Conference Registration

Registering for a Conference

Once registration is enabled by the conference chairs, you can register through the conference's public page.

1. Visit the conference website (e.g., paperfox.ai/conference/conf-slug)
2. Click "Registration" in the navigation bar
3. Select your registration type and review the price
4. Fill in your details (name, email, affiliation, country/region)
5. Click "Register" to complete

Billing Details for Reimbursement

If you'll claim the registration fee back from your institution, the form has three optional fields below Affiliation — Billing Organization, Tax / VAT Number, and Billing Address. Anything you fill in here appears on your payment receipt, so your finance office sees the details it needs.

Leave them blank if you don't need them — they don't affect your registration. You can also add or change them later (see Add Billing Details to Your Receipt).

Registration Types

Conferences may offer different registration types with varying prices (e.g., Student, Regular, Professional). Some types may have:

• Limited capacity — Shows "Only X left" when spots are running low
• Availability windows — Some types are only available during specific dates (e.g., Early Bird pricing ends March 31)
• Expired types — Shown as "Registration closed" so you know the option existed
• Sold-out types — Shown as "Sold out" when all spots are taken

After Registration

• You'll receive a confirmation email with your registration details
• View your registrations under Registrations in the sidebar
• If you need a refund, click "Refund" on your registration row. The dialog shows the conference's administrative fee and exactly what you'll receive before you submit.

While a refund is being reviewed, your registration stays on the Current tab with a "Refund pending" pill. Once the chair approves it, the registration moves to the Refunded tab.

Add Billing Details to Your Receipt

Didn't add billing details when you registered, and now your finance office wants them? You can add or change them anytime — no need to contact the organizers.

1. Go to Registrations in the sidebar
2. On your registration row, click "Add Billing Details" (it reads "Edit Billing Details" if you've set them before)
3. Fill in any of Billing Organization, Tax / VAT Number, or Billing Address — or click "Clear" to remove them
4. Click "Save"

Your receipt updates immediately — open "Receipt" on the same row to view or download the updated version.

Conferences That Use a Different Registration System

Some conferences run registration outside PaperFox (Eventbrite, Cvent, a custom site, etc.). In that case the conference chair imports the registrant list into PaperFox by email so the system still knows you're attending. You'll see those conferences in Registrations with a "Registered externally" label and no Receipt or Refund buttons.

How matching works

PaperFox matches by email address — the email the chair imported must equal your current PaperFox account email. The match is case-insensitive.

• Same email used for both? It just works. The conference shows up automatically.
• You changed your PaperFox email after the chair imported you? The match breaks. Your conference may stop showing on this page until the chair re-imports your new email.
• You used a different email for the external registration? Either change your PaperFox email to match, or ask the chair to import the email you used here.

If a conference you registered for externally isn't showing up, contact the conference chairs and ask them to import the email you have on this account.