The OpenWater Blog

Scheduling Made Simple With Abstract Software

The time constraints of an abstracts conference are intense. They can be even more intense when you’re waiting on materials from someone and can’t rush along the process yourself. This is particularly true of speakers.

Luckily, abstract software helps resolve many speaker-related problems, material collection included. In this article, we’ll discuss some of the strategies you should use to alleviate stress without being pushy on speakers in the process.

Strategy 1: Communicate

When you first determine who is going to speak at your conference, it’s all too easy to bombard them with information, deadlines, and more. While it may seem efficient to do so at the time, it’s important to remember that this can be overwhelming and, in combination with a busy schedule, can cause them to forget when they need to turn in what.

The easiest way to avoid this is to send reminders as deadlines approach. Abstract software allows you to do so automatically in scheduled emails. This makes it impossible for you or any judges/reviewers to forget important deadlines.

Strategy 2: Don’t be Afraid to Get Firm

Conference managers sometimes allow speakers to take advantage of them because they don’t want to ruffle feathers. However, it’s your conference and you need to take charge to ensure you aren’t scrambling at the last second because of someone else.

The easiest way to get firm is to increase communications near each deadline. Some organizations even impose consequences for late material submission (i.e. withholding a certain amount of speaker fees, withholding travel expenses, etc.).

Strategy 3: Create Orientation Materials

Your speakers may have presented at tens or hundreds of conferences or this may be their first one. Regardless, you should create orientation materials so speakers understand what it’s like to work with your organization.

You can create and publish orientation materials on your conference website using your abstract software. You can make the same materials a PDF and disseminate them using email. Simply choose the method that makes the most sense for your organization and use your software hub to send it out.

Strategy 4: Clarify Expectations

While abstract software allows you to make last-minute changes you can publish to your entire audience, you don’t want to rely on this too often. After all, no one likes receiving materials last minute, your attendees included. As such, it’s important that you make it clear to speakers that you expect materials on time.

Remember, an on-time program is a program that also sticks to a budget and delights attendees. You shouldn’t sacrifice this simply to make sure you don’t step on speakers’ toes.

Abstract Software Simplifies Scheduling in All Aspects

Trying to collect materials from your speakers can be a challenge, but it doesn’t have to be. It’s important that you consider each of the avenues you can take with abstract software to ensure you’re using each feature to your full advantage whether you’re actually creating a schedule or dealing with the other processes that come along with it.

When you do, you’ll witness the underlying power of abstract software in your conference beyond scheduling alone.

admin

Learning Series: Surveying Gala Participants

Schedule More Than Just Speakers for Your Next Event