a2z offers a fully responsive, streamlined Call for Proposals module to provide a radically improved user experience to conference managers, presenters and graders. Proposal submitters can now create, modify and submit their proposals from one central location. They can also add all submission information, including session and presenter details, in the same screen, which drastically simplifies the process by reducing the number of clicks and navigation steps required for submitting a proposal.
This article is intended to walk you through the setup of the Call for Proposals module in a2z.
Step 1: Planning call
Read this document in its entirety so that your questions can be answered during this call. If you collect information regarding submissions and presenters that are not reflected in this document, please let your Project Manager know. Also, be also prepared to discuss:
- CFP open date
- CFP close date
- Will grading be used?
- grading start date
- grading due date
- Can submitters edit proposals after submission?
- Can submitters edit proposals after they have been graded?
Events> Call For Proposals >Settings > Proposal Fields Configuration
Hide or make required the fields you want Submitters to fill in. You can also change the display order of the fields, and the field’s character length for text fields (Figure 2).
Presenter Field Configurations
Under the proposal fields configuration, you will see Presenter Field Configurations which allow you to do the same configuring to the presenter fields.
Presenter Types are Speaker Types used in the Call For Proposals process. To set up Presenter Types, go to Global Settings>Conference>Speaker Types.
New in Version 14, you can ask the submitter to select Presenter Types when filling in their proposal. In this section, choose which presenter types you want to show.
- Duration (e.g. 30 min, 90 min)
- Format (e.g. round table, panel discussion, workshop)
- Session Type (e.g. plenary, technical, breakout)
- Ability Level (e.g. beginner, general, advanced)
You access these items from Events> Conference> Settings.
Figure 3: Configurable drop down menus for Call for Papers setup
Figure 4: Add Track Screen
Notes about Tracks
- Only one track can be requested during the Call for Papers process. When a proposal is approved into a session, it can be associated with multiple tracks.
- Tracks are required for grading.
- Tracks cannot be deleted from the system once they have been associated with a session (even in future events).
In Duration Management, enter the duration your submitters will be choosing from. Un-checking Display will prevent this option from showing in the drop down on the public side.
Figure 5: Add Duration Screen
In Format Management, enter the format your submitters will be choosing from. Un-checking Display will prevent this option from showing in the drop down on the public side.
Figure 6: Add Format Screen
In Session Type Management, enter the session types your submitters will be choosing from. Un-checking Display will prevent this option from showing in the drop down on the public side.
Figure 7: Add Session Management Screen
In Ability Level Management, enter the ability levels your submitters will be choosing from. Un-checking Display will prevent this option from showing in the drop down on the public side.
Figure 8: Add Ability Level Screen
You have the ability to add Custom Proposal & Presenter Fields to the online Call for Papers Form, as noted in the bottom of Figure 1. To define your custom fields, go to Events> Event Settings> General> Custom Fields.
In this area, you can configure Custom Proposal Fields (which relate to the proposed session) and Custom Presenter Fields (which relate to the proposed presenter).
List of Forms
Figure 9: List of Forms
Figure 11: Example of Custom Proposal Info
Figure 12: Edit screen for custom questions
As depicted in Figure 13: Associate Forms in Custom Fields, if a form has an Associate Form (such as Presenter and Speaker) you can choose to carry this custom field across the associated forms. An example of this is if you want to collect biographies during the Call for Papers process which would be used on the website if they are accepted, this would be done by creating a custom Presenter field and associating it with the Custom Speaker Info form.
You can copy questions from show to show by using the Copy Questions From button at the bottom of the Custom Fields Screen.
Figure 13: Copy questions option
The baseline system can be configured in one of these ways. Discuss these options with your project manager.
- ECode Only – system created, cannot be changed by the user
- Email and ECode – requires the contact’s email address and the system created ECode
- Email Only – using this option will only require the user to enter their email address to login (least secure)
- Member ID and Password – Member ID is stored in contact record from an integration with an AMS. The password is created by the user (talk to your a2z project manager about populating the password for first time use in a new system).
- Email and Password – user’s email address and a password they create at the time of account creation (talk to your a2z project manager about populating the password for first time use in a new system).
The CFP submission form has been built in a way that will accommodate a lot of clients with minimal customization. It may be hard to get acquainted to where you go to edit different parts of the form, but talking to your project manager will help.
Use ctrl+f to find the message number corresponding to the image above, and edit the text of that message.
- Changing the text of a message does not change functionality. For example, if you change the label of a field from “State” to “File Upload” this will not change the functionality of the field to a file upload field.
- Some messages appear in multiple areas on the Public Site, so if you change the word “State” to “Province”, it will update anywhere that message appears.
In Events -> Features -> Content Management -> Unified Content, you can edit the text which appears above the page.
This should not be used for large images or blocks of text, as content placed here will push down the forms and functional text. If a larger image or text is to be shown, the client should link to a pdf or another user-created content page.
The following email templates can be used throughout the Call for Papers module. To edit these templates, go to Events -> Features -> Template Management.
- Template #57: Send Mail on Proposal Submission – will be automatically sent by the system when the proposal is submitted.
- Template #58: Proposal Not Submitted email blast – can be sent to any submitter who has started the process of adding a proposal, but has not submitted it, as a reminder to complete the process.
The best way to make sure a system works is to walk through it like a user. Try to approach your Call For Papers process from the submitter's perspective including submitting an actual proposal and reviewing the email templates.