Academic events, such as conferences and symposia, are a crucial part of research and knowledge dissemination. They allow researchers, practitioners, and academics to share their latest findings, ideas, and insights with their peers, as well as receive feedback and engage in discussions. One important aspect of academic events is managing abstract submissions, which can be a challenging task. This blog will explore how to manage abstract submissions before, during, and after an academic event.
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Before the Event
Establish guidelines and requirements for abstract submissions.
Before you start accepting abstracts for your event, establish clear guidelines and requirements for submissions. This will ensure that all abstract submissions are consistent and meet the event's objectives.
How to prepare an abstract submission guideline and what should an abstract submission guideline include?
When preparing abstract submission guidelines, it is important to consider several key aspects to ensure that the guidelines are clear, comprehensive, and effective in achieving the objectives of the academic event. Here are some aspects that should be considered and included in the guidelines:
Determine the maximum number of words allowed for the abstract. This will depend on the type of event and the amount of information you want to gather from each submission.
Establish a specific format for the abstract, such as font size, margins, and line spacing. This will help maintain consistency among all submissions and make it easier to read and evaluate the abstracts.
The title of the abstract should be informative and clearly reflect the content of the presentation.
The abstract should clearly state the background and context of the research or topic, highlighting the significance and relevance of the work.
Clearly state the research question or objective of the work.
Describe the methodology used to conduct the research or work, including the study design, data collection methods, and data analysis techniques.
Summarize the key findings of the research or work. This should include specific data, statistics, or other relevant information.
Discuss the implications of the research or work, including its contribution to the field, limitations, and future directions.
Provide a list of relevant keywords that can be used to index and categorize the abstract.
Include a list of references cited in the abstract, using a specific citation format (e.g., APA, MLA, Chicago).
Provide clear instructions for how to include author information, such as names, affiliations, and contact information.
Review and Selection Process:
Provide information about the review and selection process, including the criteria for evaluation, the timeline for notification, and the contact information for inquiries.
Overall, it is important to ensure that the abstract submission guidelines are clear, concise, and comprehensive and that they provide authors with all the necessary information and requirements to prepare a successful abstract submission.
Create an abstract submission portal
Once you have established your guidelines and requirements, create an online submission portal where authors can upload their abstracts. An efficient and user-friendly abstract submission software is a critical component for academic events that require the submission of abstracts. Here are some of the key features that such software should have:
The software should have a simple and intuitive interface, making it easy for authors to navigate and complete the submission process.
The software should allow event organizers to customize the fields that authors need to complete, ensuring that all necessary information is gathered.
Support for different file types:
The software should support a range of file types, such as Word documents, PDFs, and images, allowing authors to upload their abstracts in the format they prefer.
The software should be able to send automated notifications to authors, reminding them of submission deadlines and confirming that their submission has been received.
Easy editing and updating:
The software should allow authors to easily edit and update their submissions, even after they have been submitted.
If the event requires multiple authors to collaborate on a submission, the software should allow for easy collaboration and communication.
Secure data handling:
The software should ensure that all submitted abstracts and personal information are handled securely and are only accessible by authorized personnel.
Analytics and reporting:
The software should provide analytics and reporting tools, allowing organizers to track the progress of abstract submissions and generate reports on key metrics.
Integration with other systems:
If the event is part of a larger system, the software should be able to integrate with other systems, such as registration and scheduling software.
The software should be compatible with mobile devices, allowing authors to submit their abstracts on-the-go.
Overall, an efficient and user-friendly abstract submission software should be designed with the user in mind, ensuring a smooth and hassle-free submission process for authors, while providing organizers with the necessary tools to manage and evaluate submissions.
Abstract review and selection process
After the submission deadline has passed, you will need to review and select the abstracts that will be included in the event.
The review and selection process for abstracts submitted for an academic event typically involves several steps. Here is a general overview of the process:
The event organizers will typically perform an initial screening of the abstracts to ensure that they meet the basic requirements for submission. This may involve checking that the abstract is in the correct format, contains all necessary information, and is relevant to the event's theme.
Review by a committee:
The event organizers will often appoint a review committee, consisting of experts in the field, to evaluate the abstracts. The committee members will assess the quality and relevance of each submission, often using a set of predefined criteria.
Scoring and ranking:
The committee will typically score each submission based on the criteria, such as the quality of the research or work, its originality, and its relevance to the event's theme. The scores will then be used to rank the submissions, with the highest-ranked submissions selected for presentation at the event.
Once the review and selection process is complete, authors will be notified of the outcome. Those whose submissions have been accepted will receive instructions on how to prepare their presentations, while those whose submissions have been rejected may receive feedback on why their abstract was not accepted.
Presentation at the event:
Accepted authors will typically present their research or work in a specific format, such as a poster presentation, oral presentation, or workshop. These presentations will be scheduled based on the event's agenda.
It is important to note that the review and selection process may vary depending on the type and size of the event, as well as the specific requirements of the organizers. However, in general, the process aims to ensure that the highest-quality submissions are selected for presentation, based on objective criteria and the event's overall goals.
During the Event
Create an abstract book or program
Creating an abstract book or program for an academic event is an important task, as it provides attendees with a comprehensive overview of the research or work that will be presented. Here are the steps to create an abstract book or program:
Collect all the abstracts:
The first step is to collect all the abstracts that have been accepted for presentation at the event. Organizers should ensure that they have all the necessary information from authors, such as their names, affiliation, and the title of their presentations.
Format the abstracts:
Organizers should ensure that all abstracts are formatted consistently, with the same font and style. They should also be proofread for any errors and to ensure that they are properly formatted according to the event's guidelines.
Create a cover page:
The abstract book or program should have a cover page that includes the title of the event, the dates, and the location. This page should also include a table of contents and any other important information that attendees may need.
Organize the abstracts:
The abstracts should be organized by the type of presentation, such as oral presentations, poster presentations, or workshops. They should also be grouped by theme or topic, making it easier for attendees to find the presentations they are most interested in.
Create an index or table of contents that makes it easy for attendees to find specific presentations or abstracts.
Add other important information:
The abstract book or program should also include other important information about the event, such as the keynote speakers, special sessions, and any social events that are planned.
Design the layout:
The abstract book or program should be visually appealing and easy to read. Organizers should use a consistent layout and design, making sure that the font is legible and the spacing is appropriate.
Proofread and print:
Once the abstract book or program has been designed, it should be proofread to ensure that there are no errors. After proofreading, the document can be printed and distributed to attendees.
By following these steps, organizers can create a professional and informative abstract book or program for their academic event, making it easier for attendees to navigate the presentations and get the most out of the event.
Facilitate discussion and feedback
One of the key objectives of academic events is to foster discussion and feedback among attendees. Some tips to facilitate this include:
Allocate time for questions and answers:
Schedule time at the end of each presentation for questions and answers. This will allow attendees to engage with the presenter and provide feedback.
Create discussion groups:
Create discussion groups based on common themes or topics. This will allow attendees to connect with each other and share their perspectives and ideas.
Provide feedback forms:
Provide attendees with feedback forms that they can fill out after each presentation. This will help presenters improve their work and provide organizers with
How to publish and disseminate the results and finding after an academic event?
Publishing and disseminating the results and findings after an academic event is important to ensure that the knowledge gained from the event is shared with the wider community. Here are some steps to publish and disseminate the results and findings after an academic event:
Gather and organize the data:
After the event, gather all the data that was presented or discussed during the event. Organize the data into a logical structure that will make sense to readers.
Write a report or article:
Use the organized data to write a report or article that summarizes the main findings and conclusions from the event. Make sure to include details about the research methods and any statistical analyses that were used.
Choose a publication:
Choose a publication to submit the report or article to. Consider the target audience and the relevance of the findings to the publication.
Follow the publication guidelines:
Before submitting the report or article, make sure to review and follow the publication guidelines. This may include formatting, citation style, and word count requirements.
Submit and revise:
Submit the report or article to the publication and revise it as needed based on feedback from peer reviewers or editors.
Present the findings:
In addition to publishing the findings, consider presenting them at other academic events or conferences. This will help to disseminate the knowledge gained from the event to a wider audience.
Use social media and other outlets:
Use social media, blogs, or other outlets to share the findings and raise awareness about the research. This can help to increase the impact and visibility of the research.
By following these steps, organizers, and presenters can ensure that the results and findings from their academic event are published and disseminated to a wider audience. This will help to maximize the impact of the research and contribute to the advancement of knowledge in the field.
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