How to Craft the Perfect Call for Papers: A Step-by-Step Guide

You’ve announced your conference. You’ve sent out the Call for Papers. And now… crickets.

If you’re an event organizer facing low responses or irrelevant submissions, you’re not alone. A weak CFP can derail even the most exciting events. Maybe your message didn’t inspire confidence. Or perhaps it left potential speakers unsure of what you were looking for.

But don’t worry, this can be fixed. 

A strong Call for Papers is key to attracting high-quality, relevant submissions that will set your event apart.

In this guide, we’ll show you how to craft a CFP that grabs attention, sets clear expectations, and encourages the right kind of submissions. 

You’ll get practical tips, examples, and templates to help you improve your outreach and ensure your event gets the content it deserves.

Key Takeaways

• Your CFP should sell the opportunity! Focus on why someone would want to speak, not just what you need from them.
• List themes, session types, and specific guidelines—such as submission formats, word count limits, and expected outcomes—so only relevant, high-quality submissions come through.
• Provide downloadable templates or a submission portal to keep everything consistent and easy to review.
• Make the benefits obvious—whether it’s publication, visibility, networking opportunities, or travel support. Highlight what would excite potential speakers, like exposure to industry leaders or the chance to showcase groundbreaking work.

What is a Call for Papers?

A Call for Papers (CFP), also known as a call for abstracts or a call for proposals, is an open invitation from event organizers to researchers, professionals, and experts, encouraging them to submit their work for the chance to present at a conference, symposium, or academic event.

Many event organizers use a CFP (Call for Proposals) announcement, often shared via email or social media, to invite submissions. This helps streamline the process for participants and reviewers by clearly outlining the event details and submission guidelines.

A call for papers often includes submission guidelines, important dates, evaluation criteria, and contact information. This ensures that all necessary information is covered and the submission process is streamlined.

Why a Well-Crafted CFP Matters

A well-crafted Call for Papers (CFP) isn’t just a formal request—it’s your first opportunity to set the tone for your event and attract the best speakers. Here’s why it matters:

• Attracting Quality Submissions: A well-crafted CFP attracts participants whose research aligns with your event’s themes. By clearly defining your event’s focus, you ensure you’re inviting work that will add value to your audience. For example, a CFP focused on the latest in AI research will attract cutting-edge submissions from industry leaders and innovators.
• Setting Clear Expectations: A CFP with clear instructions and submission guidelines makes it easy for potential contributors to understand the process and follow through with their submissions. This clarity reduces confusion and increases the likelihood of receiving submissions that meet your standards.
• Streamlining the Review Process: A detailed CFP template helps reviewers assess submissions quickly and fairly based on standardized criteria. With a clear structure in place, you save time and ensure that all submissions are evaluated fairly, making the review process smoother for both organizers and contributors.

By using a well-established CFP template, you make the entire submission process more organized, easier to manage, and more likely to yield high-quality papers that elevate your event.

Key Elements of a Successful Call for Papers

Crafting a clear and organized Call for Papers (CFP) is key to attracting the right contributors and making the submission process as smooth as possible. Here’s what you need to include:

1. Event Overview

Provide a concise introduction to your event:

• Event Name: Clearly state the title of your event.
• Date and Location: Include the event’s date, location, and the platform/technology for hybrid or virtual events.
• Organizers: Mention the organizing body or institution.

Example: “The 2025 International Conference on Environmental Sustainability, organized by the Green Earth Initiative, will be held from June 15-17, 2025, at the Global Conference Center in New York City.”

2. Themes and Topics

Specify the themes and topics for which you are seeking submissions. This helps potential contributors determine whether their work aligns with your event.

Example:  “We invite submissions on topics including, but not limited to:

• Climate Change Mitigation
• Renewable Energy Innovations
• Sustainable Agriculture
• Environmental Policy and Governance, focusing on policy implications for developing countries.”

3. Submission Guidelines

Provide clear instructions for the submission process:

• Abstract Submission: Include word count limits and formatting guidelines.
• Full Paper Submission: If required, specify any formatting guidelines for the full paper.
• Submission Platform: Indicate whether submissions should be made online or by email, and provide relevant links or contact details.

Example: “Abstracts should be no more than 300 words and formatted according to our template. Submissions must be uploaded through our submission portal by [Deadline].”

4. Important Dates

List all significant dates for submissions. These are often provided in a CFP template:

• Abstract Submission Deadline: [Date]
• Notification of Acceptance: [Date]
• Full Paper Submission Deadline: [Date]
• Conference Dates: [Date]

A well-organized CFP ensures that everyone knows the timeline.

5. Evaluation Criteria

Explain how submissions will be evaluated:

• Relevance: How well does the submission align with the conference themes?
• Originality: Does the paper present new, valuable insights?
• Clarity: Is the paper written and easy to understand?

This section helps both organizers and contributors understand the evaluation process and ensures fairness.

6. Contact Information

Be sure to include the following contact details in your CFP template:

• Email Address for inquiries.
• Phone Number (optional) for urgent matters.
• Website Link for more event details.

Example: “For any questions regarding submissions, please contact us at [email protected].” 

Tips for Crafting a Compelling Call for Papers

1. Use Clear Language

Avoid academic or vague jargon. Clearly state what you’re looking for, including topics, formats, word counts, and how to submit. The more direct you are, the better the quality of submissions you will receive.

A Call for Papers should typically be between 200 to 300 words, delivering a concise, scannable message. It must highlight key details and provide clear guidance on the type of research the conference organizers are seeking—nothing more.

Pro tip: Add concrete examples of past accepted topics or formats to give contributors a better idea of what fits.

2. Craft a Compelling Subject Line for Your Emails

Generic subject lines like “Call for Abstracts” can easily be overlooked or filtered into spam. Keep your subject line clear, concise, and action-driven to accurately reflect the email’s content.

3. Highlight the Benefits

Tell contributors exactly what they gain by participating. Will they get published, expand their network, or speak alongside leading voices in the field? Be explicit about the value you offer.  If accepted, sessions will be featured in post-event blogs, social content, or recordings, mention it—visibility matters.

4. Curate Your Recipient List Carefully

When building your recipient list, ensure it’s targeted to avoid skewing the results of your call for papers campaign. Start by including past conference authors and delegates, as this will help you focus on individuals who are genuinely interested in receiving your emails.

5. Provide Easy-to-Follow Guidelines

Use bullet points, short paragraphs, and simple steps. Provide a downloadable template or a clear submission checklist to guide contributors through the process. A smooth process leads to more completed submissions. If using an online portal, add a direct link and brief instructions so they can get started immediately.

6. Engage the Right Speakers

To attract high-quality submissions, it’s important to consider who you want speaking at your event. While your CFP is open to all, reaching out personally to the right speakers in your field can set the tone and raise the overall caliber of your event.

You can also mention the type of speakers you are targeting, such as thought leaders, researchers, or professionals with specialized expertise. This not only helps attract strong submissions but also ensures that your event aligns with the highest standards in your field.

7. Engage the Reader

Your CFP should feel like an invitation, not a form letter. Use warm, enthusiastic language that reflects the spirit of your event and makes contributors excited to take part. Include a brief message from the organizing team or a past speaker’s quote to create a more personal connection.

8. Highlight the Value of Your Event

Keynote speakers play a crucial role in attracting attention to your conference, setting its tone, and enhancing its credibility. Make sure to highlight these influential figures in your call for papers. The reputation of a keynote speaker or the appeal of an exciting breakout session can be a strong draw for potential authors and delegates.

9. Simplify the Submission Process

The call for papers doesn’t end when someone clicks the CTA. Consider it an ongoing experience until the author successfully submits their work. 

Ensure your abstract management software is intuitive and easy to navigate, allowing authors to follow guidelines and upload their submissions effortlessly. A complicated or frustrating process could discourage them from completing their submissions, impacting both the quantity and diversity of your conference program.

Sample Call for Papers Email Template 

If you’re interested in submitting your work, look at our template library, which includes all the essential details such as event themes, submission guidelines, important dates, and evaluation criteria. This document will help you craft your submission to meet our expectations.

Conclusion

Crafting a clear and engaging Call for Papers is key to attracting high-quality submissions for your event. By following the tips in this guide and using the provided template, you can ensure your CFP draws the best contributors and supports the success of your event.

A well-crafted CFP does more than inform; it motivates potential speakers to get involved. When aligned with your event’s goals, it helps gather top-tier research and creates an impactful experience for your attendees.

Managing the CFP process can be time-consuming, but with the right tools, you can streamline it and focus on what matters most—creating an unforgettable event. 

Book a vFairs demo today to see how our platform can help you manage submissions effortlessly, attract top-tier speakers, and elevate your event to the next level!

FAQs