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For associations hosting conferences or educational events, abstract submissions are a crucial part of building a compelling agenda. Professionals are often eager to speak on topics they're passionate about, which means it’s not unusual for mid-sized to large events to receive 30 to 50+ submissions.
So, how do you manage all those abstracts efficiently?
The right event management software with abstract management and peer review process features can assist throughout the process.
In this guide, we’ll cover what you should know about managing abstract submissions effectively. You’ll learn what guidelines to set, the ideal abstract submission form, and the role event management software can play in the planning process.
What Are The Guidelines For Abstract Submission?
The first thing you’ll want to do is create submission guidelines and conference rules for topics and proposals that align with your event. Some common guidelines for abstract submissions are:
- Length: Most conferences require an abstract length of 150 to 500 words. This range encourages concise yet detailed submissions—long enough to communicate key ideas, but short enough to review efficiently.
- Title or main idea: A descriptive title helps reviewers quickly understand the topic. You can also ask speakers to include a summary or central theme in a dedicated field on your effective abstract submission form.
- Introduction and background: Abstract submissions should provide a clear introduction and enough background about the speaker’s experience and ideas for their presentation.
- Results: Encourage submitters to share any results or impact tied to their topic. Understanding the real-world application of their ideas helps you assess their value to attendees.
Many event organizers and planners find it helpful to put specific submission requirements right on the form. It ensures more submitters adhere to them for an easier review process.
How Do You Format An Abstract Submission?
When managing abstract submissions, reviewers also find it helpful to develop a specific submission layout for prospective speakers to use. Template usage is another way to systematize things for easier review and evaluating abstracts.
The typical abstract format for a conference would go as follows:
- A clear and interesting title (under 60 characters). A clear and compelling title that captures the essence of the presentation.
- Brief introduction (50-100 words). Brief context and motivation for the topic—why it matters and why now.
- Defined objectives (50-100 words). Define the speaker’s goals or the problem the presentation aims to address.
- Detailed methodology (100-150 words). A summary of the approach taken, including techniques, tools, or frameworks that could apply to the audience’s work.
- Results achieved (50-100 words). Key outcomes achieved using the method. Encourage speakers to include specific data or measurable impact when possible.
- Thoughtful conclusion (~50 words). A final thought or takeaway that ties the topic together and highlights its relevance to the audience.
Your guidelines should encourage submitters to be clear and concise, while quantifying their results with specific numbers when possible.
Can You Submit Multiple Abstracts To A Conference?
Some conferences will allow multiple submissions from prospective presenters. However, it’s important to review the conference policy before doing so. Conferences that do allow multiple submissions may still set abstract limits, such as a maximum of 2 or 3 submissions. Failure to follow any established rules or guidelines could disqualify you from consideration.
When associations and nonprofits are developing guidelines for abstract submissions, it’s important to consider this aspect. Think about how many reviewers you have and your event timeline to determine how many submissions you’re willing to accept. You want to avoid stress or missing deadlines, so set realistic limitations here.
How Event Management Software Can Help Manage Abstract Submissions
Managing dozens of abstracts manually can be overwhelming, but event management software offers a comprehensive solution and can streamline the entire process. Here's how it can help:
- Creating accessible forms: An event management software provides an organized platform where you can create branded, user-friendly forms tailored to your event’s requirements. These forms should be accessible to prospective speakers and simplify the submission process.
- Streamlining review management: The software will allow you to assign reviewers, track their progress, and see reviewer feedback and ratings for each submission—no spreadsheets or scattered emails required.
- Setting deadlines and notifications: Your team will need to set clear timelines for submission, review, and final decisions. Automated reminders help keep both speakers and reviewers on schedule.
- Reporting and analytics: How many abstracts have you received? What’s the average quality rating of each one? An abstract management solution will provide key analytics for data-driven decision-making throughout the process.
Eventscribe from Cadmium can help with each of these elements.
How Eventscribe From Cadmium Helps With Abstract And Event Management
Eventscribe is an all-in-one event management system that provides abstract submission and review tools to help associations and nonprofits choose the best speakers for events.
Eventscribe’s abstract management features include:
- Create a flexible submission process with custom forms, deadlines, and review requirements
- Manage and assign reviewers while tracking their progress and feedback
- Send automated notifications when key deadlines are approaching
- Get detailed data and analytics for organized decision-making at each stage
Eventscribe also helps with more than abstract management. It features tools for each stage of the event management process, such as registration, logistics planning, sponsor management, attendee engagement, and exhibitor management. Click here to learn more.
