Call for Papers: Setup and Configuration

Abstract Management system empowers event organizers like you to efficiently collect, manage, and showcase high-quality content for your conferences and events. This comprehensive solution streamlines the entire abstract lifecycle, from the initial call for papers to the final publication in your event agenda.

By providing a structured and user-friendly process, helps you attract compelling submissions and deliver a valuable program for your attendees.

This article will guide you through the setup and key features of Abstract Management, enabling you to create a seamless and effective experience for both submitters and reviewers.

Key Benefits of Abstract Management

Efficient Paper Collection: Easily gather submissions through a customizable online portal.

Centralized Management: Manage all aspects of the abstract process in one place.

Streamlined Review Process: Facilitate effective evaluation with reviewer assignments and feedback mechanisms.

Automated Communication: Send customized email responses to authors at various stages.

Time-Saving Features: Define crucial deadlines and automate notifications to keep the process on track.

Enhanced Program Quality: Implement a well-defined process to ensure you select the best content for your event.

Seamless Integration: Abstracts can be easily integrated into your event agenda.

Getting Started with Abstract Management

To access the Abstract Management setup, navigate to: Event set up > Call for speakers > Set up

The abstract management process is organized into three key steps:

Abstract Setup: Define the requirements, guidelines, and timeline for your abstract submissions.

Custom Questions: Gathering specific information and required details from the speakers

Advanced Settings - Improving the review process and communication

Abstract Setup - Defining Your Requirements and Timeline

The "Abstract setup" section allows you to configure the core elements of your call for speakers.

Here's a breakdown of the settings within the "Abstract setup" section:

Title: Provide a clear and concise title for your "Call for Speakers" or abstract submission process. This will be displayed to potential submitters.

Submission Guidelines: This is a crucial section to provide detailed instructions to authors. Consider including information on Scope of Topics, Abstract Length, Formatting Requirements (If any),Required Information, Review Criteria, Ethical Considerations.

Categories: Define relevant categories for your submissions. This helps in organizing abstracts and assigning appropriate reviewers.

Start & Stop Accepting Submissions Date

Set the precise dates and times when the abstract submission portal will open and close. Clearly communicate these deadlines to potential submitters.

This section allows you to define a timeline for the entire abstract management process. Setting these dates clearly communicates expectations to both authors and reviewers.

• Start accepting submissions on: The date and time when the submission portal becomes active.
• Stop accepting submissions on: The final date and time for submitting abstracts. It's advisable to set a clear deadline and communicate it effectively.
• Last date for the reviewer to submit their reviews: The deadline for reviewers to complete their evaluations.
• Authors will be notified on: The date when authors will be informed about the status of their submissions (acceptance or rejection).
• Final version/camera ready due on: If applicable, the deadline for accepted authors to submit their final, publication-ready versions of their work.

• Display “Call for Speakers” details on the Event page: Choose whether to display the "Call for Speakers" information on your event website.

  

Saving Your Progress

At the bottom of the "Abstract setup" section, you have two options:

• Save as draft: This allows you to save your current configurations without making them live. You can return to edit and publish later.
• Save and publish now: This will save your settings and make the "Call for Speakers" portal active but the submission process becomes active according to the dates you have specified.

Custom Questions - Gathering Specific Information

The "Custom questions" section allows you to collect additional information from authors and about their submissions beyond the standard abstract fields. This section is divided into two parts:

Author/Speaker custom questions: These questions are directed at the submitting author(s) or speaker(s).

Submission custom questions: These questions are specifically related to the abstract submission itself.

Remember to Save changes after adding or modifying your custom questions.

Advanced Settings - Enhancing Your Review Process and Communication

The "Advanced settings" section provides options to further refine your abstract management process:

Enable double-blind review (Hide author details from the reviewer) (Yes/No): This setting allows you to implement a double-blind review process, where reviewer identities are hidden from authors and vice versa. Enabling this helps to minimize bias in the evaluation process and focus solely on the content of the submission. Choose Yes to enable this feature.

Notifications Messages Configured: This section allows you to customize the automated email notifications sent to authors at different stages of the process. It's essential to craft clear and informative messages.

• Confirmation message * (When abstract is submitted): This is the immediate confirmation email sent to authors upon successful submission of their abstract. It is highly recommended to explain what to expect next and provide any additional instructions for the author in this message. This could include information about the review timeline, how to check their submission status, or contact information for any queries.
• Acceptance message: This email is sent to authors whose submissions have been accepted. Include details about the next steps, such as presentation guidelines, registration deadlines, and any requirements for final submissions.
• Rejection message: This email is sent to authors whose submissions have been declined. While it can be challenging, providing constructive feedback (if possible) can be valuable.

Remember to Save changes after customizing your notification messages.

By carefully configuring the abstract setup, customizing your questions, and leveraging the advanced settings, you can create a seamless experience for submitters and reviewers alike, ultimately leading to a high-quality and engaging event program.

For any additional help in setting up the abstract submissions, please contact our support team at help@eventzilla.net