Hands-On Series: Managing Presentations and Abstracts Introduction The speaker presentation and abstract submission process is a detailed series of portals and steps that you will define according to your internal company process. The information detailed in this hands-on white paper gives you the essential steps for setting up and configuring a comprehensive speaker abstract and management process for your organization. NOTE: Please note that only your and your organization will know the specific steps and processes you will need to undertake, and that the tools and portals presented here are flexible in how they can be configured and utilized. Overview of the Presenter and Abstract Management Process This chart outlines the core steps for accepting abstract proposals, managing reviews (and reviewers) and finally managing the assignments of presentations to specific sessions.
Transcript
Hands-On Series: Managing Presentations and Abstracts Introduction The speaker presentation and abstract submission process is a detailed series of portals and steps that you will define according to your internal company process.
The information detailed in this hands-on white paper gives you the essential steps for setting up and configuring a comprehensive speaker abstract and management process for your organization.
NOTE: Please note that only your and your organization will know the specific steps and processes you will need to undertake, and that the tools and portals presented here are flexible in how they can be configured and utilized.
Overview of the Presenter and Abstract Management Process This chart outlines the core steps for accepting abstract proposals, managing reviews (and reviewers) and finally managing the assignments of presentations to specific sessions.
Step One: Configure Options in the Presentation Module Before you can start accepting submissions for your event, you need to configure the Presentation module to create a tailored experience to ensure relevant information collected about the presenter, the topic and finally the delivery method.
NOTE: There are many optional fields and tabs (along with other settings) that are enabled in the Preferences section in the Presentation Module setup panel. Options marked by an asterisk below would need to be enabled in Preferences.
Presentation Type These settings are defined in the Setup Panel, Presentations.
This is where you can specify the different types of Presentations to take place at the event. Example presentation types can include:
Session The process of creating a session is like creating a Function with some notable exceptions including features like Session Surveys, Live Polling and Live Q & A.
Theme Themes are broad categories that help organize and describe Presentations with similar content. For example, you could have a Technology Theme and a Marketing Theme.
Sub Themes are a further categorization under each Theme. For example, you might have Technology Trends Sub Theme under the Technology Theme and an Internet Marketing Sub Theme under the Marketing Theme.
Themes and Sub Themes are optional, and they are not required to use Presentations in EventsAIR.
Keywords Keywords are simply terms or words that can help an organizer locate specific categories of presentations. There is no limit to the number of keywords you can create.
Paper Status Paper Status contains definitions you create for your meeting to help classify the status of submitted papers or presentations. For example, many organizations use:
You are free to create whatever Paper Status terms that fit your conference requirements.
Location • Locations are shared with the Functions module. Any Locations that have been created
for a function are available when creating a Session and vice versa.
• When creating a Session, you can define where that Session will occur. This information can be made available on Merge Docs, Online Agendas and Attendee Apps for convenience.
Checklist Speaker Checklist items are the action items that your speakers need to complete by specific dates, such as:
When setting up checklist items, you simply enter the name of the checklist item, indicate if it is required by default, and enter the default due date for delivery.
Documents When you define your document specifications, EventsAIR will provide fields and a method to upload and store the documents either from the management console or from the Presentation Portal App that you can create.
When you define your document types, you can define the following:
• Name • Presentation Supporting Document • Type
− PDF − Uploaded Document − Plain Text − Image − Link
• Size Limit - lets you define (in Kilobytes) a size limit for each document. • Order - wherever multiple documents are supported, control their ordering here.
Audio Visual • AV Items are shared with the Functions module. Any AV Items that have been created
for a function are available when creating a Session and vice versa.
• During the submission process Presenters can nominate which AV Items they will require from a list of items you predefine.
Session Role Many conference organizers assign multiple roles that are associated with a given session. With Session Roles, you are now able to create a library of session roles specific to your requirements.
Assigned just like a Chairperson or Sponsor, you can add an existing contact, or create a new contact and assign a specific Session Role as required.
Review Criteria* Review Criteria is where you can create a pre-defined list of review criteria for your reviewers to use during their review process
Some ideas for review criteria include:
• Content • Accuracy • Relevance • Visual Appeal
The fields in Review Criteria are:
• Name - the name of the criterion.
• Score Type - these are the ways your reviewers can input their rating of these criteria:
• Check Box - the reviewer will check a box to indicate the criterion has been met. (Also enter the weighting percentage for this condition here.)
• Date - to record any date relevant to the paper review.
• Score - number that falls in a pre-set range. (Also enter the range, and the weighting percentage for this condition here.)
• Number - good for numbers that may not fall in a known range. (e.g. word count)
• Percentage - number out of a hundred.
• Tag - select the review value from tags.
• Text - free-form text, for when no other category carries enough information.
• Display Ordering - you can assign the order in which each criterion is displayed on the screen, with lower numbers being higher on the list than larger numbers.
• Weighting - enter a weighting percentage number for this specific review criterion.
Micaela Fortun
No longer there in the V10 browser or app
Review Panel* If you have multiple reviewers who are tasked with reviewing submissions, you can setup a Review Panel. Review Panels can be easily be assigned to Presentation Types or Themes (including Sub Themes) which will automatically assign members of the Panel to submissions with the relevant criteria.
Configuring the Presentation Portal This portal serves as the main point of call for anyone who intends to be the Presenter at your event. The main functions of the portal are:
• Creating an Attendee Record • Submitting Presentations • Receiving feedback from reviewers • Registering for the event if accepted as a Presenter
Settings The setup process for the Presentation Portal is relatively simple and straightforward. You define what sections you want to include in the process:
• Theme • Available Keywords • Authors • Affiliations • Presenting Author Bio • Additional Information • Capture AV Requirements
Important: Upon creation of the Presentation Portal you will need to select the Document that will be the Abstract Document sent to Reviewers for review.
If not require at all any of the above options can be disabled by simply unchecking the relevant checkbox.
Further to the above you can nominate what Presentation Types are available on the Portal. This is useful if you intend to manage a Presentation Type internally like Keynotes. This can also be done with Themes and Keywords.
Additional Settings • Title Maximum Word Count - From here you can also specify and enforce Maximum Word
Counts for Submission Titles and Presenting Author Bios.
• Presenting Author Bio Maximum Word Count
• Submission Close Date - You can nominate a close date after which new submissions cannot be submitted.
• Capitalize Author Name - e.g. if user enters "john smith", this will be changed to "John Smith" automatically.
• Show Reviewers' Comments - comments made by the reviewer(s) will be visible to the author.
• Show Reviewers' Details - do not enable this if you plan on blind reviewing.
• Send an Alert when a submission is completed - once the author has uploaded their paper, an Alert will be visible on the Alerts panel of EventsAIR.
• Maximum number of papers an individual can submit - stop authors from uploading a frivolous number of papers and slowing down your review process.
• Automatic Submission Email Merge Document - this email is sent to the author when they submit.
• Automatic Resubmission Email Merge Document - this email is sent to the author when they resubmit
• Notification of Paper Resubmitted Email Merge Document - this email is sent to the reviewer when the author resubmits.
New Contact Records and Registration • Contact Site - you must choose an interactive site that is for creating a new Contact. Clicking
"Create New Account" from the Welcome page will launch this interactive site.
• Registration Site - choose your Speakers Registration Site here. Once the user has submitted a paper abstract with a valid Paper Status. Once an author has an abstract with these Paper Status, they can register - authors can only register for the event once they have a paper with one of these statuses.
• Add Marketing Tag when Account Created - select the Marketing Tag to be attached to these Add Marketing Tag when Account Created presenters so they can be easily located.
Reviewer Portal The Reviewer Portal is designed to allow Attendee Records assigned to a submitted Presentation sign in and review allocated submissions.
Important: The Reviewer Portal can only be authenticated by a Reviewer with a pending review on the Attendee Record.
The Reviewer Portal visually appears like the Presentation Portal. Once authenticated a Reviewer can easily see submissions assigned to them.
The Reviewer can see information including but no limited to Title, Presentation Type, Themes, Keywords, Authors, Affiliations, the submitted Abstract, supporting documents and more in a Read-Only format.
Depending on configuration the reviewer can proceed to score the submission make notes and leave comments that the submitting author can view.
Depending on the configuration the submitting author can be notified that a reviewer/s have reviewed, scored and left feedback in the Presentation Portal and resubmit if required.
Abstract Workflow App The Abstract Workflow App is designed to allow meeting organizers or chairpersons of a presentation program to manage the submission of presentations.
Once all reviews and scores have been submitted, the organizing committee or chairperson for the presentation program will use the Abstract Workflow App to perform a variety of tasks, such as accepting Abstracts, assigning to sessions and then managing your session schedules and assignments. You can also monitor the review process and create new sessions.
Items that are managed in the Abstract Workflow App include:
• Create and edit Sessions, Concurrent Session Blocks and Locations • View Agenda • Accept or Reject submissions • Assigning submissions to Reviewers • Assigning submissions to Sessions • Collating all submissions into a single document (Abstract Book) • Export Individual Reviewer Status and Presentation Review Details
Setting Up the Abstract Workflow App
The Abstract Workflow App is where you assign one or more Paper Statuses for Accepted and Reject submissions.
Nominate which notification Merge Docs are sent to submitting authors dependent whether they are Accepted or Rejected.
You can enable or disable the following Navigation Tabs:
