Submitting an abstract for a conference can seem like a daunting task, but it shouldn’t be. By understanding each step of the abstract submission process, you empower yourself to submit your work successfully.
You’ve worked hard on your research — your abstract is the ticket to get your efforts and ambitions in front of the right audience so that you can make an impact on your field.
To that end, our team has created the following guide to help you submit your abstract with ease and confidence.
How to Submit Your Abstract: Save, Edit, and Submit with Ease
Submitting an abstract for a conference involves several steps designed to ensure the quality and relevance of the submissions. Below is an overview of the typical steps involved, along with tips on how to save, edit, and submit an abstract efficiently.
Step-by-Step Process for Abstract Submission
1. Research and Select the Conference
Identify Relevant Conferences: Look for conferences that align with your research field or professional interests.
Review Conference Details: Check the conference dates, location, submission deadlines, and specific themes or tracks.
2. Understand the Submission Guidelines
Read the Guidelines: Thoroughly review the submission guidelines provided by the conference organizers. This includes format requirements, word limits, and any specific instructions.
Check Eligibility: Ensure that you meet any eligibility criteria, such as membership requirements or professional qualifications.
3. Prepare Your Abstract
Title: Create a clear and concise title that reflects the content of your abstract.
Introduction: Briefly introduce the background and significance of your research or topic.
Objectives: Clearly state the objectives or purpose of your study.
Methods: Describe the methods or approach used in your research.
Results: Summarize the key findings or results.
Conclusion: Provide a conclusion that highlights the implications or significance of your findings.
4. Save and Edit Your Abstract
Drafting: Write your abstract in a word processor or a specialized abstract submission software. This allows you to use spell check, grammar check, and formatting tools.
Use Cloud Storage: Save your drafts in a cloud storage service like Google Drive, Dropbox, or OneDrive. This ensures you can access your work from any device and provides a backup.
Revisions: Save your draft and review it multiple times. Edit for clarity, conciseness, and adherence to the submission guidelines.
Version Control: Save different versions of your abstract as you make significant changes. Label each version clearly to keep track of revisions.
Feedback: Consider getting feedback from colleagues or mentors. Use their suggestions to refine your abstract.
5. Register and Submit Online
Create an Account: Register on the conference’s submission portal and create an account.
Upload Abstract: Log in to the submission portal and upload your abstract according to the instructions. Some portals may require you to fill out fields with your abstract content instead of uploading a file.
Enter Details: Provide additional details such as author names, affiliations, keywords, and any other required information.
6. Review and Confirm Submission
Preview: Most submission portals will provide a preview of your abstract. Review this preview carefully to ensure that all information is accurate and formatted correctly.
Confirm: Once you are satisfied, confirm your submission. Some portals will send a confirmation email; keep this for your records.
7. Post-Submission
Track Submission: Keep track of your submission status through the conference portal. Some conferences provide updates on the review process.
Respond to Feedback: If reviewers request revisions or additional information, respond promptly and accurately.
Submitting an abstract for a conference can be a streamlined and efficient process with proper preparation and attention to detail. By following these steps and utilizing tools for saving and editing, you can increase the likelihood of a successful submission and participation in the conference.
Not ready to submit yet? Still in the drafting stages?
Don’t miss our blog post: How to Write Abstracts for a Conference.
Why Do Conferences Require Abstract Submissions?
Abstract submissions are a crucial component of academic and professional conferences. They serve several important purposes:
1. Ensuring Quality and Relevance: Abstracts help conference organizers ensure that the presentations align with the conference’s themes and standards.
2. Facilitating the Peer Review Process: Abstracts undergo peer review to maintain a high level of scholarly integrity and quality.
3. Organizing Conference Sessions: Abstracts provide a way to categorize and schedule presentations effectively, ensuring a coherent and engaging program for attendees.
Who Can Submit an Abstract?
Eligibility for abstract submission typically varies depending on the conference. Here are some common criteria:
1. Open to Field Professionals: Most conferences allow submissions from anyone with relevant expertise, whether they are academics, practitioners, or students.
2. Specific Requirements: Some conferences may require authors to have certain qualifications, such as academic affiliation or professional experience.
3. Restrictions and Limitations: There might be limitations on the number of abstracts an individual can submit or specific fields of study that are accepted.
Key Steps for Abstract Submission: Instructions and Guidelines
To ensure a smooth submission process, follow these key steps and guidelines. Remember, every conference has its own abstract submission guidelines and your first assignment is recognizing and then ensuring you understand these details. ;
1. Prepare Your Abstract: Write a concise and compelling abstract that summarizes your research or presentation. Follow the conference’s specific abstraction submission requirements, including formatting and word limit, typically between 250-500 words.
2. Create an Account: Register on the conference’s submission portal. This will allow you to save your work and return to it if needed.
3. Upload Supporting Documents: If required, upload any additional documents, such as biographical sketches, co-author information, or relevant images and graphs.
4. Review and Edit: Take advantage of the platform’s features to save your draft, review it, and make necessary edits before the final submission.
5. Submit Before Deadline: Ensure that you submit your abstract before the submission deadline to avoid disqualification.
Supporting Documents
The following breakdown represents some of the supporting documents commonly required in abstract submissions.
Author Bio
- Content: A brief biography of the presenting author(s), usually 100-200 words.
- Format: Include current position, relevant qualifications, and research interests.
Disclosure of Conflicts of Interest
- Requirement: Some conferences require authors to disclose any potential conflicts of interest.
- Content: Provide a statement of financial or personal relationships that might influence your research.
Ethical Approval
- Necessity: Required if your research involves human or animal subjects.
- Documentation: Include an ethical approval letter or statement confirming that your study complies with ethical standards.
Permissions
- Use of Materials: If your abstract includes data, figures, or text that require permission from another source, ensure you have the necessary permissions.
- Documentation: Attach any letters or documents granting permission.
Additional Files
- Figures and Tables: Some conferences allow or require supplementary figures or tables. These should be clearly labeled and referenced in the abstract.
- Supplementary Data: Any additional data that supports your abstract, such as detailed methodologies or extended results.
Adhering to the abstract formatting requirements, word limits, submission deadlines, and including all necessary supporting documents is essential for a successful abstract submission. Always refer to the specific guidelines provided by the conference organizers, as requirements can vary. By preparing thoroughly and submitting on time, you increase the chances of your abstract being accepted and presented at the conference.
What Happens After Abstract Application?
Once your abstract is submitted, the process typically follows these steps:
1. Peer Review: Your abstract will be reviewed by a panel of experts in the field to assess its quality, relevance, and originality.
2. Notification of Acceptance: You will receive a notification regarding the acceptance or rejection of your abstract. This usually happens a few weeks to a few months after the submission deadline.
3. Presentation Format: If accepted, you will be informed about the format of your presentation (e.g., oral presentation, poster session) and any additional guidelines.
4. Final Submission: You may need to submit a final version of your abstract or additional materials, such as a full paper or presentation slides, by a specified deadline.
Advance your abstract submission with Attendee Interactive
To really streamline and strengthen your efforts, you should consider embracing current best practices for writing an abstract, which includes integrating abstract management technology, like Attendee Interactive.
Our industry-leading tool for managing submissions has proven invaluable to our clients and we pride ourselves on these partnerships.
“I’ve enjoyed working with Attendee Interactive over the last few years. Their program makes it easy to plan out my annual city wide with over 200 functions. Every time I share my specs with vendors and partners, I always get compliments on how the information is so organized and easy to understand. That is in part to how I’m able to import information and formulate the kind of spec book I need to make sure everything is accounted for.”
— Kristina Mechelis, CMP, Association for Financial Professionals
Request your demo and get an edge on the competition with abstract submission management from Attendee Interactive.
