Want to increase the number or quality of conference presentations at your next show? Consider issuing a call for papers (CFP). If you want to present the newest research or attract presentations on a certain topic, a CFP is a good way to find them.

A CFP is used to outline a theme, explain the event and its attendees, specify the types of papers you want and detail the related requirements (deadlines, length, supporting material, etc.). EXPO checked in with industry experts to get the skinny on running a successful CFP.

- First, talk to your staff, members or volunteers to identify the session topics you want, establish the objective of your CFP and set the criteria. (For example, a technical conference CFP might focus on 3D production and the criteria might specify that all papers must address technical theory relevant to the industry.)

- Next, working backward from the day of your event, set a timeline for collecting submissions, notifying selected speakers and finalizing their session topics and content.

- Reviewers (such as staff members or board, committee or session chairs) who will review and evaluate papers should be secured during this time.

- At this point, you should also set up your online management system (if you’re using one) to accept submissions. Make sure to incorporate questions that will help reviewers, such as what type of submission it is (student, invited or volunteer, for example), if the submission is for an oral presentation, demonstration or poster, whether the submission is a review or original research, etc.

- The length of the submission period will depend on the amount of lead time before your event. Ideally, CFPs are issued 7-9 months before the event, and selections are often made 4-6 months prior to the event.

- Next, you should be set to write your CFP. Try to keep it brief, clear and concise. Hit the highlights, such as when and where the event will take place, who the target audience is, the event’s theme or topics,
submission guidelines (like whether presentations can be promotional, for example), selection policies and important deadlines. Also include any submission fees.

A sample CFP might look like this: XYZ Show is seeking proposals for papers for its 2009 Conference and Expo. Papers must be informational in nature and must address the following topics… Interested parties should submit an x-page abstract including topic heading, paper title, delivery method (presentation, poster, etc.), a brief description of content, name and bio of author/presenter and contact information by X date. Papers may not be promotional in nature.

- When you’re ready to distribute your CFP, take advantage of any internal e-mail lists you have available and send the CFP to all members, past speakers, exhibitors and media who cover your industry. Post the CFP on the home page of your show site, so that interested parties can easily access it and find answers to questions. Also include the CFP in your exhibit prospectus, and in any publications or newsletters you produce.

- As papers start coming in, reviewers should evaluate them to determine how they fit the CFP’s objective and select those that offer the most significant value. Give reviewers a maximum number of
papers that can be selected for presentation, if applicable.

- The relevancy of the topic to the industry, the timeliness of the information, the quality of writing and accuracy of the content should be considered. If you aren’t familiar with a particular presenter, it helps
to request recordings of them presenting at other industry events to gauge their enthusiasm for the topic as well as their communication skills.

- Keep in mind that presentations may not always develop the way you’d hoped, so you may need to re-evaluate or change the focus of your original CFP.

- Once you’ve made your selections, it’s time to notify your speakers and provide them with any feedback or revisions that may be required. Once papers are finalized, review any important deadlines and on-site
policies with presenters, such as if they’ll need to upload their final presentations by a certain date prior to the show or arrive early to upload them to a computer.

Sources: Donna Elbon, Technical Program Specialist, American Oil Chemists’ Society; Joel Welch, Director of Professional Development, Society of Motion Picture and Television Engineers; IDG World Expo