Your Book Completion Deadline & Timeline

When you begin your conference proceedings journey, the first and most important step is to agree a Book Completion Deadline by which your book needs to be finished. This date drives the entire production schedule and helps ensure your proceedings are delivered on time.

Why the Book Completion Deadline Matters

It sets the production timeline

Once your book completion deadline is confirmed, Ex Ordo Support schedules time for your project, which includes time needed for typesetting, edits/adjustments, and final checks. A clear date helps us keep your work on track.

It guides your internal milestones

Your book completion deadline determines when authors need to submit their final files and when reviewers should complete their reviews. Confirming it early means you can set and communicate accurate expectations to everyone involved.

It supports a smooth typesetting process

Our team plans layout, technical checks, and revision cycles around your confirmed book completion deadline. Having a stable date allows enough time for quality control and avoids last-minute changes that can introduce delays.

It ensures timely delivery

If your book is being printed, shared with a publisher, or released digitally before your conference, the book completion deadline helps us make sure everything is ready when you need it.

Confirming Your Deadline

When starting the proceedings workflow, make sure you:

Check any external dates (e.g., print deadlines or publisher requirements).
Set realistic internal milestones for authors and reviewers.
Share your book completion deadline with our team during onboarding.

Your Book Completion Timeline

To help everything move smoothly from planning to publication, we work with a clear timeline anchored around your Book Completion Deadline. Let's go over what we’ll need from you, and how we’ll guide you through each stage.

6 weeks before → 3 weeks before: Settings Sign Off

Six weeks before your Book Completion Deadline, we will contact you to collect your settings for your book through our Book Settings Form. Your book settings include things like your chosen content structure, your chosen content options and whether you're having a table of contents or author index. This will instruct us as to how you want your book, so that we can minimize delays when we go to build it.

The Book Settings Form will guide you through collecting these settings. You're free to edit and tweak these settings throughout the three weeks. We encourage you to reach out and ask questions or flag any requirements your have that are not captured by the form.

3 weeks before → Book Completion Deadline: Book Building

Three weeks before your Book Completion Deadline, we will build the first version of your book and share it with you for review.

We will create new versions for you as you need them. There's no limit to the amount of versions we can make, however, we try to avoid major settings or structure changes because they can put the delivery deadline at risk.

We will follow up with you during this three week period to make sure we're on track to deliver your book by your deadline. You will be given links to download each version as they are built.

If Your Book Completion Deadline Needs to Change

We understand that plans can shift. If your completion deadline changes, please let Ex Ordo Support know as soon as possible. Adjusting the schedule may be possible, but delays or limited availability can occur if changes happen late in the process!

Need Help?

If you need help, or have any questions with your book completion deadline date, feel free to reach out to Ex Ordo Support on support@exordo.com, we’re always happy to help.