Are you responsible for planning conferences? If so, you undoubtedly understand the importance of attracting expert speakers who make authoritative presentations on relevant topics, but managing the abstract submissions can become complicated, especially with larger events. A carefully crafted management strategy is crucial for attaining the best results.
The following steps will help streamline your abstract submission management process.
1. Plan Your Process and Create an Infrastructure
Before you can send out a request for submissions, you’ll need to determine the type of information you need for your conference. It’s important to finalize these details during the planning phase before you request papers. Talk to experienced colleagues and stakeholders involved in the project and get their input on what to include.
You’ll also need to set up an efficient infrastructure for accepting submissions and managing the workflow. You can save time and simplify the process by using advanced abstract submission management software to automate many steps.
During the planning phase, you should also set up a website to promote the event and compile a list of potential authors and presenters who are subject matter experts.
2. Issue a Call for Papers
When you’ve finished planning the submissions process and implemented the infrastructure, you can put out a call for papers to review. Abstract admission management software can assist with sending out emails to your target candidates and tracking the responses. You can also create templates to use for additional conferences throughout the year.
Your call for papers should include submission instructions and guidelines to ensure prospective speakers understand the process.
3. Organize the Review Process
Upon receiving submissions, you’ll need an efficient system for reviewing the abstracts. In many cases, multiple reviewers will evaluate the information and attempt to reach a consensus on the most suitable candidates. A well-organized process promotes collaboration by ensuring all reviewers are on the same page.
Abstract management software helps control the review process by enabling event organizers to categorize the submissions based on deadlines and other predetermined criteria. Reviewers can also share feedback with other team members.
4. Track Progress and Stay Organized
As the event date approaches, you’ll need to monitor the progress of the abstract submission and review process. If you’re not receiving enough high-quality submissions, you’ll likely need to ramp up your efforts and possibly issue another call for papers.
A reliable abstract management solution provides access to relevant data that helps you identify problem areas in real time, enabling you to take corrective measures. It will also allow you to stay organized and keep track of progress.
Contact Attendee Interactive to Learn More
Attendee Interactive offers intuitive, user-friendly conference management systems for abstracts to streamline and simplify your submissions and review procedures. Use our software solution to improve planning and organization during every phase of the process.
View our informative on-demand webinar to learn more about the benefits of using our software for all your event content management needs.