The annual conference is often the first, and sometimes only, in-person contact your members have with your organization. In addition to providing an exceptional overall attendee experience, it’s important that the educational sessions reflect your organization’s standards for quality, integrity and originality. Particularly if your association frequently competes for members’ attention with less discerning free or low-cost resources found through an internet search.
Some organizations have modified their call for abstracts process to ensure submissions are of the highest quality, and to help weed out those that aren’t. Here are a few examples:
Charge a submission fee
While submission fees can help generate some added revenue for the conference, fees are usually modest enough to have little impact on overall revenue. Many organizations use it simply to discourage submissions from those who are simply “phishing” for any available opportunity. Some find that it also encourages more thoughtful, thorough and complete submissions from even the most legitimate authors.
Limit per-author submissions
Some planners have instituted a limit on the total number of abstracts one author can submit, ensuring they present only their best work for consideration. Others set limits within their abstract management system that prevents a speaker from starting a new submission until their previous submission is complete.
Use plagiarism detection tools
The internet has made it easier to access, and in some cases “borrow” previously published work. As a result, more and more organizations are turning to plagiarism detection tools such as iThenticate as part of their submission review process. Some abstract management systems (such as CATALYST) can integrate directly with iThenticate, using essentially a one-click process to upload abstracts and papers to their database from within the submission form. Results are returned to the conference planner within minutes.
Top-notch event content is one the most important elements your conference can provide. Making some simple changes to your abstract submission process can help ensure you receive the high-quality materials that reflect your organization’s reputation. Not only will great content help generate interest in your next event, but over the long term, it will continue to reinforce your position as the go-to resource for your industry.