Invited abstracts
Submit abstract
If you would like to include abstracts from invited speakers in the program, you can use a special submission procedure.
To do this, you can:
1. Organise the submission process for invited speakers independently.
2. Use the Smart Abstract submission process for invited speakers (liable to costs).
1. Organise the submission of invited abstracts independently
If you organise the submission of invited speakers abstracts yourself, please follow these steps:
1. Create invited speaker
In the "User" section, create persons with the "Invited Speaker" role.
See: Create new user
2. Abstract form
Abstracts are submitted using the abstract form, which has been set up for regular submissions.
If you require any changes, such as hiding presentation types like "Poster" or "Participation in poster competition", we can implement these for you at an minimal additional cost. Please do not hesitate to contact us!
3. Speaker deadline
You define your own deadline for the submission of speaker abstracts. Abstracts can be submitted at any time within the deadline, even after the regular deadline.
Navigate to:
> Settings
> Deadlines
> Deadline: Invited speakers (see also: Extend deadline)
4. Communication
Persons with the role of "Invited speaker" are enabled to log in to the system after the regular submission deadline and submit an abstract. Ensure that invited speakers receive the following information:
Link to the registration page
Detailed information about the process and deadline
Your contact details for questions
Sending an email with access data may assist you in this regard.
5. Planning
You must actively accept the abstracts of the invited speakers.
See: Accept/reject abstracts
You can assign the abstracts to the invited speakers if they are already scheduled in the program under the type "Lecture/Event".
6. Publication
Abstracts from invited speakers are automatically added to the digital program on the app or the online session planner.
2. Use the submission process for invited speakers
The submission process for invited speakers is organised in Smart Abstract as follows:
1. Import speakers
Smart Abstract will import the list of invited speakers with the planned presentation titles for you. We will provide you with an import template.
2. Customised abstract form
An individually configurable abstract form is available for invited speakers. The mandatory fields and structure can be adapted specifically to the requirements of the conference (e.g. text length, additional information and uploads).
3. Speaker deadline
You define your own deadline for the submission of speaker abstracts. Abstracts can be submitted at any time within the deadline, even after the regular deadline.
4. Email delivery
Invited speakers receive personalized emails for the following events:
Invitation with personal access data and a link to the abstract submission form.
The initial email to all speakers will be sent by us. Afterwards, you can add more speakers in the backend at any time and send them the invitation email including their login credentials.A deadline reminder is sent if the abstract has not yet been submitted.
5. Planning
Abstracts from invited speakers are automatically accepted.
If invited speakers are already scheduled in the program as "Lecture/Event" type, the receipt of the abstract is automatically marked so direct assignment is possible.
6. Publication
Abstracts from invited speakers are automatically added to the digital program on the app or the online session planner.