Call For Papers (CFP)

The Call For Papers (CFP) feature is designed to make managing speaker selection straightforward. It helps you identify suitable speakers based on your audience's needs, provides tools to invite and engage industry experts, and features an easy-to-use interface that allows you to set up and manage a call-for-speakers process without requiring technical skills.

How to Access the CFP Portal:

1. Log in to your event account.
2. Go to the Speakers tab and click on the CFP section.
3. Click on the Call for Papers (CFP) Portal.
   

Form Section

Use this section to create your form, modify its details, update information, get the link, and preview the form.

Form Title

Here, you can update the title and information of your form, including submission dates, additional questions, and other details.

Copy Link

This is the link you share with applicants to access your form and submit their application.

Here’s an example of what your Speakers will see when they click on your CFP FormPreview Form

You can start creating a new form here or from the Dashboard section.

How to Get the Code to Embed the Form on Your Website

1. Go to the Forms section and click the form title for which you want to get the embed code.
2. Click next until you reach the sharing page.
3. Copy the embed code provided

Application Section

This is where you can view the information submitted by applicants, such as their session title and session description. In this section, you can also:

• Change the status of applicants
• Review their submitted information
• Download their information for review
• Sync them to your event once confirmed

All Forms

Filter applicants based on the specific form they used to submit their application.

To start creating your form, follow these steps:

1. Go to your event's Control Panel.
2. Under the Speakers section, click on Call For Papers.
3. Click on the Call For Papers (CFP) Portal button.
4. Create and save your speaker form.

Grid and Simple View

Switch between Grid and Simple view based on your preference for displaying information.

Call for Papers Q&A

Question: Is there a limit to how many applications you can accept?

Answer: Currently, there are no application limitations (submission limits). However, we may add a submission limit in the future.

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Question: Can you export the applications from the tool?

Answer: Event planners’ accepted applications are currently transferred into the Sched event site they’re associated with. Once there, they can be exported using the available export options. Only applications that have been accepted and transferred into Sched can be exported. Applications that have been rejected or are still pending, as well as information about speakers, will not be transferred.

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Question: Will the approved application replace the speakers already added to the event?

Answer: Whatever is submitted in the Call For Papers application from an approved speaker will override whatever is in Sched for the Speaker profile.

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Question: Will speakers receive a confirmation once their application is approved?

Answer: Once the application status changes to ‘Final Confirmation,’ the speaker will receive an email confirmation.

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Question: Will the applicant receive a notification if their application is rejected?

Answer: No, applicants will not receive automatic notifications for rejection. If you want to notify confirmed speakers or rejected applicants, you can sync them to Sched, where you can communicate directly with them, or use a third-party email provider to reach out 

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Question: If I change the status in the application, will the applicant receive a notification? Specifically, if they reach the final confirmation stage, will they receive a message prompting them to confirm, like “Yes, I will present”?

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Question: Will the approved application replace the speakers already added to the event?

Answer: Whatever is submitted in the Call For Papers application from an approved speaker will override whatever is in Sched for the Speaker profile.

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Question: Does the applicant have an option to withdraw their application?

Answer: Currently, we don’t have the capability to allow applicants to withdraw directly through CFP.  As a workaround, applicants can communicate via email with the Admin to inform them of their withdrawal. The EP can then manually update the applicant’s status to ‘Rejected.

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Question: In the CFP, what are the character limits of the “short answer” and “long answer” fields? And are these customizable?

Answer: The current character limits are quite large and practically unreachable by most users. For example:

• ‘Short answer’ supports at least 500 characters and more.
• ‘Long answer’ supports at least 10,000 characters and more.

Customizing the character limits for user input is on our roadmap for the near future.

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Question: In the CFP form, is it only allowed to submit one session?

Answer: Only allowed one session at a time, but the applicant can submit multiple submissions.

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Question: Can I delete a field in CFP?

Answer: Please note that not all fields can be deleted. Non-system questions will have a trash icon for deletion. However, system fields, such as email, cannot be deleted but can be renamed. You will be able to delete LinkedIn and Instagram links, which are included by default after the form is created.