Paper submission and other activities can add a lot of value to your scientific event.
If your event approves high-quality papers, it has a great chance of becoming a reference in academia.
Today, we want to give you tips to promote and increase the number of people interested in submitting papers to your event.
What Is Paper Submission?
In the past, submission at events was mostly associated with sending and receiving scientific articles.
Today, that scenario is much more flexible. Besides articles, events usually receive abstracts, poetry, photography, posters, and other material subject to evaluation.
It’s precisely the evaluation stage that determines the quality of the content generated by your event. That’s why it’s the editorial board’s responsibility to choose qualified, experienced professionals to evaluate the material submitted to your event.
Always remember that having a large number of submissions doesn’t matter much if they don’t go through well-defined evaluation criteria.
After being evaluated, if approved with revision requests, papers go through a review process, carried out by the authors themselves.
Once submitted, evaluated, reviewed, and approved, all the content generated at the event can be compiled and preserved in the form of proceedings.
This way, knowledge gets spread throughout the scientific community.
How to Promote Your Event’s Submission Period the Right Way?
Check out some tips now to promote and increase the number of submissions at your event:
1. Use the Participant Base from Previous Editions
If it’s not the event’s first edition, the best starting point to capture good submissions is the participants from previous editions.
Keeping an updated contact base of participants is useful not only for increasing submissions, but also for boosting event registrations!
So, when you start the submission period, reach out to participants from previous editions.
2. Make Paper Submission Easy for Participants
It’s important that all participants understand how your event’s paper submission process works.
That’s why it’s ideal to send clear instructions about this stage. If the submission process isn’t clear, you, as the organizer, will get a lot of questions from participants.
For submissions done manually, like by email, extra care is needed! A participant might not send the file in the right format (doc, PDF…) or the email might get lost in spam.
Use simple, efficient submission systems that let you receive papers quickly. Event management platforms work really well for this.
At Even3, we have a dedicated module for submissions. With just a few clicks, participants can send their papers in the format requested by the organizer, then track the evaluation of their paper in real time.
Ensuring transparency in the evaluation system also helps keep participants satisfied with your event. So avoid conflicts of interest!
3. Let Participants Know Approved Papers Will Be Published in the Event Proceedings
Having a paper published in the event proceedings gives the author greater authority.
As a result, events that generate proceedings end up becoming more attractive to the public.
With proceedings, all the content generated at the event becomes accessible to professionals in the scientific community, which also increases your event’s impact.
So both organizer and participant come out ahead!
4. Move Up the Submission and Evaluation Schedule
Moving the schedule up earlier helps increase paper submissions, since interested participants can plan for the activity.
It’s common for some participants to be in the final stages of finishing their papers. That’s when they’ll check whether they have enough time to submit to your event.
Always remember to keep your contact base informed about the submission deadline, since it’s very common to see a large volume of submissions in the final days.
5. Promote Submissions in the Right Places
Besides your contact base, the internet lets you promote your event through several channels that can attract more submissions:
- Facebook groups — research groups and related events
- Google Plus communities
- CNPq calendar
- LinkedIn communities
- Email lists of related research groups
Getting a large number of submissions is great, but don’t forget the golden rule: always prioritize the quality of the content generated by your event!
