What a call for papers page needs
A call for papers (CFP), or call for speakers, is a page that invites people to propose a talk. The best ones are short and specific. Speakers decide in a minute whether to apply, and the ones you most want are often the busiest.
- Who the audience is. "Product managers at B2B software companies, mostly 3 to 10 years in" is more useful than "anyone interested in product".
- What you're looking for, and what you're not. Topics you want covered, the level, the formats (20-minute talk, 5-minute lightning talk, workshop). And say plainly: no product pitches.
- What speakers get. A free ticket, travel, a fee, a recording of their talk, a speaker dinner. If it's nothing but the stage, say so.
- The dates. When the CFP closes, when you'll decide, when the event is.
- How you'll choose. Your criteria, and whether review is anonymous.
- First-time speakers welcome, if they are, and whether you'll help with rehearsal.
- A code of conduct link, and accessibility of the stage and the venue.
A CFP page template
Call for papers page
Speak at [event name] [Event name] is a [format] for [audience], on [date] in [city / online]. We expect about [number] people. We're looking for talks on: - [topic one] - [topic two] - [topic three] Formats: [20-minute talk / 5-minute lightning talk / 60-minute workshop]. We'd love practical talks with real examples: what you tried, what happened, what you'd do differently. We won't accept product pitches. What you get: [free ticket, travel up to X, a recording of your talk, speaker dinner]. First time speaking? Apply anyway. We'll pair you with an experienced speaker for a rehearsal. How we choose: [two or three reviewers] score each proposal on relevance to the audience, how practical it is, and how clear the abstract is. [Names are hidden until we decide.] Deadline: [date, time and zone]. We'll answer everyone by [date]. Questions: [email]
What to ask in the form
Every field you add costs proposals. Ask for what you'll actually use to decide, and get the rest after you accept someone.
| Field | Ask? | Why |
|---|---|---|
| Name and email | Yes | To reply |
| Talk title | Yes | The first thing reviewers and attendees read |
| Abstract, about 100 to 200 words | Yes | What the audience will learn; this is what you're judging |
| Short bio | Yes | Context on why they're the one to give it |
| A link (a past talk, a blog, a profile) | Yes, optional | Shows how they speak or write |
| Format and level | If you offer several | Helps build the programme |
| Notes for the organizers | Yes, optional | Where people mention access needs or constraints |
| Headshot, full bio, slides | No: after acceptance | Nobody wants to prepare these for a rejection |
Reviewing fairly
Decide your criteria before you read a single proposal, and score each one against them. Three is plenty: relevance to the audience, how practical or new it is, how clear the abstract is. Have at least two people score each proposal, and look at the average, not one person's favourites.
Consider anonymous review for the first pass. Hiding names, photos and bios makes reviewers judge the talk rather than the person, and makes it easier for new voices to get in. Tools support it: Sessionize's anonymous mode, for example, swaps real speaker names for made-up ones and hides photos, bios and other speaker fields, while leaving the session title and description visible. Look at the speaker only in the second pass, for balance across the programme and to check they can deliver.
A timeline
| When | What |
|---|---|
| 10 to 12 weeks before | Open the CFP and announce it |
| 6 to 8 weeks before | Close it, after a last-call reminder a week earlier |
| 5 to 7 weeks before | Review and decide |
| 4 to 6 weeks before | Accept, decline, publish the programme |
| 3 to 4 weeks before | Speakers promote; you send them their kit |
Large conferences run longer CFPs, and a monthly meetup can do it in two weeks. What matters is answering by the date you promised.
Four CFP emails
Announcing the CFP
Subject: Speak at [event name]: proposals open until [date]
Hi [first name], We're putting together the programme for [event name] on [date], and we'd like to hear from people doing real work on [topic]. Talks are [length], for an audience of [audience]. We especially want [one specific kind of talk]. Propose a talk by [deadline]: [CFP link] First-time speakers are very welcome. [your name]
Confirmation, when someone submits
Subject: We've got your proposal: [talk title]
Hi [first name], Thanks for proposing "[talk title]" for [event name]. We'll decide by [date] and write to you either way. You can check on your proposal here: [private link] [your name]
Acceptance
Subject: You're speaking at [event name]
Hi [first name], We'd love you to give "[talk title]" at [event name] on [date]. Next steps: 1. Confirm by [date] by replying to this email. 2. Send a headshot and a two-line bio. 3. Here's your speaker kit, with your own link to share: [kit link] We'll be in touch about rehearsal and the run of the day. [your name]
A kind decline
Subject: Your proposal for [event name]
Hi [first name], Thank you for proposing "[talk title]". We had [number] proposals for [number] slots, and we couldn't fit yours in this time. [One sentence of honest, specific feedback, if you can give it.] We'd be glad to see a proposal from you for the next one, and we hope you'll come along on [date]. [your name]
Doing this in Programmable Talk
Each event can have a call for speakers at /e/your-event/speak, or one for a whole series. It takes proposals between your dates: name, email, title, abstract, bio, up to three links and your own questions. Each person gets a confirmation email with a private link to their proposal's status; the link goes only to the address they gave. Reviewers on your team score each proposal 1 to 5 against your own criteria and keep notes, with the average shown, and blind review hides the name, email, bio and links until it's decided. An AI summary is available only on your own AI key, without names or emails. Accepting makes them a speaker and emails them their speaker kit; declining sends a note from your own template. See call for speakers.