How to Draft the Perfect Call for Papers

Written by Resurchify | Updated on: August 19, 2022

How to Draft the Perfect Call for Papers

No one really enjoys using a system that isn't straightforward or transparent. Providing clear and straightforward guidelines can assist submitters along the route. It's vital that your suggestions are clear and concise. There's no guarantee that consumers will read them all the way through, but if they do, they'll have somebody to assist them out.

Your call for papers is an email highlighting your event and the commencement of proposals for researchers interested in presenting. One must create intriguing content to boost your odds of receiving submissions since scholars receive hundreds of calls for papers emails.

Researchers and academics now have better accessibility to conventions than ever before, thanks to the emergence of virtual gatherings. As a consequence, your call for papers must strike out. When organising a research session, there are already a lot of considerations to make. However, don't let these concerns stop you from creating a clickable call for papers.

We'll guide you on how to draft a call for papers in this article.

Information about the event

Your call for papers should explicitly state whatever the workshop is really about and who is organising it straight away.

Many people are reluctant whether they want to give up their cash and effort to join physical events anymore. Therefore, you should provide consistency for your participants.

One of the first points of contact with potential delegates would also most likely be your call for papers.

As a result, the most crucial component of the event should have been the first element receivers notice.

As a result, the most important aspects of the event should be the first thing recipients recognise:

  • The event's name should be a part of the subject

  • Date of the event

  • Location of the event

  • The event's homepage link

  • The event's objective and theme

  • Short catalogue of subjects

If you have got a rough schedule for your convention or ideas for special guests, it's essential to mention these because any sort of special events or lectures could aid draw new authors and registrants.

It's also worth specifying what time the event will be held. These are all items you may wish to include in the call for papers if your event is funded by an organisation that can also be included. 

Call for Papers Submission Guidelines

Any consistent approach and information must be included in your paper call. Participants should be familiar with the following information before presenting their proposals:

  • Papers must be completed by the deadline

  • The various topics or themes

  • The word limit

  • The formats for submission (oral, paper, symposium, discussions etc.) it's always a great idea to give as much data as possible about how to apply.

  • Special dates, including the notification of approval and the deadline for finalising 

Relevant Legislation

When sending out a call for papers, make sure it adheres to data privacy rules. GDPR, the new data protection law, applies to anyone who has control over other folk's personal data. The contact addresses on your event mailing list, in other terms. 

Your event will be in defiance of GDPR if you send your call for papers to scholars who haven't granted their permission to receive messages from you. This might result in a penalty. So, before mailing out your call for papers, double-check everybody on your mailing list has been authorised to receive an email about your event.

Board's Contact Information

Include the official contact person's email address. This will guarantee that prospective authors can immediately get replies, and almost none of their requests land up with the wrong account. 

Use an email that your whole team ought to have access through the system if it includes a contact centre to help you stay on top of your event communications.

An Alternative Disable from Future Calls for Papers alerts

If you're delivering your call for papers as a mail, don't overlook providing a withdrawal alternative. This should be automatically incorporated to all of your emails if you use an email sender. Otherwise, anything along the lines of "If you want to unsubscribe from this list, please send an email to [email address]" might suffice.

Some conference organisers are apprehensive about reducing the size of their email list. Unwelcome emails, on the other hand, simply indicate that those individuals do not feel at home in your community. So having them in there isn't doing you any good. You'll have a far more effective call for papers if you tailor your emails to your conference's community.

Organising a call for papers can be a tough challenge. It's no wonder that coordinating applications, working with editors, and selecting the best content for your event is one of the most demanding aspects of putting on an event. On the other hand, all of these tasks occur after your call has been opened and you have begun receiving papers from potential speakers.

The question remains, "How do I advertise my call for papers in the first instance so that I acquire the best entries?" 

Regrettably, there is no one-size-fits-all way of guaranteeing that almost all potential guests are aware of your event. Instead, the most efficient strategy to attract new contributors is to promote your call for papers as broadly as possible. This is especially crucial if you're conducting a first-time event or want to keep your audience returning season after season.

Here are some things you can do to broaden your possible contributor pool for your next event.

Make your internet site attractive 

Use eye-catching widgets, visuals, or banners to illustrate the opportunities for speakers at your upcoming event in multiple places on your website. These widgets must be displayed on the home screen, prior and/or current event pages, and the upcoming event page. Have included a link that takes visitors directly to the collection's website.

Email Marketing Strategies

Send out emails to all your email lists advertising the call for papers, together with a link to the collection's website. Whilst delivering at minimum one email dedicated solely to your call for papers is a smart option, you also should highlight it and provide a link to the entry page in other emails. Contributors from prior years who did not make the cut form a terrific mailing list to target.


Publish an article for your institution's blog describing your call for papers, along with a link to your paper entry site. Creating short animated videos inviting authors to contribute can also assist in the advertising of your call for papers.

The Internet and Social Media

Exchange information regarding your call for papers entry page–and, most importantly, a link to that to Twitter, Facebook, and your association's LinkedIn Profile and Events pages. 

To prevent becoming too monotonous and aggravating your followers, vary your postings and use different photographs.

To get the word out, you can also urge your followers to share or retweet your posts. Motivate your group to participate. Industry advocates should share the information on their personal social media platforms.



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Resurchify is an information portal for the people pursuing research. We bring to you a varied list of research gatherings like conferences, journals, meetings, symposiums, etc across multiple areas. Along with that, we also share a huge chunk of details of these events.

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