How to organize a call for papers without stress or chaos?

Scientific conferences have their own rhythm. Organized by academic institutions and scientific committees, they require a thoughtful process of selecting speakers. While not every event uses a formal peer review system, collecting and managing submissions alone can already be a challenge—especially when it all happens in someone’s email inbox.

In this article, we’ll show you how to organize an efficient and secure call for papers process, even if you don’t use a peer review platform.

A well-designed submission form is key

Instead of asking for abstracts to be sent via email, it’s better to create an online form that collects data in a structured way. Whether you’re using a simple tool like Google Forms or a more advanced solution like an event registration system, make sure to:

• collect only the necessary information,
• clearly define abstract requirements (e.g., character limits, file format),
• allow submissions to be categorized into tracks or themes,
• optionally accept multiple proposals from the same person.

With a platform like CONREGO, you can create a customized submission form with multiple variants, file uploads, and limits (e.g., maximum file size).

Submissions go exactly where they should

Each submission should be immediately acknowledged—not just via a thank-you email, but by being saved securely. With event management systems, you can rest assured nothing gets lost, and all data is handled in accordance with GDPR.

In CONREGO, each submission is stored in a secure database accessible only to authorized staff. You can also assign categories automatically, which makes later selection easier.

What about peer review?

If you’re organizing a conference with peer review, it’s important to know that CONREGO does not offer peer review or evaluation functionality. But that doesn’t mean it can’t help.

Thanks to the ability to export submissions to XLS files, you can easily share them with reviewers via email, cloud storage, or even another app. What’s more, you can assign a status (e.g., “accepted”, “rejected”) to each submission, allowing you to:

• automatically inform authors of the decision,
• prepare a list of speakers for the website,
• generate personalized name badges or certificates.

Automate communication = reduce stress

The call for papers process doesn’t end with receiving submissions. You’ll also need to:

• notify authors of the results,
• collect additional data from accepted speakers,
• send reminders and logistical instructions.

It’s best if you don’t have to do this manually. In CONREGO, you can create email templates, filter recipient groups, and schedule messages. If something changes—like the room or time of a session—one click is all it takes to inform everyone affected.

Summary: You don’t need everything to run a great call for papers

Not every organizer needs a peer review tool. Sometimes it’s enough to:

• collect data in an orderly way,
• stay organized and secure,
• communicate clearly with authors,
• and keep in touch with speakers.

That’s exactly what event management systems are for. If you’d like, try CONREGO free for 14 days. And if you prefer another approach, take from this article what helps you stay calm and in control—because that’s what really matters.

Joanna Chrościechowska