What Should Be Included in a Call for Papers?

What Should Be Included in a Call for Papers?

Academic, literary, and professional circles, a Call for Papers (CFP) is more than just an announcement it's a carefully crafted invitation to contribute to a broader dialogue. Whether you're organizing a scholarly conference, editing a special journal issue, or compiling an anthology, your CFP sets the stage. It communicates not only the topic of interest but also the tone, scope, and values of your event or publication. In many ways, it acts as the “first impression” for prospective contributors, and as with all first impressions, clarity and precision are key.But what transforms a basic CFP into a compelling one that attracts diverse, high-quality submissions? What information must it include to ensure contributors understand what’s expected and are motivated to participate?

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1. Title and Subtitle: Grabbing Attention with Clarity

Title of your CFP is the first thing potential contributors will see, so it must be both clear and compelling. A well-crafted title not only captures the overarching theme of your event or publication but also entices the reader to learn more.

Best Practices:

Keep it concise yet descriptive.

Use a subtitle to add context or clarify focus.

Avoid jargon unless it is widely understood in the field.

2. Introduction: Framing the Theme and Purpose

The introduction sets the tone for the entire CFP. It should explain what the event or publication is about, why it is being organized, and why the topic is relevant now.

What to Include:

A brief overview of the theme

The significance of the topic

The intended audience

The overarching goals or mission

3. Theme Description and Suggested Topics

This section helps contributors understand the scope of your CFP and whether their work would be a good fit.

Why It’s Important:

Vague CFPs tend to attract off-topic submissions. A well-defined list of topics provides structure while still allowing for creativity.

Structure:

Start with a short paragraph elaborating on the theme.

Follow with bullet points of suggested topics or subthemes.

Example Topics:

Post-pandemic resilience in urban design

AI in contemporary art and ethics

Decolonizing global histories

Gender, identity, and digital culture

4. Types of Submissions Accepted

Different events or publications may accept various types of contributions. Be explicit about what you are accepting.

Common Submission Types:

Abstracts

Full papers

Creative works

Workshop proposals

Panels or roundtables

Posters (for academic/scientific events)

Word Count Guidelines:

Include required length or format:

Abstracts: 250–300 words

Full papers: 3,000–7,000 words

Panel proposals: 500–1,000 words + participant bios

5. Submission Guidelines: The Technical Details

Clear and specific submission instructions reduce confusion and improve submission quality.

Details to Include:

Submission method (email, platform like EasyChair or Ex Ordo)

Required file format (Word, PDF, etc.)

Citation style (APA, MLA, Chicago, etc.)

Language requirements (e.g., English only or multilingual)

Anonymization guidelines (for blind review)

6. Important Dates and Deadlines

Time-sensitive elements should be presented in a clear and chronological format.

Key Dates to Include:

CFP release date

Abstract or proposal submission deadline

Notification of acceptance

Final paper submission date

Event dates (if applicable)

7. Review Process: Ensuring Quality and Fairness

Inform contributors about how submissions will be evaluated. Transparency helps build trust.

Include:

Type of review: single-blind, double-blind, or open

Who will review the submissions (peer reviewers, editorial board, organizing committee)

Criteria: originality, clarity, relevance, methodology

8. Presenter or Contributor Expectations

For conferences, outline what’s expected from presenters after acceptance.

Specify:

Duration of presentations (e.g., 15–20 minutes)

Whether visual aids or slides are required

Q&A format and participation

Registration fees (if any)

Presentation mode: in-person, online, or hybrid

For publications:

Revision process after peer review

Final formatting requirements

Copyright transfer or open-access policy

9. Publication Opportunities (Optional but Valuable)

Many contributors are motivated by the chance to publish their work.

Possible Opportunities:

Conference proceedings

Special journal issue

Edited book volume

Online repository or archive

10. Organizers and Contact Details

Letting people know who is behind the CFP boosts credibility and facilitates communication.

Include:

Names and titles of organizers or editors

Institutional affiliations

Contact emails

Website and social media (if applicable)

11. Accessibility and Inclusivity Guidelines

Make it clear that your event or publication welcomes diverse voices and accommodates needs.

Suggested Content:

Accessibility features at the venue

Remote participation options

Inclusive language guidelines

Code of conduct

12. Travel Grants and Financial Aid (if available)

If your organization offers financial support, be transparent about how to apply and who qualifies.

What to Include:

Eligibility (e.g., students, early-career researchers)

Application process

Deadline

What the grant covers (e.g., travel, lodging, registration)

13. Ethical Considerations and Originality Statement

Ensure all submissions adhere to ethical academic standards.

Include:

Statement that the work must be original

Mention of plagiarism screening tools

Requirement for IRB approval (if applicable)

Example Statement:

All submissions must be original and not under review elsewhere. By submitting, authors affirm that the work complies with ethical research standards and includes IRB approval if human subjects were involved.

14. FAQs and Additional Resources

Anticipate common questions by offering a short FAQ or a link to one.

Topics to Cover:

Can authors submit more than one proposal?

Are co-authored papers allowed?

Will rejected abstracts receive feedback?

Can I present virtually?

15. A Call to Action: Inspire and Invite

Close the CFP with an inspiring paragraph that calls for participation and highlights the value of contributors’ voices.

Example:

We invite scholars, artists, practitioners, and thinkers from around the world to join us in exploring the transformative power of narrative in contemporary culture. Your insights and innovations can help shape the future of interdisciplinary research and public dialogue.

Call for Papers is more than a logistical notice it's an open door to collaboration, discovery, and scholarly exchange. When crafted with clarity, purpose, and inclusivity, it not only attracts high-quality submissions but also sets the tone for a thoughtful and well-organized event or publication.Every detail you include from the theme and submission guidelines to review processes and accessibility serves a crucial role in guiding contributors and building trust. A well-written CFP communicates that you value the work and time of those you're inviting to participate.