Oxford Abstracts

How it works

We set-up online screens for authors to submit abstracts and papers.

The screens are linked to your conference web site and contributors pass seamlessly from your conference web site to the online submission system.

Referees can grade the papers online and the program committee can monitor progress.

You control everything through an online administration system.

A simple process...

Conference page

Using Oxford Abstracts for your online abstract and paper submission is a simple step by step process. Our system will take care of everything from the initial setup of the online form to the publication of the draft abstract book.

Select the service you require.
We set it up; you check it and you’re ready to go
Authors log in, submit their abstracts and receive confirmation
Reviewers log in and grade online
Programme committee monitor reviews and makes decisions
We prepare a draft abstract book. CD and online programme also available
You control the whole process through an online administration system.

Full details

Try a live demo

We've set up two demo conferences so you can try out our system by submitting test abstracts. The links below will take you straight to the abstract submission forms - these are the links that you would place on your own conference website. After you click on a link you must sign up as an author, then you can submit an abstract.

	Try out a standard conference setup. Limited customisation, ideal for small conferences
	Try out an extensively customised conference setup. This is a typical setup for medium to large conferences

These submission forms are typical of a small conference (standard conference pack) and a larger conference (additional customisation) - we would customise the forms appropriately for your own conference.

A simple process...

Setup

Select the service you require

Standard pack and any add-ons you require - Add-ons can always be selected later
We will send you an agreement and questionnaire
Sign the agreement and fill out the questionnaire

We will set up a web site for you to review at
- http://yourcompanyname.conference-services.net
- You can amend basic conference information and the automatic emails
- We will make any required changes to the questions on the form
Carefully check the online submission form
- Check the wording of the questions
- Check the wording of the automatic emails sent out
When you are satisfied that the site is ready
- Link your conference web site and start accepting abstracts

Authors

Authors click on a link on the conference web site to submit an abstract or paper
- Authors must first register and record email, name, address and contact details.
- Authors step through the form and record the information you require
- All mandatory questions must be answered before an author can move to the next pageof the submission form.
- Authors can leave an incomplete form and come back and finish it later
- Authors can amend their submissions at any time before submission closes
- Authors can make multiple submissions
Administrators can monitor the submission process
- Use the admin system to monitor submissions as they come
- Send reminders about deadlines to registered authors
- Check that authors have submitted correctly formatted files
Disable the submission process at the deadline
- You have complete control to extend the deadline or reopen submission if you wish

Reviewers or Referees

Set up the reviewers on the system
- Either change existing authors to reviewers or create the reviewer information
- Assign the abstracts to the reviewers
  - Either assign on the basis of category selected by the author
  - Or have the committee decide
  - Or a mixture of the above
- Check that the online reviewer form is correct
- Reviewing can be blind – reviewers can not see author information
- Email the reviewers with their username, password and the url to log on
Reviewers grade the abstracts
- Reviewer log on and can grade and make comments on-line
- Administrator and committee members can monitor the reviewing process

Committee

Committee members can monitor the submission process
- View all abstracts as they are submitted
- View all grades and comments from the reviewers as they are entered
Make final decisions on the submissions
- Allocate a Decision: Accept Reject Rework Withdrawn
- Assign a conference programme number
- Assign a presentation type – e.g. Oral Poster Invited etc.
- Make notes against the submissions

Publishing

We can help you get the abstracts ready for your conference

Abstracts must be submitted using the conference Word template
Tell us what information you want in the abstracts book - e.g. Title, Authors, Affiliations, Conference Programme number, Abstract
Make sure that all accepted abstracts have been marked up on the system

We will produce a Word document with
- The data you requested and
- The abstract
- Each abstract starts on a new page
This document case be used as the basis of an abstract book
- It will need to be proofed and formatted before printing

Overall Administration functions

The administrator has complete control of the whole process
Change conference settings
- Title, Deadline date, Close submission
Full details of all abstracts as they are submitted and all users as they register
Set-up and monitor the grading
Send out multiple emails to authors
- Reminders and Acceptance/Rejection.
- Edit automatic emails for when authors register and submit or amend abstract
Download all data at any time
- Download all abstracts and all information submitted on the forms in Excel or Accessformat
Extensive reports function
- Get instant update on wide range of information, e.g.
- Submitted Abstracts in each category, Presentation types - author preference, Authornames and Abstract numbers

Sample screen shot of submission form

The submission form link is added to the conference web page