Configuration of abstract submission

Configuration -> Paper submission -> Configuration -> Abstract submission

Submission period

At the beginning, set the start (1) and end (2) of the submission period. These can be adjusted even after the submission has started. The action button that enables submission will automatically show or hide based on these dates.

Fig. 1: Submission Period

Submission format

The next important step is to determine the submission format (3). Depending on the objectives and potential further processing of the abstracts, such as in a Book of Abstracts, different formats are available.

Fig. 2: Possible submission formats

• A) In the submission as a form, authors can enter their abstract in a free text field. It automatically checks if the character or word count is met. The text can only be minimally formatted.

• B) Submitting as an HTML form allows formatting using HTML commands. Generally, we advise against this mode as it poses special processing requirements that the event team usually does not manage independently. Additionally, using necessary security validators may change the character count for HTML abstracts.

• C) Submission per upload allows authors to upload their abstracts in a predefined file format (e.g., docx, pdf, pptx - see (7)). This option allows a template file to be provided so all abstracts follow a uniform structure. Furthermore, a maximum file size (<20 MB) and a maximum number of pages can be set.

Fig. 3: Submission per upload

• D) Combines A) and C).

• E) Allows LaTeX formatting during text input but cannot be used in conjunction with session submissions. There's also an option to provide a template.

Fig. 4: LaTeX Template

• F) Similar to the structured submission as a form. It allows a predefined structure of the abstract. Different input fields (e.g., introduction, methods, results, discussion, references) are created in consultation with our support, which Converia automatically compiles into a cohesive abstract. This ensures that all abstracts are uniformly formatted. The form template is completed together with the support. Optionally, the maximum character count for all fields can be set.

Fig. 5: Structured submission

Presentation submission

After the abstract submission, there is the option to allow the upload of presentations (for accepted abstracts only, abstract submission must be closed). A deadline is set for when the upload should be possible (5). After this date, the option to upload a presentation is hidden from the authors. Additionally, the presentation file size (6) can be restricted (<20 MB). Larger files can be uploaded by organizers or support via the backend.

Should all presentations be uploaded in a specific file type? Simply mark the allowed file types with a checkmark (7).

Fig. 6: Configuration of presentation submission