Organizing an association conference comes with its fair share of complexities. Between coordinating venue logistics, tracking registrations, overseeing exhibitors, and countless other tasks, your team has its hands full for several months leading up to the event. However, one of the most important planning processes is also among the most challenging (and overlooked): abstract management.

A streamlined, data-driven approach to abstract management helps you fill your event schedule with qualified speakers on various topics, which enhances the conference experience for both attendees and presenters. Let’s explore three strategies for improving how your association manages abstracts.

1. Develop a Clear Call for Abstracts

When writing your call for abstracts (also known as a call for presentations, papers, or submissions), your goals should be to set presentation expectations and attract a wide range of speakers whose insights will resonate with conference attendees. As OpenWater’s abstract management guide explains, you need to provide prospective presenters with all of the necessary information to submit abstracts that are clear and consistent with what you want to see, including:

• An event overview — theme, target audience, dates, location, format (e.g., in person, virtual, or hybrid), and other essential details
• Submission guidelines such as content requirements, word count limits, acceptable file types, and document formatting standards
• Presentation types that speakers can choose from or be considered for (e.g., keynotes, oral presentations, poster sessions, workshops, or panel discussions)
• Relevant timelines—not just when submissions open and close, but also when applicants can expect to hear back about your decisions
• Registration requirements for presenters whose abstracts are accepted (e.g., completing forms or paying fees)
• Contact information in case applicants have questions for your team during the process
• Any other terms, conditions, considerations, or rules potential speakers should know about (e.g., whether they must be association members to present or if they’re allowed to submit multiple abstracts for the same conference)

Start by developing an internal version of your call for abstracts that also includes reviewer instructions and selection criteria. Once your team reads over and revises this resource, copy it into a new document and remove those details to create the external version you’ll share with prospective presenters.

2. Promote Abstract Submissions Across Multiple Channels

You probably know from experience that multichannel marketing fosters engagement in all types of member-interactive initiatives at your association, from professional development courses to volunteer opportunities to award nominations. Abstract management is no different — the more touchpoints you can create with your call for submissions, the more abstracts you’re likely to receive.

Promote your call for abstracts across the following marketing channels:

• Email: In addition to a dedicated abstract campaign, mention submissions in any relevant recurring newsletters your organization sends out.
• Social media: While many associations focus on LinkedIn and Facebook for social media marketing, platforms like Instagram and TikTok can also be useful for attracting younger prospective speakers.
• Mobile messaging: Send quick updates and deadline reminders using SMS or your association’s mobile app if you have one for your members.
• Print communications: Although you should keep all abstract submissions online to streamline the process for your team, flyers and direct mail may help you reach some audiences offline.

Since you likely can’t fit every detail potential speakers should know into these marketing messages, all of these promotional materials should direct them to a branded landing page on your association’s website via a clickable link or QR code. On this page, lay out your entire call for abstracts and include a submission portal for convenience.

3. Track Key Abstract Management Metrics

To improve your association’s abstract submission and review processes for each conference you host, you need visibility into every area of your approach, which is where data collection comes in. Use dedicated abstract software to track both quantitative and qualitative performance metrics, such as:

• Total number of abstracts you receive
• Percentage of submissions that are approved
• Top reasons for rejecting abstracts (e.g., too many of the same type of presentation, off-topic proposals, or late submissions)
• Average score given and time to review for each judge
• Submission form abandonment rates (i.e., how many people started completing the form but didn’t finish it)
• Impressions and click-through rates for each promotional channel
• Session attendance numbers
• Participant and presenter satisfaction ratings

Ensure your abstract software can securely store this information between events and has robust analytics and reporting features to simplify evaluation.

By incorporating the above strategies into your conference planning efforts, your association can turn abstract management from a logistical hurdle into an opportunity to elevate your event. Remember that abstract management is a team effort, so seek input from the rest of your planning team, past judges, and members as you improve your process.