposal By Your Side Every Step of the Way Dear Marianna, Thank you for requesting a quote. Here s our proposal for your upcoming conference. With 200 submissions Ex Ordo can save you 6+ days of technical program admin work. We work with conferences all over the world, including: Institute of Electrical and Electronic Engineers (IEEE) Intl Society for the Prevention of Child Abuse and Neglect, USA European Space Agency, NL National Institutes of Health, USA National Institute of Standards & Technology, USA OMEP Ireland Harvard Business School Colorado State University Oregon Health and Science University Sickle Cell Disease Association of America We re a preferred provider to the IEEE ( a USbased nonprofit organisation who sponsor approximately 1,400 research conferences globally every year and to the Royal College of Physicians of Ireland. We provide unparalleled levels of support for our conference organisers. Each organiser gets 4 hours of onetoone calls during the conference. All conferences receive full support over the life of the conference (4am 5pm Eastern Time, MonFri) with a 4hour response time. I ll follow up with a call later in the week and if you have any queries in the meantime, please let me know. Regards, Peter Casserly Sales & Marketing Manager, Ex Ordo. Dr. Peter Athanas, Bradley Department of Electrical and Computer Engineering at Virginia Tech, USA Ex Ordo has two key advantages over everyone else. First, it is very intuitive to use, allowing new committee members to come up to speed quickly. Second, it offers a high degree of automation for preconference, postconference, and liveconference activities, saving lots of manpower. Phone: EMEA +353 (0) United States United Kingdom Page 1

2 Benefits of Ex Ordo Saves Time Our automated process eliminates 80% of the technical program admin time. This lets you focus on what really matters: getting the best mix of papers, speakers and sponsors to your conference. With 200 Submissions, Ex Ordo can eliminate 44 hours of technical program admin time. Collect Abstracts 21 hours saved Online Peer Review 8 hours saved Accept & Notify Authors 9.5 hours saved Collect Conference Material 5.5 hours saved Admin Time Saved 44 hours Easy to Use Ex Ordo is an easytouse and intuitive system for chairs, admins, authors, reviewers and delegates. We support the entire conference workflow submission, review, acceptance, registration & program. Mentoring Chairs are good at research but not necessarily at event management. It s easy to underestimate the amount of work involved in organising a research conference. Our team of mentors provides onetoone guidance to Chairs at key stages to keep your conference on track. Our multilingual team provide full support from 4am5pm EST (9am to 10pm GMT). Flexible We work with single and multi track conferences from 50 to 2,000+ papers. We offer an adaptable and scalable system tailored to your specific needs. Workflows and modules can be customised to suit your conference size and complexity. Phone: EMEA +353 (0) United States United Kingdom Page 2

3 Pricing for 200 Submissions With Ex Ordo, you only pay for the number of submissions you review. You don t pay for incomplete or withdrawn submissions. 200 submissions put you into our band. If you end up in a different band to the one you estimated, we adjust the payment accordingly. Our pricing bands are on the next page. Ex Ordo has 3 components: Essential, our optional App and our optional Book of Abstracts. See our Features page for further details. Ex Ordo Essential Collect Abstracts and Papers Online Peer Rewiew Accept and Notify Authors Online Registration Support and Mentoring All the Way Through Price for 200 Submissions 1,200 (OPTIONAL) Ex Ordo Timetable Online Timetable Presentation Downloader Price (OPTIONAL) Book of Abstracts We can also provide you with complete readytoprint book of abstracts/papers that includes cover, foreword, table of content. Price Phone: EMEA +353 (0) United States United Kingdom Page 3

4 FAQ How long does it take to get setup? We can have you setup and collecting abstracts within 72 hours. What happens to the cost if the number of submissions changes? You only pay for the submissions you receive and review. Let s say that you estimated you d receive 250 submissions, putting you in our pricing band. However if you actually receive 180 submissions, you drop down to our pricing band. On the other hand, if your conference is more successful and you receive 350 submissions, you move up to our band. Either way, you only pay for the band of submissions you end up in. See our Terms and Conditions below for our pricing bands. Do you offer discounts? Ex Ordo is aimed primarily at educational institutions and we have priced the system as competitively as possible. We don t offer any additional discounts for educational or nonprofit organisations for oneoff conferences. I m running multiple conferences per year. Do you have special plans? Yes, contact us at sales@exordo.com to get a custom quote for our Enterprise edition. Can I see the system before I buy? We can show you our full system over the web in 20 minutes. Please sales@exordo.com to arrange a time that suits you. Terms and Conditions 1. Pricing. Our pricing model is based on the number of submissions that you review. Submissions that are withdrawn or deleted before review are excluded. We adjust your pricing if you end up in a different price band than the one you anticipated. Our pricing bands are: Number of Reviewed Submissions Essential 800 1,200 1,600 2,000 2, per Abstract Online Timetable per Abstract Book of abstracts ,000 1, per Abstract 2. 23% may be applicable within EU. 3. Payment Terms. There are no setup fees. We ask for a 50% payment on order (minimum 800). The balance is due when review begins. 4. Please see for our terms of service and privacy policy. 5. This quote is valid for 30 days. Phone: EMEA +353 (0) United States United Kingdom Page 4

5 Features Ex Ordo has two components Ex Ordo Essential Ex Ordo Timetable Ex Ordo Essential Collect Abstracts and Papers Customise online submission form Build your online submission form in 15 minutes and customise: Single or Multiple Tracks Abstract or full papers Word count limit Custom topic/categories for authors to choose from Custom presentation types e.g. oral, poster, symposia, etc. Send customised Call for Papers Use our Communication Centre to upload your mailing list, create your and send your Call for Papers. Fourstep online submission Every author gets a secure passwordprotected account and can amend their submission at any time. Authors upload submission in four, easy steps: Enter title and abstract (or attach paper) Add the author details Choose their topics Select presentation format (e.g oral, poster etc) Chairs can monitor submissions and send reminders to authors when needed. Phone: EMEA +353 (0) United States United Kingdom Page 5

6 Online Peer Review Customise reviewer marking scheme Build a custom marking scheme for your reviewers in 15 minutes to include: Number of reviews each submission should get Number of submissions per reviewer Review categories (e.g. Technical Merit, Originality etc.) Scoring and weighting Types of feedback reviewers should provide Send personalised reviewer invitation Use our Communication Centre to upload your reviewer mailing list and send a personalised invitation to reviewers. 1Click Reviewer Allocation With 1 click, Ex Ordo calculates the bestfit match of abstracts to reviewers. Chairs can then tweak the allocation manually. Online reviewing Every reviewer gets a secure passwordprotected account. Reviewers grade and comment on each allocated submission online. Chairs can monitor the review progress and send reminder to reviewers if needed. Accept Submissions and Notify Authors Accept or reject submissions Reviewer scores are aggregated to give a combined score for each submission. The committee can: Drill down to the individual review Add chair comments Accept or Reject each submission individually or enbloc. 1Click Author Notification Send a customised notification to accepted and rejected authors through the Communication Centre with 1click. Finalise program Specify final file format and guidelines for authors final draft Ask for a copyright disclaimer Accepted authors can act upon recommendations and upload a revised submissions Phone: EMEA +353 (0) United States United Kingdom Page 6

7 Manage Online Registration and Payment Customise registration and payment Set multiple products and registration fees, e.g. early/late/student Include dinner, tours, workshops, special requirements, etc. Take payments linking registration to your Paypal or Realex account Send and manage invoices Delegates receive automatic invoices/receipts. Chairs can monitor registration status, and manage payments and invoices. Mentoring and Support Ex Ordo Mentor Each conference gets 4 hours of onetoone calls with an Ex Ordo Mentor. Your mentor will talk you through the key decision stages: Set up, Peer Review, Acceptance, Program Unlimited support We provide full support from 4am to 5pm EST over the life of your conference. Ex Ordo is hosted on physical servers in a secure data centre in Germany. Our servers are physically protected via keycard access, CCTV and security personnel. The servers are monitored and backed up daily to a secondary data centre in Ireland. Brady Creel, Texas A&M University, WCEE 2013 We studied several academic conference management systems,... Ex Ordo offered the best combination of features, functionality and ease of use. Support is outstanding, as are the slick interface and fluid design. Phone: EMEA +353 (0) United States United Kingdom Page 7

8 Ex Ordo Timetable Online Timetable Create an online searchable timetable and share it with all your delegates. Manage. sessions and presentations Create and manage sessions: title, date and time, venue and session chair. Assign presentations to each session. The submission and author details will automatically be retrieved from the system Collect presenters details Presenters upload their biography and presentation files directly to Ex Ordo. Chairs can monitor and manage presenters progress. Share online timetable Delegates can view your conference timetable that is: Web/tablet friendly Searchable Always Up to Date Has a rich set of data on each presentation: Author data Presenter s biography Summary of abstract Presentation file Attached paper Presentation Downloader 1Click Download Presentation Download all presentation files in 1 click to a single file for easy transfer to conference computers. Check the presentation format in advance to eliminate problems on the day. Phone: EMEA +353 (0) United States United Kingdom Page 8