Organizer Resources

Receiving an Abstract Directly from an Author

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When soliciting additional abstracts, you may use copies of the published call for papers, or you may develop your own topic-specific call, which should include the following:

1. Session title and short description of what the session will address.
2. Name, location, and dates of the conference.
3. Deadline dates for abstracts, draft manuscripts, and final manuscripts.
4. Organizer's address, phone and fax numbers, and email address.
5. Notification that all papers will undergo a peer review process.
6. Abstracts should include:
   1. Tentative title of presentation.
   2. 250-300 word summary of the paper.
   3. Names, business titles, addresses, phone and fax numbers, and email address of the author and any co-authors.
   4. Verification that the information has not been previously presented or published.

When you receive an abstract directly from an author:

1. Review the content and decide if it is appropriate for your session.
2. If you accept the abstract:
   1. Contact the author and invite that a draft manuscript be emailed to you.
   2. Inform the author that company clearances or approvals are to be completed for this submission.
   3. Tell the author that information concerning session participation and formatting a paper will be forthcoming from SAE.
   4. Send a copy of the abstract to your SAE staff representative. Include the tentative paper title and the primary author's and any co-authors' contact information.
3. If the subject of the abstract is not appropriate for your session:
   1. Notify the author and suggest that the abstract be submitted to SAE for placement in a more appropriate session or meeting/conference.
   2. Send a copy of the abstract and your correspondence with the author to SAE.