Call for Proposals & Speaker Selection

Session: Call for Proposals & Speaker Selection

Overview

How to review proposals and pick speakers.

Close the CFP before you start reviewing - Don’t start accepting talks until the deadline is past.
Tell speakers early - 3 months before the conference is ideal. People need time for visas.
Early CFP for visa seekers - Some conferences have a fast-tracked CFP just for people who need visas.
Start way earlier than you think - Really. Plan this stuff months ahead.

Use a scoring system - It helps. When reviewers disagree wildly (one person gives 1, another gives 5), that’s worth talking through.
Reviewer diversity matters - If your review panel isn’t diverse, your speaker lineup won’t be either.
Not just experts - Regular attendees review proposals well too.
Talk about the outliers - When scores are all over the place, discuss it. Usually people agree once they explain their thinking.

Shorter is better - 25 minute talks beat 45-50 minute talks. Lightning talks are great.
Label by level - Say which talks are beginner, intermediate, advanced. Adjust how many of each you pick.
Watch for first-timers - Mark them. They need help.
Invite speakers - Totally fine to invite someone you think would be good, if you know their work and it fits.
Help people prepare - Give feedback on proposals if they need it. Especially first-timers and people from underrepresented groups.

Public proposals - Some conferences post all proposals and let people comment. That way good talks don’t get accidentally rejected.
Anonymous submissions - If proposals are visible, make them anonymous so reviewers aren’t biased.