ā† Part 3: Understand How Conferences Choose Talks

Part 4 of 8 in A Guide to Speaking at Technology Conferences.

A call for proposalsā€”often shortened to CFPā€”is the period when a conference invites people to suggest sessions. It may also be called a call for papers, call for participation, or call for speakers.

This article expands on CFP Landā€™s archived ā€œFinding and Selecting CFPsā€.

Four ways to discover CFPs

  1. Contact a conference directly. This is useful when an event is invitation-only or has not announced whether it will run an open call. Avoid repeatedly chasing volunteer organizers when the information is already published.
  2. Subscribe to official updates. Conference newsletters, blogs, and community mailing lists are the strongest sources when you care about a small set of events.
  3. Follow community channels. Organizers and speakers share CFPs through social networks, forums, Slack or Discord groups, meetups, and professional associations. Platforms change, so follow the community rather than relying on one social network.
  4. Use directories and aggregators. These make broad discovery efficient but are never complete. Verify every deadline and benefit on the official event page.

Start with conferences you understand

Look at events you have attended, communities you participate in, and conferences listed on TestingConferences.org. Follow organizers and local groups, subscribe to event newsletters, and watch the official event site for dates.

Conference directories and CFP newsletters help with discovery, but always verify the details on the organizerā€™s official page. Deadlines, formats, themes, and event dates change.

Read the whole call

Before drafting, record:

  • The submission deadline and time zone
  • Event dates and location
  • Tracks, themes, and intended audience
  • Accepted session formats and lengths
  • Required proposal fields and word limits
  • Whether review is anonymous
  • Whether previously delivered or published material is allowed
  • Speaker benefits and expected costs
  • Code of conduct and speaker terms
  • When decisions are expected

Do not assume every CFP uses the same definition of beginner, workshop, case study, or keynote. Use the language in the call.

Check the fit

Review the current theme, previous programs, and videos when available. This shows the level and style of content the event selects. It can also reveal that your idea was covered recently, giving you a chance to choose a different angle.

Fit is not the same as imitation. The program needs sessions that belong at the event, but it also needs ideas it has not already presented repeatedly.

Consider location and delivery format as well as topic. Time zones, flight duration, visas, accessibility, personal safety, and remote-production requirements can turn an attractive event into an unrealistic commitment.

Check financial viability

Find out whether the event covers travel, lodging, local transportation, meals, visas, a speaker ticket, or an honorarium. Ask how booking and reimbursement work and whether you must carry costs for months. Employer professional-development funding may help, but obtain approval before treating it as available.

Nonfinancial support matters too: speaker coaching, rehearsal sessions, accessibility support, childcare, a speaker dinner, or a private coordination channel can make an event much more workable.

Evaluate reputation and inclusion

Review earlier programs, recordings, attendee accounts, and the people behind the event. A first-year conference is not automatically risky, but it gives you less history to assess. Ask how organizers handle cancellations, harassment reports, accessibility, and speaker communication.

Look for an enforceable code of conduct and evidence that the program welcomes more than one narrow professional or demographic group. Consider whether you would be comfortable lending your name to the event even if your talk were the only session an attendee saw.

Track opportunities

A small spreadsheet or task board is enough. Include the conference, proposal, deadline, status, decision date, event date, costs, and important links. Set reminders before the deadline so you have time for feedback and technical problems.

Start selectively. Three thoughtful submissions to suitable events teach you more than twenty generic submissions sent everywhere.

Watch for warning signs

Be cautious when an event hides fees until late, pressures speakers to buy tickets, lacks identifiable organizers, has no code of conduct, copies another conferenceā€™s material, or sends unsolicited acceptance for a subject you never proposed. Ask organizers direct questions. Declining a questionable opportunity is part of managing a speaking career.

ā† Part 3: Understand How Conferences Choose Talks Ā· Part 5: Write and Submit a Proposal ā†’