Sessions are a way for associations to educate and bring out more specific content at events encompassing an overarching topic. With various experts and specialists in different fields, it can sometimes be daunting attempting to figure out what session to host and whom should speak. Abstracts submissions are a way for associations to accept proposals to speak at an event, while also giving them the ability to open up an online judging process.
Create an Abstract Form
- Start in the Meetings and Shows app
- Click Setup
- Click the Abstracts drop-down
- Click Forms
- Click Create Abstract Form
- Customize your abstract form
- In addition to the standard components available on all forms, there are three abstract-specific components that can be added here:
- Abstract Co-Authors: Allows submitter to add co-authors to the abstract
- Abstract Presenter Selector: Provides submitter the option to select a different presenter than themselves
- Abstract Session Track: Allows a submitter to select a session track for the abstract
- In addition to the standard components available on all forms, there are three abstract-specific components that can be added here:
- Click Save
Set up Abstract Submission Process
- From Meetings & Shows, search & select the event you are configuring abstracts for
- Click Setup to access this event’s setup
- Click the Abstracts drop-down, then click Submission Processes
- Click Create Abstract Submission Process
- Name your submission process
- Select Yes/No for whether this process should be available to users in the portal
- Check the box for each Presenter Contact Field you want to gather from the presenters
- Under Process Options, select the abstract form configured in step #1
- In this section, you can also configure a maximum number of Co-Authors, Abstract Submissions, and Word Count for Abstract Body.
- If you added the Co-Authors component to your abstract form, check the box for each contact field you want to gather on Co-Authors under Co-Author Options
- Enable Show Contact Form or Show Organization Form to have submitters update their contact and/or organization information before they begin the abstract submission process
- Enable Confirmation Email if you want submitters to receive an email confirming that their abstract has been submitted successfully
- Click Save Changes
Set up Abstract Approval Process
- Under the Abstracts drop-down menu item, click Approval Processes
- Click Create Abstract Approval Process
- Name your approval process
- In the Process Information section, you can choose a form to present to the submitter when they accept or decline to present their approved abstract
- If you don’t select a form here, the presenter will be able to simply decline/accept without providing any information
- The form here can be created in the same place as the Abstract Form in step 1
- Enable Approval Email if you want an email sent to the submitter when their abstract has been approved by staff
- Enable Decline Notification Email if you want an email sent to the submitter when their abstract is declined by staff
- Enable Acceptance Notification Email if you want the submitter to receive a confirmation email when they accept to present their abstract
- Enable Presenter Decline Email if you want the submitter to receive a confirmation email when they decline to present their abstract
- Save Changes
Set up Abstract Types
- Under the Abstracts drop-down menu item, click Types
- Click Create Abstract Type
- Name your abstract type
- Select the Submission Process configured in step #2
- Select the Approval Process configured in step #3
- Save Changes
Configure Abstract Settings
- Under the Abstracts drop-down menu item, click Settings
- Enable Abstract Submission to allow users to submit abstracts in the portal
- When this setting is enabled, you can configure a date for when abstract submissions will open and close
- Enable Hide status in portal to prevent submitters from seeing whether their abstract was accepted or declined until a specified date
- In the Presenter Capabilities section, choose whether abstract speakers can modify their profiles in the portal and/or edit limited session information
- Both of these settings allow you to configure a deadline for when modifications can be made
- Allowing speakers to edit limited session information also gives you the option to extend this capability to main presenters and co-presenters
- Add Abstract Submission Instructions if you want special instructions to appear on your event’s Abstracts Center page
- The Abstracts Center page is where portal users can submit new abstracts and view/edit the abstracts they’ve already submitted
- Add Presenter Instructions if you want special instructions to appear on your event’s Presenter Center page
- The Presenter Center page is where speakers can see (and edit, if enabled in Presenter Capabilities) all of the sessions that they are speakers on
- Save Changes
Helpful hint: To ensure the presenter capabilities can be done by your abstract submitters, please ensure to install the Presenter Center feature on your events microsite.
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