Handling abstracts and papers

It is important to establish from the outset:

• Who receives and registers submissions
• How abstracts and papers are forwarded for review
• Who is responsible for selection and communication with the authors
• Who is responsible for handling notifications of acceptance, rejection and practical information?

A clear timetable should be established with fixed deadlines for:

• Submission of abstracts
• Submission of full papers
• Review and selection
• Sending out a notice of acceptance
• Preparation of presentations.

It is also relevant to consider the desired number of abstracts and how they should be used – for instance, as presentations, posters or publications.

To facilitate sorting and processing, a standardised submission template is recommended. It may contain:

• Title and (if applicable) subtitle
• Abstract field with maximum number of characters
• The author’s name, title and (if applicable) institution
• Reference field (if applicable).

A uniform structure makes it easier to handle abstracts and format them for a programme or publication.

When abstracts have been selected, the authors must be informed about:

• Allocated presentation time
• Format and framework for presentations
• Opportunity for discussion and Q&A.

This allows them to prepare thoroughly and align their contribution to the programme.

If selected abstracts or papers are to be made available to the participants before the conference, they can be published on the conference website.

A password-protected webpage ensures that only registered participants are granted access – and at the same time protects any unpublished research results.