Free Tier

PaperFox offers a generous free tier that allows small to medium conferences to get started without any upfront costs. This guide explains what's included and how to make the most of your free allocation.

🎯 What's Included

Free Tier Benefits

• 30 free submissions for each conference
• 30 AI credits to get started with AI features
• Unlimited team members (admins, track chairs, reviewers)
• Full platform features (no feature restrictions)
• Email support with standard response times
• Secure data storage and GDPR compliance

No Hidden Costs

• No setup fees or monthly charges
• No credit card required to start
• No time limits on your conference
• No feature restrictions compared to paid tiers
• No forced upgrades - only pay when you exceed limits

📊 Free Tier Limits

Submission Limits

30 Submissions Maximum:

• Counted per conference site
• Includes all submission types (full papers, short papers, posters)
• Both accepted and rejected submissions count toward limit
• Withdrawn submissions also count toward total

Multiple Conferences:

• Each conference gets its own 30-submission allocation
• No limit on number of conferences you can create
• Submit separate site requests for each conference
• Manage multiple conferences from one account

AI Credit Allocation

30 AI Credits Included:

• Credits are shared across all your conferences
• Different AI features consume different amounts of credits
• Monitor usage in your admin dashboard
• Additional credits available for purchase ($1 for 300 credits)

AI Credit Usage:

• Paper categorization: 1 credit per submission
• Quality analysis: 2 credits per submission
• Review summary: 3 credits per review set
• Language enhancement: 2 credits per use

🏗️ Perfect for Small Conferences

Ideal Conference Types

Academic Workshops:

• Usually 15-25 submissions
• Single track or limited tracks
• Graduate student symposiums
• Specialized topic workshops

Departmental Conferences:

• Internal university conferences
• Regional meetings
• Pilot conferences testing new topics
• Student research conferences

Professional Meetups:

• Industry-specific gatherings
• Corporate research presentations
• Non-profit organization events
• Community-driven conferences

Success Stories

Many successful conferences run entirely within the free tier:

• Regional AI Workshop: 22 submissions, 3 tracks
• Student Research Symposium: 28 submissions, poster session
• Corporate Innovation Day: 15 presentations, demo track
• Non-profit Research Forum: 19 submissions, hybrid format

💡 Maximizing Your Free Tier

Submission Management

Encourage Quality Submissions:

• Set clear submission guidelines
• Provide author workshops before deadline
• Use abstract submissions to filter interest
• Implement submission fees to reduce frivolous submissions

Track Organization:

• Design focused tracks to attract relevant submissions
• Partner with other organizations to share resources
• Consider joint conferences to maximize value
• Use poster sessions for work-in-progress submissions

AI Credit Optimization

Strategic AI Usage:

• Enable AI features for borderline submissions only
• Use quality analysis for initial screening
• Generate summaries for complex review discussions
• Save credits for papers requiring additional insight

Credit Monitoring:

• Check credit usage regularly in admin dashboard
• Set up alerts when approaching limits
• Plan AI feature usage across your timeline
• Purchase additional credits early if needed

📈 When to Consider Upgrading

Growth Indicators

Consider paid submission model when:

• Submissions exceed 25-30 consistently
• Multiple tracks with growing participation
• Annual conference with expanding scope
• International participation increasing submissions

Upgrade Benefits

Pay-per-submission model offers:

• Unlimited submissions at $2 per submission
• 30 AI credits included with each submission
• Priority support with faster response times
• Advanced analytics and reporting features

Planning Your Growth

Gradual Transition:

• Start with free tier for first year
• Monitor submission trends and growth
• Budget for future years based on projections
• Implement submission fees to offset costs

Budget Planning:

• Track actual vs. projected submissions
• Factor in AI credit usage patterns
• Consider seasonal variations in submissions
• Plan for conference growth over time

🔄 Managing Multiple Conferences

Free Tier Strategy

Conference Portfolio:

• Each conference gets 30 free submissions
• Stagger conference dates to maximize resources
• Share organizer accounts across conferences
• Coordinate marketing to optimize submission distribution

Resource Sharing:

• Use same reviewer pool across conferences
• Share form templates and best practices
• Coordinate AI credit usage across events
• Leverage experience from one conference to improve others

Organizational Benefits

Academic Institutions:

• Multiple departments can host separate conferences
• Graduate student conferences get dedicated allocation
• Workshop series can run independently
• Special events don't impact main conference limits

Professional Organizations:

• Regional chapters get separate allocations
• Annual and mid-year conferences separate
• Special interest groups can host events
• Committee meetings can use platform features

📊 Usage Analytics and Monitoring

Dashboard Insights

Track Your Usage:

• Real-time submission counts
• AI credit consumption monitoring
• Team member activity
• Review progress tracking

Planning Tools:

• Submission trend analysis
• Reviewer workload distribution
• Timeline adherence monitoring
• Quality metrics tracking

Optimization Recommendations

Based on Usage Patterns:

• Suggestions for improving submission quality
• Recommendations for reviewer assignments
• AI feature usage optimization
• Timeline adjustment suggestions

🎯 Success Tips for Free Tier Conferences

Submission Quality

Attract High-Quality Submissions:

• Partner with established organizations
• Invite keynote speakers to attract participants
• Offer publication opportunities
• Provide feedback and networking opportunities

Submission Management:

• Set realistic expectations for submission volume
• Use early submission incentives
• Implement abstract screening process
• Focus on quality over quantity

Community Building

Build Conference Community:

• Create social media presence
• Engage with potential participants early
• Offer pre-conference workshops
• Facilitate networking opportunities

Long-term Strategy:

• Plan for conference growth over time
• Build relationships with key participants
• Document best practices for future years
• Consider transitioning to paid model as you grow

❓ Common Questions

What happens if I exceed 30 submissions?

You'll automatically be charged $2 for each submission beyond 30. You'll receive notifications as you approach the limit.

Can I purchase additional AI credits?

Yes, you can buy additional credits anytime at $1 for 300 credits through your admin dashboard.

Do withdrawn submissions count toward my limit?

Yes, all submissions (including withdrawn ones) count toward your 30-submission allocation.

Can I host multiple conferences with the free tier?

Yes, each conference site gets its own 30-submission allocation. You can request multiple conference sites.

What if my conference spans multiple years?

Each conference site maintains its allocation regardless of timeline. There are no time limits on using your free submissions.

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Ready to start your free conference? Request your site today and get 30 free submissions plus 30 AI credits.