are conference presentations considered publications

Are Conference Publications As Valuable As Journal Publications?

We all know the term “publish-or-perish” in academia. Publishing your work in a peer-reviewed journal with a high impact factor is a goal all academics strive for. Achieving this goal means a better chance of promotion, tenureship, and funding.

Conferences also serve as a means for the promotion of research, not only for presenting but also for publishing in conference proceedings. Are these publications worth anything to an academic?

Before you get accepted to present your work at a conference, you need to submit your work to the conference organizers. They will read your work and decide whether you will have a session at the conference in which you share your work with colleagues in your field. Consequently, a session could be in the form of a poster presentation, oral presentation or workshop style discussion. The format, however, will depend on the conference.

Presenting your Work at a Conference Boosts Your Career

Sharing your research with colleagues in your field has many advantages such as:

• Practicing mock interview
• Receiving feedback from other researchers in your field
• Opportunities to publish in a journal after the conference (with permission requirements satisfied)
• Collaborations
• Opportunity to travel

Who Publishes Conference Proceedings?

The conference organizers have an editorial team that, as mentioned above, read the research submitted to them before they accept it. The accepted papers are collated into a book or journal known as the conference proceedings . The conference participants (and anyone else who may be interested) before or after the conference get a copy of these proceedings.

Elements of a Conference Paper

Things to consider when you write your conference paper :

• Title : Your title should be catchy and give a clear indication of your focus.
• Abstract : Your abstract should give a snap-shot of your work.
• Style : Ensure your ideas flow uniformly throughout your paper.
• Focus : Concentrate on one focus, rather than multiple ones as commonly done in a journal article.
• Body : Give a brief background of your research and detail your methods and results, besides presenting your research in a logical order.
• Conclusion : Conclude your paper with a takeaway message for the readers.

The Difference Between a Conference Publication and a Journal Publication

Conference or journal publication: which is better.

Peer-reviewed journal publications are given preference over conference proceedings when researchers read and cite research. Following factors will provide why:

• Journal articles contain completed research.
• They have undergone extensive review by experts in your field through a blind reviewing process.
• The journal has an impact factor to gauge the quality of the research.
• Institutions give credit to peer-reviewed articles.

Many researchers go on to publish the work that they presented at a conference in a journal publication. It is a useful route to take because conference attendees will comment on your presentation, ask questions and provide their input. The conference proceedings contain the first draft or your journal article. After the conference, you can tweak your experiments, add more data and reflect on your conclusion while taking the input you received from the conference into consideration.

Would you prefer to publish your research in conference proceedings or a peer-reviewed journal article? Do you think conference proceedings are a good stepping stone to publishing in a journal? Please let us know your thoughts in the comments below!

Comments are closed.

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Good Practice for Conference Abstracts and Presentations: GPCAP

• Cate Foster   ORCID: orcid.org/0000-0001-6236-5580 1 ,
• Elizabeth Wager   ORCID: orcid.org/0000-0002-4202-7813 2 , 3 ,
• Jackie Marchington   ORCID: orcid.org/0000-0001-8482-3028 4 ,
• Mina Patel   ORCID: orcid.org/0000-0001-9357-1707 5 ,
• Steve Banner   ORCID: orcid.org/0000-0002-7852-9284 6 ,
• Nina C. Kennard   ORCID: orcid.org/0000-0002-8480-7033 7 ,
• Antonia Panayi   ORCID: orcid.org/0000-0002-1997-3705 8 ,
• Rianne Stacey   ORCID: orcid.org/0000-0002-6516-3172 9 &

the GPCAP Working Group

Research Integrity and Peer Review volume  4 , Article number:  11 ( 2019 ) Cite this article

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Research that has been sponsored by pharmaceutical, medical device and biotechnology companies is often presented at scientific and medical conferences. However, practices vary between organizations and it can be difficult to follow both individual conference requirements and good publication practice guidelines. Until now, no specific guidelines or recommendations have been available to describe best practice for conference presentations.

This document was developed by a working group of publication professionals and uploaded to PeerJ Preprints for consultation prior to publication; an additional 67 medical societies, medical conference sites and conference companies were also asked to comment. The resulting recommendations aim to complement current good publication practice and authorship guidelines, outline the general principles of best practice for conference presentations and provide recommendations around authorship, contributorship, financial transparency, prior publication and copyright, to conference organizers, authors and industry professionals.

While the authors of this document recognize that individual conference guidelines should be respected, they urge organizers to consider authorship criteria and data transparency when designing submission sites and setting parameters around word/character count and content for abstracts. It is also important to recognize that conference presentations have different limitations to full journal publications, for example, in the case of limited audiences that necessitate refocused abstracts, or where lead authors do not speak the local language, and these have been acknowledged accordingly. The authors also recognize the need for further clarity regarding copyright of previously published abstracts and have made recommendations to assist with best practice.

By following Good Practice for Conference Abstracts and Presentations: GPCAP recommendations, industry professionals, authors and conference organizers will improve consistency, transparency and integrity of publications submitted to conferences worldwide.

Peer Review reports

Note on terminology

Company refers to any medical commercial organization involved with research, such as pharmaceutical or biotechnology companies and medical device manufacturers.

Company-sponsored refers to all types of research (preclinical and clinical, pre- and post-marketing) that is directly sponsored and/or funded by a company. While this classification does not necessarily include research performed under other types of funding arrangement, such as investigator-sponsored or investigator-initiated trials or research (where companies are not involved with conference presentations or publications), those involved in submitting investigator-initiated study material to conferences are encouraged to consider following these recommendations.

Conference is used to refer to meetings, often organized by academic societies, that invite submissions (usually as abstracts) presenting research findings on an aspect of medicine or science. Such conferences have a scientific (or programme) committee that reviews and selects presentations to be given at the meeting from the submitted abstracts.

Abstract refers to those submitted for consideration to scientific and medical conferences (see above).

Presentation refers to posters or slides developed from abstracts accepted for presentation at such conferences.

Lead author refers to the person who normally presents study findings at a conference and is usually listed as the first author. This is often the Principal Investigator.

Society sponsor refers to a member of the society that is holding the conference, who acts as sponsor (or guarantor) of a submitted abstract.

Presenting author refers to the person on the author list who attends the conference and presents the poster or abstract.

Non-author presenter or local presenter refers to a person who presents on behalf of the author group, but who is not listed as an author.

Introduction

Research that has been sponsored (see the ‘Note on terminology’ section for precise definitions of these terms) by commercial organizations (e.g. pharmaceutical, medical device and biotechnology companies) is often presented at scientific and medical conferences. These conferences are pivotal for the presentation of data from ongoing research projects and clinical trials to the relevant audience and are often the first opportunity to disclose and discuss potentially practice-changing data. They facilitate early communication of data long before publication of a full manuscript and also provide the opportunity to present results of additional analyses such as secondary and/or exploratory endpoints and post hoc analyses. However, while abstracts submitted to conferences are reviewed by a scientific committee for suitability and interest to the audience prior to acceptance, it is important to note that they are not considered peer-reviewed as they are not subject to the same rigorous peer-review process as are journal articles. Poster and oral presentations based upon accepted abstracts are rarely, if ever reviewed. Furthermore, a recent systematic review showed that less than 50% of all studies accepted as abstracts went on to be published in full following presentation at a conference [ 1 ]. While it is desirable to strive for full publication after a conference presentation to ensure transparency and allow healthcare professionals to make appropriate informed decisions based on the peer-reviewed literature, this is not always practical and/or achievable. Therefore, it is important that abstracts and conference presentations, particularly for company-sponsored research, are developed with as rigorous a process as that of a full publication, because these may ultimately become the only source for a particular analysis.

While there are recommendations on the preparation of journal articles and qualification for authorship [ 2 ], and guidelines for best practices in the publication of company-sponsored research [ 3 , 4 , 5 ], until now, no specific guidelines have been available to describe good practice and best principles for conference presentations. This has resulted in diverse practices and a lack of standard expectations for transparency and ethical approaches. Although some aspects of good practice in Good Publication Practice (GPP) [ 5 ] and in reporting guidelines such as CONSORT and PRISMA for Abstracts [ 6 , 7 ] can be applied to conference presentations, the most widely cited recommendations on authorship from the International Committee of Medical Journal Editors (ICMJE) relate exclusively to publications in peer-reviewed journals [ 3 ]. These recommendations were not designed for, and therefore are not fully applicable to, abstract submissions and conference presentations and are challenging to implement in practice. Building on the acceptance and recognition of the GPP guidelines (first published as GPP for Pharmaceutical Companies in 2003 [ 3 ], updated in 2010 [ 4 ] and most recently published as GPP3 in 2015 [ 5 ]), this article endeavours to extend their principles and to address challenges relating to the presentation of company-sponsored research at academic meetings. These recommendations, on Good Practice for Conference Abstracts and Presentations (GPCAP), focus on company-sponsored research (see the ‘Note on terminology’ section). However, they do not cover other company activities that may be linked to conferences (e.g. satellite symposia organized alongside scientific conferences, medical education and marketing activities) because these are governed by regional and national legislation or codes (e.g. EFPIA code of practice [ 8 ], FDA regulations [ 9 ]). As with the GPP guidelines, GPCAP focuses on the presentation of all types of company-sponsored research and the specific challenges surrounding this, rather than investigator-sponsored or investigator-initiated trials or research (where companies have no role in their presentation or publication), although many of the principles also apply to the presentation of other types of research at scientific meetings. The aim of GPCAP is therefore to provide guidance on good submission and presentation practice for scientific and medical congresses, specifically addressing certain aspects where current publication guidelines are inadequate.

These recommendations were developed after informal discussions among a group of individuals who have wide experience of working with authors to develop abstracts, posters and slides for oral presentations reporting company-sponsored research. The main impetus for this article arose from a meeting regarding GPP3 updates (with which some of the authors had been involved). Prior to this meeting, two authors had noted that even the revised GPP3 guidelines contained limited advice for conference abstracts and presentations. Meeting participants discussed the requirement for clearer guidance and formed a working group to address this gap. At this point, invitations to join the group were extended to potential authors known to have previously presented relevant research at meetings of the International Society of Medical Publication Professionals (ISMPP) or had a known interest in conference presentations. This also ensured a broader global representation and improved the balance between pharmaceutical and medical communication agency representation. The authors all work or have worked for pharmaceutical companies and/or medical communication agencies (see the ‘Competing interest’ section for specific details). After a search for recommendations and guidelines on this topic revealed nothing specific (either in ICMJE or in a search on EQUATOR), the authors developed an initial outline for this article; individuals worked on pre-agreed sections and then a collective review of the full draft, comprising all sections was completed (see ‘Authors’ contributions’ for specific details). The resulting article was posted as a preprint on PeerJ [ 10 ] on 19 October 2017 for open comment. All comments received (and their responses) can be seen with the preprint on the PeerJ website. These comments were used to revise the recommendations. Some authors invited informal consultation from colleagues, and a courtesy legal review, as appropriate, was completed to ensure compliance with employee company policies. The copyright section was reviewed specifically for appropriate interpretation of copyright law. In addition to the preprint, 65 medical societies and medical conference sites, and two for-profit companies that run conferences on behalf of societies, were contacted for comment via contact emails listed on their websites or via ‘contact us’ options found on their websites. The societies and conferences and conference service companies were selected by recommendation from within the author group, to ensure balance across therapeutic areas, geography and variety of website submission sophistication. Only one of these societies/companies responded. All comments received on the preprint by 10 July 2018 were collated and discussed, and this final version was generated. The preprint was viewed by 2769 unique visitors and downloaded 3300 times between 19 October 2017 and 25 March 2019.

The recommendations are given here by topic, and so there is some overlap by intention, to ensure that all the key elements for any given topic appear together and allow readers to browse by topic.

Recommendations

The following principles aim to cover the key areas relevant for submissions to any research-based conference.

Author listings should reflect those who did the research and can take accountability for its conduct, and for the analysis and interpretation of the findings. Criteria for authorship of conference abstracts and presentations should generally be the same as those for full publications, although there can be occasions where local presenters may be included as authors, for example, where a conference requires a presenter to be listed as an author.

All authors should be involved in the development, and approve the final version, of any abstract, poster or slides that bears their names. For studies involving large numbers of researchers it may be most efficient for a subgroup of those involved in the studies to develop conference abstracts and presentations (similar to the use of a writing group to develop publications from large studies).

Posters and slides should list key contributors and describe their contributions to the research and development of the presentation.

Study registration numbers (e.g. ClinicalTrials.gov , EudraCT, PROSPERO) should be included on abstracts, posters and slides.

All sources of funding for the research and its presentation, and any author conflicts of interest, should be disclosed on posters and slides, on the conference submission site, and if space permits, on abstracts.

Any medical writing support and associated funding should be acknowledged on posters and slides, on the conference submission site, and if space permits, on abstracts.

These recommendations are mapped against the development of an abstract and subsequent conference presentation workflow in Fig.  1 , referenced by section number.

Roadmap of recommendations following abstract and presentation development stages

Recommendations for conference organizers

Conference organizers should:

encourage the inclusion of contributor lists on posters and slides;

include a field for trial registration details on abstract forms (outside the word or character limit) and publish this information with the abstract;

include a field for sponsor information on abstract forms (outside the word or character limit) and publish this information with the abstract;

include a field for disclosing medical writing support on abstract forms (outside the word or character limit) and publish this information with the abstract;

use ORCID identifiers (individual researcher identifiers [ 11 ]) to identify authors and presenters;

not set arbitrary limits on the number of authors, and permit the use of study group names; and

distinguish between authors (meeting the ICMJE criteria) and any additional individuals (who are not authors or contributors) included in the submission, for example, as a result of a requirement for a society member to sponsor submissions. With limited space in any printed book of abstracts, this information might be restricted to appearing with the online version of the abstract.

1.0 Authorship

1.1 authors.

1.1.1 The author listing on conference abstracts and presentations should reflect the people who did the research or contributed substantially to the design of the study or to the interpretation of the results, and who were involved in the development of the presentation and who are willing to take responsibility for the findings. Authorship and author order should be agreed by all authors (see 1.1.5 for factors to consider). While the authorship criteria recommended by the ICMJE are widely used for journal articles [ 2 ], GPP3 recognizes that it may be necessary to adopt slightly different criteria for conference abstracts and presentations [ 5 ]. For example, while all named authors should review (at least once), approve the content of abstracts and presentations and be willing to take responsibility for the findings, it may be impractical to expect all authors to contribute to drafting and critically revising abstracts in the same way as for full manuscripts, because of the abstract brevity, time constraints, etc. There is an argument for limiting the authors to a number that can meaningfully comment and review an abstract (see 1.2.1) and using a study group to identify others involved in the wider study. Our collective past experience indicates that it becomes impractical for everyone to be involved in a group with more than 10 authors, which is also the maximum number suggested by GPP3 [ 5 ].

1.1.2 Authorship criteria for all anticipated journal articles and primary conference presentations should, ideally, be agreed at the start of the research, and author listings for subsequent secondary abstracts and presentations should be finalized well before work starts on the secondary material [ 12 ]. As with journal publications, whatever criteria are used to determine authorship should be applied equally to all authors, regardless of whether they are company employees, contractors, independent clinicians, researchers or consultants.

1.1.3 Authors and contributors should have access to all relevant study materials and data to permit them to understand the research findings. Abstracts may need to be developed soon after results are analysed and before a final clinical study report is available. In such cases, authors should always have access to the protocol, statistical tables and any other information necessary to discuss and develop the planned abstract and presentation.

1.1.4 If individuals are authors on abstracts and presentations written in languages in which they are not proficient, companies should work with them and offer whatever reasonable assistance is required to permit them to discuss and review material effectively (e.g. to provide translations for the authors, or a discussion with an interpreter or local investigator/presenter who can read and explain the text). Authors may also choose not to be listed for such a conference abstract and presentation (see also 1.1.6).

1.1.5 Whatever convention is (or will be) used to determine the order of authors on the related full publications in journals should generally also be used to determine the order of listing on conference abstracts and presentations. The final order should be agreed by all authors; however, conference requirements (e.g. listing the presenting author first) must be respected. In cases where first or last co-authorship is requested, the conference organizers should be contacted for guidance.

1.1.6 While the authorship of conference abstracts and presentations should accurately reflect those who were involved in the research, individuals who meet the ICMJE authorship criteria (and may be listed on a subsequent full publication) may choose not to be listed for a conference abstract and presentation (e.g. if they are unable to review and/or approve the material within the deadline). While this individual choice should be respected, significant contributions to the research should be acknowledged where possible; that is, in a contributor list included on the presentation.

1.1.7 Conference organizers should encourage the use of ORCID identifiers to identify authors on abstracts and presentations, to avoid ambiguity between authors with similar or identical names. (Note: many journals and institutions now require authors to include their ORCID identifier at manuscript submission.)

1.2 Contributors/study groups

1.2.1 We encourage conferences (and company sponsors) not to limit the number of authors (or contributors) who may be listed on an abstract or presentation, because this practice may prevent the author list from accurately reflecting who did the work. However, named authors should be limited to those who have actively participated in the development of the abstract (see 1.1.1). GPP3 recommends an author group of fewer than 10 [ 5 ]; above this number, naming a study group may be a more practical approach. Likewise, if the source data come from a study, and the authors involved in that study meet authorship criteria, then the use of a study group name is strongly recommended.

1.2.2 Study group names may be helpful to acknowledge contributions to projects involving a large number of people, in addition to named authors who have contributed both to the research and to developing the presentation. Inclusion of a study name, either in the title or by including a study group in the author listing, will facilitate linkage of conference abstracts and presentations with journal publications. However, this should not be a substitute for including a unique study identifier such as a registration number for clinical trials (e.g. ClinTrials.gov or EudraCT numbers), which is a more reliable linkage method because these can be used as search terms in relevant databases. Provision should be made for study group membership details to be added during abstract submission and made available via the conference website once an abstract has been accepted.

1.3 Presenters and society sponsors

1.3.1 While the ICMJE criteria are a useful starting point for determining authorship, they were not designed for conference abstracts and presentations. Therefore, in certain circumstances, and if all authors agree, it is permissible for somebody who does not (or will not) meet the ICMJE authorship criteria for a journal article to present findings at a conference. For example, a local presenter may be included (preferably in a contributor list and not as an author) if the authors of the conference presentation will not attend a particular meeting, do not speak the language required or are not members of the academic society hosting the meeting. This local presenter, for example, could be an investigator who recruited patients but did not contribute to the study design or interpretation of data and will not be involved in developing journal articles. In the contributor list, this person should be designated as ‘presenter’ to clarify their role. However, if the conference requires that only authors can present, then the new presenter will need to be added to the author list.

1.3.2 Abstract authors (including company authors) attending a conference should always be preferred as presenters over non-author presenters. In cases where an author is not available to present, and the conference acquiesces to a non-author covering the presentation, the non-author presenter should be familiar with the research design and findings and have a good knowledge of the subject area in order to respond to questions about the presentation even if, unlike the authors, they cannot take direct responsibility for the research. An appropriately qualified individual from the sponsoring company (e.g. Medical Director) could present study findings if authors are not available; however, individuals with a commercial role in the sponsoring company (i.e. sales or marketing) should not act as non-author presenters.

1.3.3 All those listed as authors on an abstract or presentation must be able to take accountability for the research (following the spirit of the ICMJE recommendations). Therefore, if conferences require a society member to sponsor a submission, and none of the authors or study investigators is a member, this sponsorship role should be distinguished from that of the study authors if the sponsor/member was not involved with the research. If an existing author happened to be a society member, then no such distinction would be necessary. If the conference wishes to list the society sponsor, then this role should be indicated on the abstract (e.g. by an asterisk) and in a contributor list (not the author list) on the presentation.

Figure  2 illustrates some scenarios to differentiate between authors and non-author presenters.

When is a presenter not an author? Different roles possible for authors and presenters of conference presentations

2.0 Conference abstracts

2.1 To facilitate linkage between conference abstracts and presentations, and subsequent publications, abstracts should include a study identifier such as a registration number (for clinical trials), study name, protocol number or grant number. To encourage this, conference organizers should require this information in a specific field on the submission form and publish it with the abstract.

2.2 Abstracts describing company-sponsored research should always name the sponsor and all funding sources (if more than the sponsor).

2.3 Authors or sponsoring companies may involve professional medical writers to support authors in the drafting of abstracts. All authors should agree to these arrangements and work closely with any writers and approve the final version. Space limitations on abstract submission sites usually preclude writing support acknowledgement. Conference organizers should consider requesting this information and publishing it with the abstract.

2.4 We encourage conference organizers to consider the requirements of reporting guidelines when setting limits on the length of abstracts. For example, CONSORT for Abstracts suggests that around 300 words may be needed to adequately report randomized clinical trials [ 7 ].

2.5 We also encourage conference organizers to maximize the available space for content in abstracts by not counting authors, affiliations, trial registration numbers and sponsor acknowledgments towards the word or character limit.

2.6 Most conferences will not consider reports of findings that have already been published in full (i.e. in a peer-reviewed journal). This requirement must be respected and, even if permitted, presenting findings after their full publication should be avoided. However, abstracts presenting findings or novel analyses that are not included in a full publication may be submitted if the conference permits this. In situations where a journal article is in preparation at the same time as abstract submission, subsequent submission of the article may overtake the abstract in acceptance, at which point the conference needs to be advised, and the journal also, to avoid issues of prior data release. It may be necessary to withdraw the abstract, or it might be possible for the journal and conference to come to a mutually acceptable arrangement regarding either delay of the article or amendment to the intended presentation. Posting summary results on a trial register (e.g. ClinicalTrials.gov , EudraCT) or a clinical study report to meet regulatory requirements is not regarded as full publication by the ICMJE [ 2 ] and should not prevent subsequent presentation at conferences.

2.7 As conference submission requirements become more detailed (and therefore labour-intensive), conference organizers should acknowledge that it is acceptable for the abstract submission process to be completed by a third party (e.g. a medical communications company) on behalf of the submitting author, with that author’s permission. Where feasible, the submission might be checked by the submitting author prior to the actual submission; however, there are some sites where submission has to be completed in one sitting, and on other occasions, time differences (and time pressures) may make this impractical.

3.0 Conference presentations (posters and slides)

3.1 general considerations.

3.1.1 Study identifiers (e.g., trial registration numbers) should be included on presentations to improve linkage between conference presentations and subsequent publications (see also Section 4).

3.1.2 All funding sources for the research, any assistance with the presentation (e.g. medical writing support, editorial assistance or design) or support for conference attendance and authors’ conflicts of interest should be clearly disclosed on posters and slides. For posters and slides, such disclosures should be clearly legible (i.e. not significantly smaller or lighter-coloured than the main text).

3.1.3 Author listing and order on posters and slides should be the same as that on the abstract. Authors should not be added to a presentation after the abstract is accepted. However, if an author is unavailable to work on a presentation after abstract acceptance, their name may be removed from the author list but their contribution (to the study and/or publication) should be acknowledged. If an author other than the first-named author is to present, this should be indicated without changing the author order. The principle is to retain the same information about authors as on the abstract for ease of identifying the related presentation. Similarly, the title of the presentation should not be changed after submission; thus, the titles of the abstract and poster or slides should be identical. [If someone not on the author list is to present, and this is known in time for poster preparation, the relevant name could be added as a footnote, or close to the author list thus: (Presenter: J. Doe, ABC Institute, City, Country).]

3.1.4 All named authors should contribute to the development of, and approve, the presentation (see 1.1.1). Authors should be given sufficient time for presentation development and review. Making significant changes to posters or slides after all-author approval should be avoided. If changes must be made after approval, the actual final version must be sent to all authors. As with journal articles, for large studies, it may be most efficient for a subgroup to coordinate the development of a presentation (similar to a writing group for an article). This should be considered when deciding authorship.

3.1.5 Each author’s contributions to the study and to the development of the presentation should be listed.

3.1.6 Conference presentations should include a list of contributors who have made a significant contribution to the research or the presentation, regardless of whether they are listed as authors or attending the meeting. Ideally, permission for such acknowledgment should be sought in writing.

3.1.7 Because abstracts are usually submitted several months before a conference, they may contain interim or preliminary findings. Therefore, by the time of the conference presentation, some details may have changed. If research findings change substantially between abstract submission and conference presentation and affect the conclusions of the research, we recommend that authors alert the conference to this discrepancy. This is particularly pertinent in the case of oral presentations (because abstracts are typically selected for oral presentations based on the impact of the findings). Regardless of whether the new data change the conclusions of the research, we recommend indicating (e.g. in a footnote) any data that are different from those on the accepted abstract.

3.1.8 Authors or sponsoring companies may involve professional medical writers in the production of posters and slides. Authors should agree to these arrangements and work closely with any writers, editors and/or designers throughout the development of the presentation. Such support should be disclosed on the presentation, along with source(s) of funding (see also 3.1.2).

3.2 Posters

3.2.1 While there are platforms where posters can be made permanently available (e.g. on conference websites or platforms such as F1000 Research), some journals regard this as prior publication which may jeopardize full publication. Authors should therefore check the policies of their target journal(s) and of the sponsor or funder before agreeing to a poster being publicly posted.

3.2.2 Posters are not peer-reviewed by conferences and may not describe all aspects of the research. Posters should therefore not be viewed as a substitute for a full article in a peer-reviewed journal. However, if a poster is publicly available (and, ideally, searchable via an indexing system or DOI), it may be cited until the full publication is available, although some journals consider citation of posters as unpublished information rather than full citations. See Section 6 for citation best practice.

3.2.3 The lead author should be given the first option to attend the poster session(s), but this role may be taken by other authors or a local presenter (if no author can attend or if no authors can present in the language of the conference). The poster presenter should ideally be agreed before the abstract is submitted, although it is understood that circumstances may change by the time of the actual conference (see 1.3.1).

3.2.4 While disclosures, funding sources, acknowledgements and contributions should be clearly noted on the main poster, supplementary sources can be used to expand on these if there is not enough room for detailed information, and may be accessed via a QR code (or similar link). Such content should normally be available until the research is published, in full, in a journal (at which point the link should be deactivated). If QR codes (or similar technology) are used to provide copies of the poster or to link to other scientific content, these should only be available to conference attendees, unless the conference elects to make the posters freely available after the conference. Links for the QR codes may be time-limited to close once the conference is finished. Supplementary materials may include translations. Supplementary material should be provided under the same usage conditions as the poster and indicate who is the copyright holder or licensee.

3.3 Slides for oral presentations

3.3.1 While the lead author is normally expected to present study findings at conferences (and is given the first option to do so), this may not be possible due to local language requirements, availability to travel, or personal circumstances, etc. If the lead author chooses not to present study findings, another author may give the oral presentation. If none of the named authors is available or able to give the presentation, a non-author presenter may present the findings if all authors agree to this and the conference permits it (see also 1.3.1 and 1.3.2). The presenter should be agreed before the abstract is submitted (and only changed if that person becomes unavailable). The lead author should discuss the contents of the presentation and the interpretation of the findings with the presenter (and co-authors, if possible) before the conference to ensure the authors’ views are correctly represented.

3.3.2 If a non-author presenter gives a presentation on behalf of the named authors (or study group), this should be indicated at the beginning of the presentation. The presenter’s conflicts of interest should be noted on the disclosure slide.

3.3.3 Recordings of oral presentations may be posted online by conference organizers but, as with posters, care should be taken to ensure this does not jeopardize full publication in a peer-reviewed journal. Slides alone (without the accompanying talk or speaker notes) may be hard to interpret and not provide full context, so care should be taken if these are made publicly available. As with posters (see 3.2.4), online sources may also be considered to host supplementary materials for presentations if they are made available after the presentation. If slides are made publicly available, this should not occur until after the presentation has been given and should only occur with the agreement of all authors and sponsors, who will need to consider any restrictions around the posting of the data and possible ‘prior publication’ concerns for later use (see 6.1.2).

3.3.4 Some scientific meetings offer Continuing Medical Education (CME) credit for attendance at oral presentations. Local regulations and requirements of the accreditation body for this must be respected.

4.0 Encore abstracts and presentations

4.1. It is permissible to present the same research findings at more than one conference if both the first and subsequent conferences allow this. This practice may be referred to as an ‘encore’ (or more specifically an encore abstract or encore presentation). However, presentations of the same findings to the same audience should be avoided.

4.2 Although encore abstracts are not considered to be redundant publications (unlike publication of the same findings in more than one journal), some conferences elect only to accept findings that have not been presented at other conferences, and such requirements must be respected.

4.3 When considering encore abstracts, the authors and sponsoring company should decide whether it is most appropriate to submit identical abstracts to multiple conferences or whether it is better to emphasize different aspects of a trial (e.g. those of interest to different audiences). Use of study identifiers can help identify that multiple conference abstracts and presentations are from a single study. However, to avoid any confusion, we recommend that encores should be specifically identified as such (e.g. by stating that the presentation is an ‘encore’ and listing where previous abstracts of all or some of the findings were presented) (see also 4.4 and 4.6). We also recommend that previous presentations should be listed on the presentation, if accepted.

4.4 Conference organizers should consider including a means of identifying encore abstracts (e.g. including details of prior presentations) on the abstract submission form. This information should not be included in the abstract word or character count.

4.5 Addition of new data to a previously accepted abstract may not necessarily constitute a new abstract: conference guidelines should be consulted to confirm if this is acceptable. If no specific guidelines are provided, then as a general guide, if the new iteration adds any new data other than an update on analyses already contained in a previous abstract, then the new iteration should be regarded as a new abstract.

4.6 Where encore abstracts, or updated abstracts that include previously presented data, are accepted, their presentations should indicate that this is not the first time of presentation, for example, by a statement on the poster or slides such as “Data/some data first presented at [conference name and date]”.

4.7 Encore checklist: When deciding whether to submit an encore abstract to a conference to reach different audiences, authors and study sponsors should consider the following points.

What is the overlap, if any, with the audience of the earlier conference (e.g. in terms of region, specialism or profession)?

Are there any differences in the licensing status of any products mentioned in the presentation between the first and subsequent conference locations? For example, if the first presentation occurred in a region where a product is licensed, but later presentation(s) will take place in a region where it is not yet licensed, this fact may need to be reflected. For international meetings, remember that participants will attend from several regions, so the licensing status in different countries should be clarified.

Presentation at multiple meetings might delay and/or potentially jeopardize the full publication of research in a peer-reviewed journal. Companies should consider whether resources would therefore be better spent on ensuring a timely submission to a journal rather than preparing several encore abstracts and presentations.

5.0 Copyright considerations

5.1 Copyright transfer or publishing licence agreements that are executed during the abstract submission process are common when abstracts are to be formally published (e.g. in a conference-specific journal issue). These agreements relate only to the abstract, not to any subsequent presentation, unless explicitly agreed otherwise.

5.2 Copyright in a presentation is normally held by the authors, unless they have assigned it either to the conference or the sponsoring company. Re-use of a poster (at a subsequent meeting or in another format, such as a poster book or handout) normally requires permission from the copyright holder(s). It may therefore be simplest for authors to assign usage rights to the sponsor company if encore presentations or other types of re-use are planned. If a company author is included, then the copyright for that individual’s contribution rests with the company (not the employee).

5.3 If a conference wishes to acquire usage rights for abstracts, slides, or posters, we recommend that the conference offers an open access option under a Creative Commons (CC) licence. We encourage the use of the least restrictive CC-BY licence, which will allow authors and sponsoring companies the usage rights for subsequent presentations, as well as future publications. If presentations contain third-party material to which the authors do not hold copyright, it should be the responsibility of the conference organizers to clear rights for any further usage. The authors cannot be expected to anticipate the future use of materials by the conference organizers.

5.4 As for any publication, permission must be sought for use of third-party copyrighted material (e.g. a figure) in a presentation (and again for any encore presentations). Material should not be altered simply to avoid having to obtain permission from the copyright holder.

5.5 Peer-to-peer presentation at a scholarly conference by a researcher is generally considered to be fair dealing (UK) [ 13 ] or fair use (USA) [ 14 ], which does not require copyright permission. Any other use of a presentation by a company outside the conference will most likely be considered commercial use, for which permission from the rights holder(s) will be necessary.

6.0 Citing conference material

6.1 References (or citations) in scientific texts provide readers with source or background material and are used to justify or support statements. To be useable, the referenced material must be both permanently accessible and reliable; therefore, citations to full publications in journals that apply rigorous peer review are the ideal. However, if citations are needed for research that has not yet been fully published in a peer-reviewed journal, abstracts that have undergone scientific review (and on the basis of that have been accepted for presentation by a conference) may be cited, especially if they have also been published in a journal and are therefore permanently accessible and discoverable. Abstracts should not be cited after the full (primary) publication has been accepted by a journal.

6.2 Posters and slides are not peer-reviewed by conferences and are often not permanently or widely accessible or discoverable. Citations to posters or slides should therefore be avoided (see 6.1). However, if a poster or slide set is publicly available (and, ideally, discoverable via an indexing system or DOI), it may be cited until the full publication is available (although some journals consider citation of posters or slides as unpublished information rather than full citations). Authors and sponsor companies should ensure that publishing posters or slides online does not jeopardize full publication in a peer-reviewed journal.

6.3 To avoid citing conference posters or slides, companies should consider other dissemination routes such as listing findings as ‘Data on File’ (i.e. an unpublished data package held by the pharmaceutical company, which then should be supplied to anyone requesting those data).

6.4 If specific findings that were presented at a conference are omitted from a journal article (e.g. because of space constraints), they could be made accessible as supplementary material.

These recommendations summarize the authors’ collective experience with a view to outlining the underlying principles for best practice and providing guidance on the practicalities for navigating conference requirements. We did consider whether some of our recommendations could be accomplished by amendments to company–author agreements, but decided that such recommendations for ‘good practice for author agreements’ were beyond the remit and scope of this article and that GPP3 [ 5 ] adequately covers this aspect of author–sponsor relationship. Many of these recommendations are drawn from the working group’s experience across a variety of disease areas and conferences. However, this is also a limitation, in that by the nature of the authors’ work, their experience lies in conferences and conference submission systems with strong industry involvement. We believe that these recommendations could be applied to any type of scientific/medical conference and are as relevant to academic research as to company-sponsored research. Conferences maintain their value to the scientific community by covering the latest research and providing a forum for discussion: this value must not be lost due to lack of transparency or ethics in the preparation and presentation of the new data. By following these recommendations, industry professionals, authors and conference organizers will improve consistency, transparency and integrity of publications submitted to conferences worldwide.

It is earnestly hoped that future input from conference organizers and societies, as well anyone involved in submitting research to conferences, will augment and strengthen these recommendations. We therefore welcome feedback via the website ( https://gpcap.org ).

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Foster C, Wager E, Marchington J, Patel M, Banner S, Kennard NC, Panayi A, Stacey R. Good practice for conference abstracts and presentations: GP-CAP. PeerJ Preprints. 2017;5:e3356v1 https://doi.org/10.7287/peerj.preprints.3356v1 .

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Acknowledgements

Special thanks go to Peter Llewellyn of Network Pharma, for hosting the meeting on GPP3 that acted as a catalyst for getting these recommendations underway.

No author has received payment specifically for the development of this article.

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Cate Foster

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Elizabeth Wager

University of Split, Split, Croatia

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Jackie Marchington

Alexion Pharmaceuticals Inc, New Haven, CT, USA

Darwin Grey Communications Ltd, Oxford, UK

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Cello Health MedErgy, a Cello Health PLC Company, Farnham, UK

Nina C. Kennard

Shire International GmbH (now part of Takeda), Global Medical Affairs, Zug, Switzerland

Antonia Panayi

iMed Comms, Ashfield Healthcare Communications, Witney, UK

Rianne Stacey

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Contributions

CF raised the initial suggestion for guidelines, co-developed preliminary sections of text for the initial draft and discussed comments and revisions, reviewed all versions and approved the submitted version. EW drafted the Principles section and other portions of the text, discussed comments and revisions, reviewed all versions and approved the submitted version. JM consulted on the initial suggestion for these guidelines, drafted the Copyright section and other portions of the text, discussed comments and revisions, reviewed all versions and approved the submitted version. MP co-developed the foundation of the Encore Presentations section, discussed comments and revisions, reviewed all versions and approved the submitted version. SB consulted on the initial suggestion for these guidelines, assisted in the development of the initial draft, reviewed all subsequent drafts and approved the submitted version. NK drafted the abstract and other portions of the text, discussed comments and revisions, reviewed all versions and approved the submitted version. AP developed several sections with the author group, discussed comments and revisions, reviewed all versions and approved the submitted version. RS consulted on the initial suggestion for these guidelines, co-developed preliminary sections of text for the initial draft, discussed comments and revisions, incorporated feedback on the pre-print version, reviewed all versions and approved the submitted version. All authors read and approved the final manuscript.

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Correspondence to Cate Foster .

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Cate Foster, Jackie Marchington, Steve Banner and Nina C Kennard work for medical communication agencies that provide professional medical writing or editing services to not-for-profit and for-profit clients.

Elizabeth Wager is self-employed and provides training, consultancy and editing services on medical publishing and publication ethics for pharmaceutical companies, medical communication agencies, publishers, universities and academic societies.

Mina Patel and Antonia Panayi work in Global Medical Affairs functions within the pharmaceutical industry.

Rianne Stacey worked for a medical communication agency (see above) during the majority of the time the work was done and now works at Jazz Pharmaceuticals, Oxford, UK, in a Global Medical Affairs function within the pharmaceutical industry.

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Foster, C., Wager, E., Marchington, J. et al. Good Practice for Conference Abstracts and Presentations: GPCAP. Res Integr Peer Rev 4 , 11 (2019). https://doi.org/10.1186/s41073-019-0070-x

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Do Conference Proceedings Count as Publications?

Publishing one’s work is a pillar of recognition and advancement in academia and professional development. Many find themselves questioning different avenues of publications, particularly regarding conference proceedings. Amid these discussions, a question often arises: do conference proceedings count as publications?

Yes, they do. In the majority of disciplines, albeit with computer science being a notable exception, conference proceedings are indeed considered as publications. However, there’s a hierarchy to this recognition. Journal publications typically stand at the pinnacle, possessing the highest regard.

Yet, conference proceedings, especially when they are peer-reviewed, have their own merit and are recognized in a variety of contexts. This blog dives into the nuances of this topic, exploring the importance and weightage of conference proceedings in the academic realm.

What Are Conference Proceedings?

Conference proceedings encapsulate the collective academic papers and discussions presented during conferences held in educational fields . They act as a record, capturing the insights, debates, and innovations shared. Often, they are organized around a specific theme, reflecting current issues or advancements within a field.

These proceedings serve multiple functions. Initially, they provide a platform for academics to share their work receiving peer feedback. Moreover, they promote networking and collaboration, often leading to future research ventures.

In some fields, the value of these proceedings is akin to publications, elevating professional standing. There is a structured process behind these proceedings. Submission calls are made well before the conference, followed by a rigorous peer review to ensure quality.

Once accepted, they’re compiled into a formal record, often accessible digitally, promoting a wider dissemination of knowledge. Through this meticulous process, conference proceedings contribute significantly to the scholarly ecosystem, providing a snapshot of evolving discussions within a discipline.

Types of Conference Proceedings

Conference proceedings stand as a testament to the diverse ways in which research and academic discussions are communicated and shared. From detailed papers to visual presentations , they encompass various formats. Each type holds a unique significance in the academic landscape.

Conference Papers

Central to many proceedings, conference papers offer in-depth analysis on a specific topic. They undergo rigorous reviews, ensuring content quality. Once accepted, they’re presented during the conference, bringing up discussions and feedback.

Journal Articles

Some conferences publish selected papers as journal articles post-event. These are more elaborated, incorporating feedback from the event. Journal articles stand higher in academic regard due to their extensive peer review.

Abstracts of Conference Publications

Abstracts serve as brief summaries of the research presented. They highlight the main findings and methodologies, offering readers a quick overview. Due to their brevity, they’re easily accessible, promoting a wider readership.

Posters and Presentations

These visual aids complement oral presentations, simplifying complex data. They engage attendees through visuals, raising interactive discussions. Posters, in particular, are standard at academic conferences, allowing for a more relaxed discourse.

Conference proceedings encapsulate the diverse and dynamic nature of academic discussions. The variety in formats ensures that research reaches audiences in multiple ways, promoting accessibility and enhancing comprehension. Whether through an in-depth paper or a visually striking poster, the essence of scholarly communication remains intact.

In the intricate world of academia, where publishing plays a pivotal role, the value of conference proceedings often becomes a topic of debate. Their standing, compared to other scholarly outputs, generates curiosity. Do they hold similar weight as other publications?

Indeed, conference proceedings are considered publications. They capture a researcher’s insights and contributions, presenting them to a broader audience. While not equivalent to journal articles, they’re still highly regarded, especially when peer-reviewed.

Why Do People Ask if Conference Proceedings Count as Publications?

The question arises due to the varying weights of different academic outputs. People seek clarity in their recognition, especially when considering academic advancements. Understanding this hierarchy aids researchers in their publication strategies, ensuring optimal career impact.

In academia, the nature and medium of publication can significantly influence one’s professional trajectory. While conference proceedings hold their unique place, it’s imperative to understand their value relative to other scholarly mediums.

Benefits of Having Conference Proceedings Published as a Publication

The value of having conference proceedings published extends beyond the immediate recognition, encompassing a wide array of benefits that contribute significantly to a researcher’s academic and professional trajectory. Here’s a more detailed examination of the benefits under respective subheadings:

Professional Recognition

Having conference proceedings published provides a platform for researchers to garner professional recognition. It’s a means of showcasing one’s extensive work and contributions to a specific field of study. This recognition not only enhances a researcher’s reputation but also provides a competitive edge in career advancements, grant applications, and other professional endeavors.

Networking Opportunities

Published proceedings act as a catalyst for networking. They provide a common ground for like-minded individuals and experts to engage in discussions, debates, and collaborations. The connections forged through such interactions often lead to collaborative research projects, expanding one’s professional network and opening doors to various academic and research opportunities.

Knowledge Dissemination

The publication of conference proceedings facilitates the broader dissemination of knowledge. It allows researchers to share their findings with a global audience, thereby contributing to the collective advancement of their respective fields. This widespread dissemination often sparks new ideas, debates, and further research, nurturing an environment of continuous learning and exploration.

Feedback Reception

The published proceedings serve as a platform for receiving valuable feedback from peers and experts. The critiques and suggestions provided can be instrumental in refining one’s research, thus leading to more robust and credible findings. This feedback mechanism is invaluable for academic growth and the evolution of one’s research endeavors.

Documentation and Archival

The formal publication of conference proceedings ensures a structured, well-documented record of academic discourse is maintained. It serves as a historical archive, aiding in tracing the evolution of thoughts, theories, and discoveries over time. This archival characteristic is crucial for future references and continues the chain of scholarly discourse for subsequent generations.

The publication of conference proceedings is a significant milestone in a researcher’s journey. It amplifies recognition and creates a conducive environment for networking, knowledge sharing, feedback reception, and historical documentation, thereby significantly enriching the academic landscape.

Challenges with Publishing Your Work as a Publication Through a Conference Proceeding

Academic publishing through conference proceedings management comes with unique challenges. While it’s a reputable avenue to disseminate research findings, certain hurdles may arise during this process. Understanding these challenges helps in strategizing a smoother path toward achieving publication goals through conference proceedings.

• Competitive Acceptance : The acceptance rate for papers in reputable conference proceedings can be highly competitive. Researchers often face stiff competition from their peers, making publication a challenging milestone.
• Stringent Deadlines : Conferences have fixed schedules, requiring submissions well in advance. This can rush the research process, potentially affecting the quality and depth of the findings.
• Limited Space : Due to time and space constraints, conference proceedings might limit the detailed exposition of one’s work. This constraint can sometimes restrict the thorough discussion or explanation of the research.
• Peer-Review Rigor : The peer-review process can be stringent, with a meticulous examination of every submission. While this ensures quality, it also presents a high hurdle for many researchers.
• Visibility Concerns : Despite being published, conference proceedings may not offer the same visibility as journal articles. This might limit the audience and the impact of the research.
• Formatting Restrictions : Conferences often have strict formatting guidelines that might not align with the researcher’s preferences. Adhering to these restrictions can sometimes be a cumbersome task.

While publishing through conference proceedings is a commendable accomplishment, the pathway is laden with challenges ranging from competitive acceptance to visibility concerns. Being cognizant of these challenges and preparing accordingly can equip researchers with a realistic perspective, enabling them to make the publication journey more effective in the conference circuit.

Bottom Lines

Through the exploration of various facets of conference proceedings in academia, it becomes evident that they hold a notable position in scholarly communication. Whether conference proceedings count as publications finds its answer in the affirmative, albeit with specific nuances.

The level of recognition varies across disciplines, and compared to journal publications, they may be seen in a lesser light. However, their merits are manifold. They provide a platform for early feedback, professional recognition, and networking opportunities, enriching the academic dialogue.

Despite the challenges surrounding competitive acceptance and visibility, the significance of conference proceedings in advancing scholarly discourse and contributing to a researcher’s professional trajectory is undeniable. Hence, the academic ecosystem dramatically benefits from the structured and peer-reviewed dissemination of knowledge through conferences.

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Research publishing : where to publish

• Publishing strategy
• Select a Journal
• Publish in Open Access OA
• Article Processing Charges (APCs)
• Read & Publish Agreements
• Manuscript submission
• What are conference papers?
• Conference calls
• Conference paper into a journal article
• Conference quality
• Patent registration
• Copyright, licencing and self-archiving
• Academia.edu & ResearchGate
• Related workshops
• A conference paper can be written while research is ongoing. It can present preliminary results and gain informal feedback to use in your research.
• Conference papers are typically shorter than journal articles, with less details and fewer references.
• Papers from a conference may be collated into the conference proceedings.
• Conference proceedings may be published as a book (with an assigned ISBN), special issue of a journal, or a serial (with an assigned ISSN).
• Research papers are more likely to be published in conference proceedings than in journal titles. 
• In many disciplines conference publications are not considered as highly as other forms of dissemination. Discipline practices and the quality of the conference and conference publications should be a consideration when attending a conference.

Upcoming conferences or calls for papers may be found online at:

• All Conferences
• Conference alerts
• Conference Service

Subject or discipline-specific information may also be available:

• IEEE conferences and events
• HNet: Humanities and Social Sciences Online
• If a conference proceeding is not published, rework the paper and publish it as a journal article.
• Some journals may also accept previously published conference papers, with revision.
• Also ensure that copyright has not been assigned to the conference organizers. It may be necessary to obtain written permission from the copyright holder to re-publish in a journal title.  

Discipline practices and the quality of the conference and conference publications should be a consideration when attending a conference.

Some factors to consider when evaluating quality include the:

• Impact factor of the conference proceeding (Check the conference proceeding in Scopus or Web of Science)  
• History or longevity of the conference
• Relationship to industry
• Submission and acceptance rates
• Think Check Attend    includes a searchable  Conference Checker
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• Next: Patent registration >>
• Last Updated: May 21, 2024 1:42 PM
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Scholarly Publishing

• Introduction
• Choosing Publishers - Considerations and risks
• Making your thesis into a book
• Which conference to attend

Evaluating conferences

Attending conferences, publication counting.

• Conference rankings

Professional sites

Conference directories, conference papers/proceedings.

• When choosing a journal
• Journals selection/ evaluation
• Open Research guide
• UOM Researcher publishing support
• Author Profiles

Which conference to attend?

• Think, Check, Attend

The Think, Check, Attend checklist includes nine questions to ask about organisers and sponsors of conferences, six questions about the agenda of the conferences and the editorial committee, and four more about the conference proceedings.

As a first step, try completing the Conference Checker form.

Ensure that you protect yourself and publish only in reputable and recognised conferences. You may have limited time and budget at your disposal. Therefore always evaluate carefully if the conference you are considering is right for you. Some guiding questions are presented below.

• What is the research field of the conference?
• How frequent do the conference occur?
• Who will be attending the conference? ~ Academics; ~ Administrators; ~Counselors; ~ Educators; ~ Social Scientists; ~ Researchers
• Which conferences do others in your communities of practices attend?
• How many people get together at this conference?
• How likely is it that a paper might get accepted for the conference program?
• How is the conference viewed by your colleagues or peers?
• Are abstracts released as published abstracts?
• Are paper submissions sent out for peer review?
• Will conference papers be published in proceedings afterwards?
• Why are you considering this conference?

Selecting a conference

It is just as important to evaluate which conferences to focus on as it is to evaluate the integrity of journals.

Evaluate conferences - use Think, Check, Attend

Attend conferences as a method of staying current and testing new work . You can also network with colleagues in your research field. Presenting at conferences have the added benefit of personalising your work and providing a face and voice  to it. You can use it to test how your work is received and use the feedback received to build your work further before aiming to publish in journals and other forms of academic publishing.

• There are several ways in which articles in conference proceedings may be accredited. Both hinge on peer review.
• Check if conference proceedings gets published and if you will get recognised for your work.
• You might need to submit the completed paper for pre-conference peer review. Some of the papers are then selected for presentation and publication.
• Other conferences invites post-conference submission for peer-review.
• If this is allowed, get your conference paper or poster more visible after the conference by posting links to it on your blog and social media profiles.

Read about the value of conferences

To have a conference publication counted and recognised as an academic research output in Australia, the following definitions are worth noting.

For the purposes of ERA , research is defined as the creation of new knowledge and/or the use of existing knowledge in  new and creative ways to generate new concepts, methodologies, inventions and understandings. This could include synthesis of previous research so it produces new and creative outputs.

Publication data collected for the Higher Education Research Data Collection (HERDC) publication component recognises four traditional publication categories: (Eligible publications are defined in the HERDC specifications for the given year)

A1 - Books (as authored research)

B1 - Chapters in Scholarly Books

C1 - Articles in Scholarly Refereed journals

E1 - Conference publication - Full paper - Refereed

Not counted

• book reviews
• letters to the editor
• non-scholarly, non-research articles
• articles in newspapers and popular magazines
• reviews of art exhibitions, concerts and theatre productions; medical case histories or data reports, that are not full journal articles
• commentaries and brief communications of original research that are not subject to peer review
• articles designed to inform practitioners in a professional field, such as a set of guidelines or the state of knowledge in a field)
• papers that appear only in a volume handed out or sold to conference participants (e.g. “Program and Abstracts” books)
• invited papers
• papers presented at minor conferences, workshops or seminars that are not regarded as having national significance
• conference papers assessed only by an editorial board
• conference papers accepted for presentation (and publication) on the basis of peer review of a submitted extract or abstract only
• one page abstracts or summaries of poster presentations )

Core Rankings

The CORE Conference Ranking provides assessments of major conferences in the computing disciplines. The rankings are managed by the CORE Executive Committee, with periodic rounds for submission of requests for addition or reranking of conferences. Decisions are made by academic committees based on objective data requested as part of the submission process.

Conferences are assigned to one of the following categories:

A* - flagship conference (leading venue in a discipline area)

A – excellent conference (highly respected in a discipline area)

B – good conference (well regarded in a discipline area)

C – other ranked conference (venues meet minimum standards)

• Australasian (audience primarily Australians/ New Zealanders)
• Unranked – no ranking decision yet
• National – (runs primarily in a single country, Chairs from that country – not sufficiently known to be ranked)
• Regional – (similar to National – may cover a region)

Rankings are determined by citation rates, acceptance rates, visibility and track record of the hosts, the management of the technical program, etc.

If you follow a particular research community or professional association, these bodies often promote events and conferences to their members.

Some of these bodies are listed below.

• Australian Academy of the Humanities
• The Australian Research Council (ARC) Centre of Excellence for Mathematical and Statistical Frontiers (ACEMS)
• Engineers Australia
• Institute of Public Accountants
• Migration Institute of Australia
• School Library Association of Victoria

There are vetted tools to help researchers identify recognised conferences in their respective fields.

Further there are conference portals and -directories created by companies with potential commercial interests in creating the lists and promoting the conferences. Always evaluate information sources used to make strategic decisions carefully.

Directories and databases (Library subscriptions)

Commercial conference directories.

• Web of Science
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Conferences

Conferences provide excellent opprtunities for meeting, building relationships and sharing your research with other researchers working in your field.

Research is usually presented as an oral presentation or a poster. Conference proceedings usually comprise abstracts and written papers from the conference. Abstracts are usually required for both oral presentations and posters. Written papers are often optional for conference presenters and may be restricted to participants who gave oral presentations.

Conferences are promoted through society networks. Other listings of conferences include:

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• IEEE Conference & Events more... less... IEEE is a professional association for the advancement of technology. IEEE sponsors more than 1,100 annual conferences and meetings worldwide.

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ERA eligibility - conference papers

In choosing whether to publish your research as a conference paper, be aware that your decision will determine whether the work will be counted for ERA as a Traditional Research Output (TRO).

In order for a conference paper to be eligible for ERA (as a Traditional Research Output), it  must :

• meet the definition of research i.e. be substantial, original and scholarly
• be a major work of scholarship
• have been presented at a conference, workshop or seminar of national or international significance
• be published in full in the proceedings arising from the conference or workshop
• be peer-reviewed.  An acceptable peer review process is one that involves an impartial and independent assessment or review of the research publication in its entirety before publication by independent, qualified experts before publication.

The types of conference publications that do not meet the ERA eligibility criteria include:

• papers that only appear in a volume handed out to conference participants
• keynote and plenary addresses
• poster presentations
• abstracts of conference publications
• ERA 2018 Submission Guidelines ERA specifications for conference papers are explained on page 35 of this document.

Software for hosting a conference

SPARC, the Scholarly Publishing & Academic Resources Coalition, offers a list of Conference Management Software. (Note: software is not endorsed by SPARC, unless noted).

Believing that collaboration is crucial to effecting meaningful change, SPARC actively pursues partnerships with the non-profit publishing community and continues to develop resources and tools that aid publishers in remaining competitive and providing affordable options for libraries.

• Open Conference Systems Open Conference Systems (OCS) is a free Web publishing tool that will create a complete Web presence for your scholarly conference.
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Academic Conference Presentations

A Step-by-Step Guide

• © 2022
• Mark R. Freiermuth 0

Gunma Prefectural Women’s University, Tamamura-machi, Japan

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• Takes the presenter on a journey from initial idea to conference presentation
• Addresses topics such as abstract writing, choosing a conference, posters and online versus face-to-face presentations
• Based on the author's own experiences

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Table of contents (9 chapters)

Front matter, next up on stage….

Mark R. Freiermuth

Conferences: Choose Wisely Grasshopper

Getting started: the precise abstract, after the excitement fades: preparing for the presentation, tea for two or more: the group presentation, conferences: live and in-person, ghosts in the machine: the virtual presentation, the seven deadly sins: what not to do, the top five, back matter.

• English for Academic Purposes
• public speaking
• research presentation
• academic skills
• conferences
• poster presentations

About this book

This book provides a step-by-step journey to giving a successful academic conference presentation, taking readers through all of the potential steps along the way—from the initial idea and the abstract submission all the way up to the presentation itself. Drawing on the author's own experiences, the book highlights good and bad practices while explaining each introduced feature in a very accessible style. It provides tips on a wide range of issues such as writing up an abstract, choosing the right conference, negotiating group presentations, giving a poster presentation, what to include in a good presentation, conference proceedings and presenting at virtual or hybrid events. This book will be of particular interest to graduate students, early-career researchers and non-native speakers of English, as well as students and scholars who are interested in English for Academic Purposes, Applied Linguistics, Communication Studies and generally speaking, most of the Social Sciences. With that said, because of the book’s theme, many of the principles included within will appeal to broad spectrum of academic disciplines.

-Sarah Mercer , Professor for Foreign Language Teaching and the Head of the ELT Research and Methodology Department, University of Graz, Austria

Authors and Affiliations

About the author.

Mark R. Freiermuth  is Professor of Applied Linguistics at Gunma Prefectural Women's University, Japan. 

Bibliographic Information

Book Title : Academic Conference Presentations

Book Subtitle : A Step-by-Step Guide

Authors : Mark R. Freiermuth

DOI : https://doi.org/10.1007/978-3-031-21124-9

Publisher : Palgrave Macmillan Cham

eBook Packages : Social Sciences , Social Sciences (R0)

Copyright Information : The Editor(s) (if applicable) and The Author(s), under exclusive license to Springer Nature Switzerland AG 2022

Hardcover ISBN : 978-3-031-21123-2 Published: 05 January 2023

eBook ISBN : 978-3-031-21124-9 Published: 04 January 2023

Edition Number : 1

Number of Pages : VII, 159

Number of Illustrations : 45 b/w illustrations

Topics : Applied Linguistics , Research Skills , Career Skills , Sociology of Education

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• v.10(Suppl 2); 2020

Conference presentations: A research primer for low- and middle-income countries

Jonathan c. knott.

a Emergency Research, Royal Melbourne Hospital, Grattan St, Parkville, Victoria, Australia

c Centre for Integrated Critical Care, University of Melbourne, Victoria, Australia

David McD Taylor

b Emergency Research, Austin Hospital, Studley Rd, Heidelberg, Victoria, Australia

Erin L. Simon

d Cleveland Clinic Akron General, Department of Emergency Medicine, 1 Akron General Ave. Akron, Ohio 44307, United States of America

e Associate Professor Northeast Ohio Medical University, 4209 State Route 44, Rootstown, Ohio 44272, United States of America

Presenting research at a conference is an opportunity to disseminate the findings, network with other researchers, and to develop your academic track record. Although every conference will have some local differences, there are common approaches to presenting your research in the best manner. This will differ depending on whether it is an oral or a poster presentation.

This research primer aims to support researchers in the early stages of their careers to undertake the best possible presentation.

African relevance

• • Presentations, both oral and poster, follow general principles that apply everywhere.
• • Conference presentations provide an opportunity for authors to get known and to identify potential future collaborators.
• • Consideration should be given to the conference both in terms of the audience to be addressed, and the resources available.
• • Conference presentations provide an opportunity for authors to get known and to identify potential future collaborators, locally, nationally, and internationally.
• • Consideration needs to be given to the conference setting both in terms of the audience the presentation is addressing, and the resources available to support it.

The International Federation for Emergency Medicine global health research primer

This paper forms part 14 of a series of how to papers, commissioned by the International Federation for Emergency Medicine. It describes how research can be effectively disseminated at conferences to allow for relatively quick promulgation of your findings, rapid feedback and stimulation of further collaborative work. We have also included additional tips and pitfalls that are relevant to emergency medicine researchers.

Introduction

Conferences are the key place for dissemination of research findings. Attending the conference are a concentrated group of people with similar foci of interest in a discipline, topic or field of enquiry. Presentations allow immediate feedback and opportunities for networking. For all researchers, and especially those at the beginning of their careers, conferences are the best opportunity to get know and to meet those with whom you can collaborate.

Your study has finally been completed. The data has been collected, analysed and written up. The thoughts of the team, particularly your supervisor, are turning to publication.

A presentation at a conference provides a relatively quick promulgation of results compared to peer reviewed publication. In addition, it allows rapid feedback from others interested in the same field and can stimulate further collaborative work. Conference presentations should generally occur prior to the study being published. Once published in a journal, many conference organizers will not accept the abstract for presentation. Local meetings tend to have a more liberal approach to this convention. Conversely, some journals will not accept studies that have been presented at a conference and request an embargo prior to publication. This should be carefully considered.

Relatively early in your career you can expect invitations to open access conferences . Be aware that many of these are designed to make profit for the organizers and may have little in the way of academic merit. Ensure you know who the organizing committee represents, e.g. a national or international specialty group such as the International Conference for Emergency Medicine, or the African Conference on Emergency Medicine.

Having finished your study and preparing it for publication, the question arises: why present at all? All journals have a timeline for publication that includes peer review, preparation of the manuscript, proof reading and then finding a place in a future issue. Rarely will this process be less than several months. In comparison, a presentation can occur relatively quickly and thus allow your findings to be disseminated earlier.

In addition, although you will have author status in a publication, those attending a conference will have the opportunity to meet you in person and to discuss your findings. This is of particular value when considering further collaborative work, as those who work in the same area are most likely to be the ones attending the presentation.

Finally, having your paper accepted to a meeting is evidence that others find the work of value. This is particularly true for larger meetings, and those with peer review of submitted abstracts. To continue along your academic path, you will need to demonstrate that your work is of value and this is done through a track record of grants received, papers published and also through the presentations given.

The presentation can be given in either oral or poster format. There are valid reasons for both. Organizers will have limited places for oral presentations, and to some extent for posters. Oral presentations are more flexible with information able to be given visually and aurally. More advanced presentations allow the incorporation of sophisticated mediums. Importantly, presentations are a chance to be out in front of a live audience, to be seen and heard, and to partake in discourse over your findings. However, they are a single slot, and will compete for an audience with other conference activities. A poster will usually provide you with an opportunity to talk to those who are attending, either during time spent at the poster (most often during breaks in the conference program), or a dedicated slot to talk to your findings. The key advantage is that it usually remains in place for the duration of the conference which allows many attendees to view your work. However, the opportunity to present yourself and your work is limited to your availability to stand with the poster.

Presentations can be in local, national or international settings. Some organizers will allow presentations from a large international meeting to also be shown locally but previous presentations of the same work must be declared. Different meetings have differing audiences. The larger meetings are important opportunities to be known to a larger audience and for your track record. However, the findings may be more relevant to a local audience and more readily transferred into practice.

Occasionally, preliminary findings are of interest and can be presented. If the study is worthwhile then it should be the final results, carefully analysed and considered, that are presented. Rushing half-finished results to a conference does not present you or your work in a good light.

The abstract

You will be asked to submit an abstract to the conference for consideration to be included in the program. The abstract serves two purposes. It provides justification to the organizers to include you in their program, and it also entices attendees to visit your presentation as it will generally be published in the program.

Pay attention to the information provided by the organizers as they may have a preferred format and will almost certainly have a word limit; make sure you stick to it. As for any abstract, it can be challenging to get your whole study into 250 words, so identify what is important. The title should be catchy to draw people in. The aim of the study should be clear, and the conclusion should summarize the important findings and why someone should be interested in the study itself. There is generally insufficient space for a lengthy background and discussion. The remaining content is for the methods and results. The methods cannot be comprehensive. There should be sufficient detail that anyone reading the abstract can appreciate the type of study and how it was undertaken but the detail needs to be elsewhere, usually in the publication. The primary outcome must be presented and important secondary outcomes.

• • Stick to the word count
• • Have colleagues or supervisors review for language and grammar
• • Focus on the primary outcome
• • Ensure any conclusion is based on the results

Oral presentations

Be aware of the time allocated. Typically, it is 8–10 minutes for a presentation and then 3–5 minutes to answer questions. NEVER go overtime – this is discourteous to your co-presenters, and to those who are moving between streams. Well run meetings will not allow overruns and there is a possibility you will be cut off by the Chair before you can finish with your final flourish!

For most presentations allow about 1 min per slide, even longer for critical results. This means about 10–12 minutes slides maximum. Slides should be kept sparsely populated, with appropriate text and density of graphs. The slides are providing important information but so are you. Too much information on each slide forces the audience to focus their attention away from you, and it is frustrating if the slide moves on before it can be appreciated.

Avoid just reading out the slide text. There should be a synergy between the visual and oral presentation. The slides should be self-contained with the oral presentation adding value e.g. the methods may be a single slide that highlights the key issues (it is far less comprehensive than the methods section of a paper), but the presenter can note any complexity in the research methodology that would be unwieldy to write out on a slide.

Time is generally tight so use it well. If the Chair reads out your title, don't repeat it, move into the introduction for your presentation.

Generally, there is a one slide introduction, and one to two slide(s) background. Allow approximately two slides for methods unless there is particular complexity. Even then, the slide should outline how the study is done and the presenter can talk around the complexity.

There should be about three slides for results. The primary outcome must be the focus as well as the important secondary outcomes. Graphs and figures are particularly helpful in presenting complex results in a way that can be rapidly understood. There is no place to write out the results as text and then to present them figuratively. Allow one to two slides for a discussion and generally one slide for limitations and one for implications.

Thank the audience for their attention when finished. As well as acknowledging their interest, it is a time-honoured means to indicate your presentation is concluded and hand back to the Chair. The Chair will then invite questions if time allows and will moderate the ensuing discussion.

The most interesting questions tend to come from others who have done similar work or studies in the same field. It is worthwhile thanking the participant for their question and taking time to consider a response. This is an opportunity to engage in learned discourse with your colleagues. In the event that an audience member provides a comment, rather than a question, thank them and wait for a question.

• • Try to keep consistency in the slides. Use the same size, type and color of font for each slide, and use the largest size font that is appropriate. Some conferences provide a specific template.
• • Avoid gimmicks e.g. bullet ricochet noise when changing slides, flashy entrance of text from the SE corner. It distracts the audience and does little to impress them of your academic credentials.
• • It is best to use commonly employed software to avoid issues at a distant meeting. The organizers usually suggest a preference but contact them if you intend to use an uncommon type.
• • Audio-visual media can be considered if it adds to the presentation but be wary of large video files. During a conference, internet connection can be patchy, file formats don't work, sound can be missing or inaudible. It is advisable to have a backup slide rather than rely completely on video files. Anticipate failure.
• • Ideally presentations are relaxed and with only minimal cue cards. This is easier for experienced presenters than for most novices. For inexperienced presenters or those nervous about public speaking, it is best to have the entire presentation written out so that, in case of a “thought block”, the presenter can default back to reading their notes.
• • There is a rarely a dress code but business casual is recommended. This is an opportunity to present your hard work so don't dress down.

Poster presentations

Generally, the biggest challenge is to get an entire study down onto a single poster.

Conferences have many posters up and delegates take time out during breaks to visit and see what research is occurring. It is unlikely they will take the time to stop and read a densely packed poster.

Relatively novice researchers should always visit the posters at meetings to see where research is being carried out, identify individuals they may want to work with and particularly to see what works and what doesn't in a poster.

Time is usually allocated for the researcher to be beside their poster to answer questions from viewers. In some circumstances, a more formal two to three-minute presentation may be asked for. A formal presentation should be prepared just as an oral would, except that the very brief window necessarily limits the content to the aim, results and implications/conclusion. It would be akin to reading out the abstract, allowing for the fact that the poster is providing much of the necessary information. Add value with the presentation, rather than just reading out what is already in the poster.

• • Keep the background and methods to a few lines or points. The discussion is largely encapsulated in the conclusion. The majority of the poster is taken up with the results.
• • Use big font and use items that capture the eye e.g. interesting figures, important pictures.
• • Always check the conference notes for the maximum size of the poster as space is often at a premium and there will be a strict upper limit. If in doubt a slightly smaller poster is preferred, but this will necessarily mean a loss of space for presentation.

Tips on this topic

• • Slides should be self-contained with the oral presentation adding value to them. Don't just read out the slide.
• • Practice out loud to a mirror to get the pace right and check that words in your head are coming out properly. Nerves generally result in the presentation speeding up.
• • A real-world practice run in front of supervisors and peers is invaluable. Departmental meetings provide an opportunity to get timing correct and address questions, especially unexpected ones.
• • There are almost always questions, at least one from the Chair and one or two from referees if the paper is being adjudicated. These are mostly queries about how the study was done, points of clarification etc. Many can be predicted from rehearsal and a slide prepared to answer a predicted question looks particularly professional
• • Posters are particularly amendable to graphs and figures. A great deal of data can be presented succinctly in a key graph. But keep them as simple as possible.
• • Traditionally posters were presented in their entirety. Occasionally, researchers will print them in smaller sizes for ease of transport and then patch them together. However, this is not recommended. It is now possible to print high quality posters onto cloth that can be easily ironed flat in your hotel room. Unless otherwise specified in the conference notes, all are acceptable but give some thought to how they will look when hung. Check conference requirements on orientation and maximum size

Pitfalls to avoid

• • Going over time is discourteous and may result in your presentation being cut-off
• • Be prepared. Assume that audio-visual material might not work or that you will have a mental block in the middle of your oral presentation
• • Understand your statistical analyses and expect questions about them
• • Avoid too much text. Density is your enemy
• • Font must be easily read at 1 m.
• • Acknowledge appropriately, especially if someone is likely to be an attendee.

Authors' contribution

Authors contributed the following to the conception or design of the work; the acquisition, analysis, or interpretation of data for the work; and drafting the work or revising it critically for important intellectual content: JK: 50%, DT 25%, ES 25%. All authors approved the version to be published and agreed to be accountable for all aspects of the work.

Declaration of competing interest

The authors declared no conflicts of interest.

Further reading

Conference proceedings publication

Conferences provide a venue for researchers to share their work with others in their field. Conference proceedings are a compilation of the papers presented at a conference, and they are generally published in a journal or book. Many conferences have their own proceedings, but some do not. In addition, some conferences only publish abstracts of the papers presented, while others may also include the full paper.

Conference proceedings can be an important marketing tool for your research. They can help you to disseminate your work to a wider audience and receive feedback from your peers. If you are planning on submitting your paper to conference proceedings, it is important to check the guidelines of the conference beforehand. Some conferences require that papers be submitted electronically, while others may allow for hard copies to be sent in as well.

Are conference proceedings considered publications?

This is a common question with no easy answer. Conference proceedings can be considered publications, but it really depends on the context and your specific field or discipline. In some fields, conference proceedings are not given the same weight as peer-reviewed journal articles, but in others, they may be seen as equally important. It’s always best to check with your supervisor or colleagues to see what the norm is in your field.

Conference proceedings are generally collections of papers that have been presented at a conference. The papers are usually written by scholars in the field and can be on any topic related to the conference theme. The proceedings are often published in a book or journal, either before or after the conference has taken place. In some cases, the papers may undergo a peer-review process before they are accepted for presentation at the conference.

So, if you’re wondering whether conference proceedings count as publications, it really depends on who you ask and what field you’re working in.

For some people, conference proceedings papers are less prestigious than peer-reviewed journal articles, but others may see them as having equal weight. Ultimately, it’s best to ask around within your own field to see what the prevailing opinion is.

Can conference proceedings be published in a journal?

Yes, conference proceedings can be published in a journal. This is often done when the conference proceedings are of high quality and there is significant interest in the topic. Conference proceedings are also sometimes published in journals if they contain new and important research that would be of interest to the journal’s readership.

There are a few different ways to go about getting your conference proceedings published in a journal. One is to submit your papers to the journal directly after the conference. This is often done if the papers are of high quality and there is significant interest in the topic. Another way is to first publish your papers in the conference proceedings, and then submit them to the journal as a special issue or supplement. This can be a good option if you want to ensure that your work reaches a wider audience, or if the journal you’re interested in has strict submission requirements.

Whatever route you decide to take, it’s important to make sure that your papers are well-written and that they address an issue that would be of interest to the journal’s readership. If you can do these things, you should have no problem getting your conference proceedings published in a journal.

Where can publish conference proceedings?

There are many options available for publishing conference proceedings. One option is to publish through a professional organization that specializes in hosting and organizing conferences. Another option is to publish the proceedings independently, either through an academic institution or by creating a website or blog devoted to the conference. Finally, some conferences choose to make their proceedings available online for free, while others charge a fee for access.

1. One option for publishing conference proceedings is to go through a professional organization that specializes in hosting and organizing conferences. This can be a great way to ensure that your proceedings are well-organized and accessible to potential readers. However, it can also be more expensive than other options.

2. Another option for publishing conference proceedings is to do it independently, either through an academic institution or by creating a website or blog devoted to the conference. This can be less expensive than going through a professional organization, but it may take more work on your part to get everything set up and running smoothly.

3. Finally, some conferences choose to make their proceedings available online for free, while others charge a fee for access. If you’re looking to publish your proceedings without spending any money, making them available for free online is a good option. However, if you want to generate some revenue from your conference proceedings, charging a fee could be the way to go.

Find A Conference Now!

How long does it take for conference proceedings to be published?

The time it takes for conference proceedings to be published can vary greatly. Some conferences have their proceedings published very quickly, while others may take months or even years. There are a number of factors that can affect how long it takes for conference proceedings to be published.

One factor that can affect the speed of publication is the size of the conference. Smaller conferences may only have a few dozen papers to publish, while large conferences may have hundreds or even thousands. The larger the conference, the longer it may take to get all of the papers into print. Another factor is whether or not the conference has its own journal. If so, then the editors of that journal will need to review and approve all of the papers before they can be published.

Also Read : Any publication in conference proceedings will come under which category of publication?

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• Published: 03 August 2016

Conference presentations: Lead the poster parade

• Chris Woolston 1  

Nature volume  536 ,  pages 115–117 ( 2016 ) Cite this article

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• Communication
• Conferences and meetings

An eye-catching presentation can attract potential collaborators — and even a cash prize.

Stroll through a decent-sized scientific conference and you'll probably face a bewildering number of posters — many more than you could ever hope to read in one day. So you have to pick and choose. Perhaps one reminds you of the worst PowerPoint presentation you ever endured; another is crammed with thousands of words in microscopic font. But you encounter one featuring a bold illustration, splashes of colour, readable text and clean lines. You pause for a closer look, chat with the presenter and discover common research interests. You've made a connection, and at least one poster has accomplished what its creator meant it to do.

The scientific poster remains a crucial currency for communication and connection, says biophysicist Anthony Salvagno, director of education for #SciFund Challenge, a non-profit organization in Santa Barbara, California, that specializes in science-communication training. Through SciFund, he co-teaches a five-week online course on poster design along with biologist Zen Faulkes of the University of Texas Rio Grande Valley in Edinburg.

Researchers now have access to an array of high-end graphics software — and the 'how to make a poster' conversation has been going on for years (see Nature 483 , 113–115; 2012 ). But that hasn't stemmed the flow of visual clunkers. As Salvagno explains, researchers often slap posters together at the last minute instead of thinking about the best ways to deliver their message and engage their audience.

But those who have the vision — and computer skills — to avoid distracting design blunders will draw the right kind of attention to themselves, their findings and their ideas. They might even win an award (see 'Tips for making your poster stand out'), although the main goals are to publicize their science and scientific identity while forging new associations. “A good poster will help you make better connections,” Salvagno says. “Just one conversation can turn into a huge success.”

boxed-text Trishna Dutta, a wildlife researcher at Columbia University in New York City who studies tigers in India, says that lessons from the poster course helped to spark productive conversations at the 2015 International Congress for Conservation Biology (ICCB) in Montpellier, France. She had signed up for the course specifically to make an impression at the conference. She also wanted to make up for past failures. “My first posters were bad,” she says. “I didn't have the aesthetic sense of what goes with what.” Worse, comments from attendees suggested that her key points were often lost, especially for those outside her speciality. “That was a case where I needed to know my audience,” she says. “People there studied everything from bacteria to elephants. I'm not sure they got my message.”

Her ICCB poster was far clearer. A subheading spelled out the take-away message of tiger migration, the text was orderly and easy to read, maps added colour as well as context, and a photo of a wild tiger near the centre captured the eye. “I still don't make excellent posters, but I'm getting the hang of it,” she says.

Anxiety about these visual presentations is widespread. When Vasco Elbrecht uploaded a set of scientific-poster tutorials on YouTube , he realized that he had underestimated the demand for such help. “I would have been happy if just a few of my friends watched them,” says the PhD student at the University of Duisburg-Essen in Germany. So far, his poster tutorials have racked up more than 31,900 views.

In his most-viewed video, Elbrecht shows examples of good and bad posters from his own repertoire. His first — about the genetics of Microbotryum fungus — was bogged down with huge swathes of text, a common pitfall. “I tried to fit everything I could on it,” he says. “But at a conference, nobody is going to stand there and read it for ten minutes.” In a later, more successful poster about the genetic diversity of the stonefly Dinocras cephalotes , he limited the text to a few hundred words — roughly the same count as an abstract (see 'A winning view'). That's generally enough to deliver a key message and entice passers-by without overwhelming them, he says. The design also helped him to win a €1,500 (US$1,660) research prize for his poster and abstract from the Institute for the Advancement of Water Quality and Water Resources Management in Essen, Germany, in 2014.

Less is more

Salvagno and Faulke's poster class stresses the same point: when it comes to text, less is more. Poster-makers often already know that too much text can be off-putting, but many are still unable to resist the temptation to include practically everything they know about their subject. “When I ask people what they dislike about posters, too much text is the number-one complaint,” Salvagno says. “People hate seeing it on other people's posters, but they do it on their own.”

Of course, there's more to it than getting the right word count. Text and graphics have to flow together in a way that's as visually appealing as it is informative. That takes a designer's eye — or a willingness to copy from people who know what they are doing. Elbrecht encourages researchers to borrow elements from posters that they like. “All design is redesign,” he says. “There's no need to be original.”

Effective posters take many shapes, but they tend to have some basic elements in common, says Sam Hertig, a freelance scientific illustrator in Berne, Switzerland. Hertig, who has just completed a postdoc in computational biology, gave a talk on creating a visually striking scientific poster at Stanford University in California earlier this year and uploaded the presentation to YouTube . As he explains, a “stunning” poster generally starts with a gripping centrepiece image, whether of a molecule, organism or galaxy. One of his own recent posters featured a multicoloured image of HIV. “Be daring,” he says in the presentation. “There may be hundreds or thousands of posters at a conference. You want something that will stand out.”

Hertig says that the text of a poster should have its own visual appeal. In most cases, the text will be neatly arranged in 2 to 4 columns on a poster that's about 91 cm by 122 cm. The font, which should be consistent throughout, must be clear and easy to read (not something like Comic Sans), and should be at least 24 points.

The poster should be printed to the maximum size allowed by the conference, and the title should be large and legible from a distance. The subheadings — which should also be clear and visible — should say something more dynamic than 'Results'. If, for instance, research uncovered a 5% decline in the reproductive success of heat-stressed frogs, the heading for the results section should hint at that finding.

Hertig says that the placement of white space is an important but often overlooked aspect of poster design. Visually attractive posters tend to have substantial borders and significant gaps between text blocks. The white space should flow together in a cohesive way that draws in the eye while giving it a chance to rest. In a room full of posters screaming for attention, he says, some well-placed emptiness can offer tranquility.

The right tool for the job

Yet these design aesthetics won't amount to much without the right software. Many researchers resort to PowerPoint, usually because they already have PowerPoint figures at hand. It can work: Hedwig van der Meer, a physiotherapy PhD student at the Amsterdam University of Applied Sciences in the Netherlands, used PowerPoint to make her first-place poster at the 2016 conference of the American Academy of Orofacial Pain in Orlando, Florida. But Salvagno advises against the program: it isn't designed for printing, the colours may be off and the alignment tools are cumbersome. If PowerPoint is the only option, he recommends disabling the 'snap to grid' function for maximum control of the layout.

Hertig recommends vector-based graphics programs such as Inkscape or Adobe Illustrator. Unlike PowerPoint and other programs that create illustrations with pixels, both of these use equations to determine each point; images and text can thus be scaled up without loss of clarity. These programs can also smoothly align text and captions. Choose one vector-based program and stick with it for every poster and presentation, Hertig adds. “It's important to invest the time early in your PhD. You won't have to learn it again. It will just be natural.”

A quality poster is just one part of a successful presentation. At most conferences, the presenter will have at least a couple of hours to stand by their posters and interact with attendees. This is where some of the most important work at a conference takes place, which is why researchers should spend as much time polishing their pitches as they spend creating their poster, Salvagno says. He recommends preparing several different versions of one's talking points: a 20-second elevator pitch for the mildly curious and a longer version for anyone who wants a deeper dive.

For her part, van der Meer thinks that her presentation of her prizewinning poster was as important as the actual product. “You have to involve the audience by being open and enthusiastic,” she says. “The combination of a clear poster and passionate presentation works best, because people will understand your work and get excited.”

Box 1: Tips for making your poster stand out

Good posters are supposed to communicate results and foster connections — but a first-place ribbon wouldn't hurt, either. A poster prize is more than a badge of honour: it's an accomplishment that would look great on a CV. Here are some tips for getting the prize.

Scientific modelling. Winning posters often go beyond flat text and graphics. Where appropriate, consider building a 3D model of your study subject. “It doesn't add any scientific value, but it gets people's attention,” says Vasco Elbrecht, a PhD student at the University of Duisburg-Essen in Germany who won a cash prize for his poster in 2014.

Tech it up. Technology has opened up new possibilities: some conferences allow attendees to bolster their posters with videos on a tablet or similar device. “If you really want to go for a poster prize, have a QR smartphone barcode for a video on your topic,” Elbrecht says.

Do a test run. Before you ever set foot in a conference, you should be confident that your poster has all the clarity, appeal and impact that you intended. “The important thing is to get honest feedback,” Elbrecht says. “Show it to people in another department if necessary.”

Know your audience. Hedwig van der Meer, a PhD student at the Amsterdam University of Applied Sciences in the Netherlands, was an underdog at the 2016 American Academy of Orofacial Pain poster session in Florida. “I was a physical therapist from the Netherlands going up against all of these American doctors,” she says. “I didn't think I could win, especially after seeing the other posters.” Her presentation was heavy with text but short on colour. Yet it worked because the presentation and the topic — the connection between temporomandibular disorders and headaches — hit the sweet spot. “The audience was a match,” she says. “I had a clear message, and I'm passionate about what I do.

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Writing for Publication: Conference Proposals & Presentations

Presenting at conferences is an efficient and exciting forum in which you can share your research and findings.  However, presenting your work to others at a conference requires determining what type of presentation would best suit your material as well as choosing an appropriate conference. Once you have made those decisions, you will be ready to write your conference proposal.

Types of Presentations

The types of professional conferences vary, from large international gatherings to small, regional meetings. The content can also be very research driven or be focused more specifically on the needs of practitioners. Hence, different conferences tend to have different formats, but the following are some of the most common:

Poster sessions are most frequently found in the sciences, but they are often offered as an option at conferences in other disciplines as well. A poster session is a visual representation of your work. In this format, you can highlight areas of your research and display them both textually and visually. At most conferences, poster sessions take place in a large room. Typically, researchers stand next to their display and answer informal questions about their research. See the American Public Health Association's Poster Session Guidelines for an example of the requirements for posters, keeping in mind that each professional organization and conference will have its own guidelines.

Panel discussions or presentations are formal conversations organized around a specific subject. At most conferences, several speakers take turns speaking for a predetermined amount of time about their research and findings on a given subject. Panel discussions are almost always followed by a question and answer session from the audience. At most conferences, choosing to present at a panel discussion is often more competitive than being selected for a poster session.

A paper with respondent session involves a presenter orally sharing his or her data and conclusions for an allotted period of time. Following that presentation, another researcher, often one with differing views on the same subject, gives a brief response to the paper. The initial presenter then responds to the respondent's response.

In a conference presentation, sometimes presenters just give a report of their research, especially if it has some implications to practice.

Writing the Proposal

Like an abstract, a successful conference proposal will clearly and succinctly introduce, summarize, and make conclusions about your topic and findings. Though every conference is, of course, different, objectives and conclusions are found in all conference proposals. However, be sure to follow a conference's submission guidelines, which will be listed on the conference website. Every conference has a committee that evaluates the relevance and merit of each proposal. The following are some important factors to take into consideration when crafting yours:

Length: Many conference proposals are no more than 400 words. Thus, brevity and clarity are extremely important.

Relevance: Choosing an appropriate conference is the first step toward acceptance of your work. The conference committee will want to know how your work relates to the topic of the conference and to your field as a whole. Be sure that your proposal discusses the uniqueness of your findings, along with their significance. Do not just summarize your research, but rather, place your research in a larger context. What are the implications of your findings? How might another researcher use your data?

Quotations : Avoid including in too many quotations in your conference proposal. If you do choose to include quotations, it is generally recommended that you state the author's name, though you do not need to include a full citation (Purdue Online Writing Lab, 2012).

Focus: Most experts recommend that a conference proposal have a thesis statement early on in the proposal. Do not keep the reader guessing about your conclusions. Rather, begin with your concise and arguable thesis and then discuss your main points. Remember, there is no need to prove your thesis in this shortened format, only to articulate your thesis and the central arguments you will use to back up your claims should you be invited to present your work.

Tone: Make sure to keep your audience in mind and to structure your proposal accordingly. Avoid overly specialized jargon that would only be familiar to participants in a subfield. Make sure your prose is clear, logical, and straightforward. Though your proposal should maintain an academic tone, your enthusiasm for your project should shine through, though not at the cost of formality.

Didn't find what you need? Email us at [email protected] .

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.chakra .wef-1t4fkg7{margin-top:16px;margin-bottom:16px;line-height:normal;color:#ffffff;display:block;background:#000000;margin:0px;font-size:2.5rem;padding-left:16px;padding-right:16px;padding-bottom:12px;border-radius:0.25rem;border-top-left-radius:0;border-bottom-left-radius:0;-webkit-box-decoration-break:clone;-webkit-box-decoration-break:clone;box-decoration-break:clone;}@media screen and (min-width:37.5rem){.chakra .wef-1t4fkg7{display:inline;}}@media screen and (min-width:56.5rem){.chakra .wef-1t4fkg7{font-size:4rem;}} AI - artificial intelligence - at Davos 2024: What to know

'Artificial Intelligence as a Driving Force for the Economy and Society' is a key theme at the World Economic Forum's Annual Meeting. Image: Unsplash/Damian Markutt

.chakra .wef-1c7l3mo{-webkit-transition:all 0.15s ease-out;transition:all 0.15s ease-out;cursor:pointer;-webkit-text-decoration:none;text-decoration:none;outline:none;color:inherit;}.chakra .wef-1c7l3mo:hover,.chakra .wef-1c7l3mo[data-hover]{-webkit-text-decoration:underline;text-decoration:underline;}.chakra .wef-1c7l3mo:focus,.chakra .wef-1c7l3mo[data-focus]{box-shadow:0 0 0 3px rgba(168,203,251,0.5);} Robin Pomeroy

• 'Artificial Intelligence as a Driving Force for the Economy and Society' is a key theme at the World Economic Forum's Annual Meeting.
• Advances in technology have the potential to help us solve global challenges, but innovation and guardrails are essential.
• Read about some of the key sessions, reports and initiatives at Davos 2024 on AI, innovation and technology.
• Check back here for regular updates throughout the week and use the navigation bar on the right to catch up on what you've missed .

If you’d never considered artificial intelligence's impact on your life, 2023 was probably the year that changed that.

From jobs to skills, and regulations and governance, AI permeated conversations like never before.

The impact it will have on jobs is on the radar of the International Monetary Fund (IMF) which has just released its Staff Discussion Note Gen-AI: Artificial Intelligence and the Future of Work .

It finds almost 40% of employment globally is exposed to AI, which rises to 60% in advanced economies. Among workers, those that are college-educated and women are more exposed to AI, but also more likely to reap the benefits, while strong productivity gains could boost growth and wages.

Countries around the world have been exploring regulation and governance around AI, including the European Union, where a draft deal on AI rules was agreed in December.

We also held our own AI Governance Summit , in response to rising concerns about the technology’s impact, released a set of recommendations , and explored the impact of AI and large language models on jobs .

As we look ahead to 2024 at Davos , AI as a driving force is one of our four key themes. Below, we’ll keep you up to date on what to watch, read and look out for.

Live updates on key AI sessions

Dive into the key quotes, tweets and YouTube clips from Davos sessions on AI.

What to know from Day 2

• Generative AI: Steam Engine of the Fourth Industrial Revolution?

Speakers from government and business discussed the implications of generative AI following its rapid emergence in 2023, and how we can manage the risks.

But there was also a strong focus on how much it could boost productivity and its possible applications, with Senator Mike Rounds, from South Dakota, US, believing it can transform healthcare.

• Finnovation

Business leaders discussed how to ensure the benefits of AI outweigh the risks in fin-tech.

• The Expanding Universe of Generative Models

Gen AI is advancing rapidly, but what is the latest research and development in the field and what future opportunities will the technology offer?

"AI can solve really hard, aspirational problems, that people maybe are not capable of solving" such as health, agriculture and climate change, said Daphne Koller , Founder and CEO at Insitro Inc.

"We're not done with scaling [LLMs], we still need to push up," said Aiden Gomez , Co-founder and CEO of Cohere Inc.

• A Conversation with Satya Nadella

Microsoft’s CEO on AI and limiting ‘unintended consequences’

The Forum's Founder and Executive Chairman, Klaus Schwab had his annual fireside with the Microsoft CEO, which touched on balancing the risks and "unintended consequences" against the benefits of generative AI.

“The biggest lesson of history is… not to be so much in awe of some technology that we sort of feel that we cannot control it, we cannot use it for the betterment of our people.”

• AI: The Great Equaliser?

We need to bridge the gap between AI's potential and its practical application. How can we ensure equal access to the technology?

"AI will not rescue the SDGs," said Amandeep Singh Gill , the UN Secretary-General's Envoy on Technology.

Rwanda's Minister of Information Communication Technology and Innovation, Paula Ingabire , said AI was more of an opportunity than a challenge for the Global South but digital literacy and the cost of devices need to be addressed.

What to know from Day 3

• Thinking through Augmentation

Much of the potential of AI hinges on its use in the workplace. This session brought together the chief executives of Deloitte, Sanofi, L'Oréal, and Exponential View, to explore the most likely scenarios for jobs and productivity.

• 360° on AI Regulations

Microsoft President Brad Smith joined Arati Prabhakar, the Director of the White House Office of Science and Technology Policy, Vera Jourová , Vice-President for Values and Transparency at the European Commission, and Josephine Teo , Singapore's Minister for Communications and Information, to discuss the future of AI governance.

There are diverse approaches to regulating AI, from the US, EU and multi-nationally to date, but Brad Smith said he expects more convergence in the future.

"We won't have a world without divergence, but people actually care about a lot of the same things and actually have similar approaches to addressing them."

Jourová said AI promises "a lot of fantastic benefits for people".

The regulation is the precondition to cover the risks, but the rest remains to be free for creativity and positive thinking - and in Europe we are well placed.

• Ethics in the Age of AI

Philosopher Michael Sandel explored the ethical questions AI poses, beyond jobs, fairness, privacy and democracy to whether technology would affect what it means to be human.

If we can digitally de-age the actor Harrison Ford in the latest Indiana Jones movie, it is OK to bring back actors such as Humphrey Bogart from the dead?

Sandel showed the audience a video interview of him and director and actor Michael B Jordan discussing casting deceased actors.

It boiled down, he said, to a deep human value of authenticity and presence.

He concluded: "Will new technologies lead us, or are they already leading us and our children to confuse virtual communities and human connection for the real thing? Because if they do, then we may lose something precious about what it means to be human."

What to know from Day 4

• Education Meets AI

AI has the potential to change education and the way we learn. Emilija Stojmenova Duh , Slovenia's Minister of Digital Transformation, joined UAE Minister of Education, Ahmad bin Abdullah Humaid Belhoul Al Falasi , Hadi Partovi , Founder and CEO, Code.org, and Jeffrey Tarr , CEO of Skillsoft to explore how we can adapt and adjust to take advantage.

Partovi said when people think about job losses due to AI, the risk isn't people losing their job to AI.

"It's losing their job to somebody else who knows how to use AI. That is going to be a much greater displacement. It's not that the worker gets replaced by just a robot or a machine in most cases, especially for desk jobs, it's that some better educated or more modernly educated worker can do that job because they can be twice as productive or three times as productive."

The imperative is to teach how AI tools work to every citizen, and especially to our young people.

Will copyright law enable or inhibit generative AI?

• Gen AI: Boon or Bane for Creativity?

Generative AI presents a future where creativity and technology are more closely linked than ever before.

Neal Mohan , Chief Executive Officer of YouTube, joined Daren Tang , Director-General, World Intellectual Property Organization (WIPO), Almar Latour , CEO; Publisher, Wall Street Journal, Dow Jones & Company, and Contemporary Artist, Krista Kim , to explore whether prompts should be copyrighted and how we distinguish what is made by humans from machines.

We need to bring all these actors together to talk and share best practice. We will need some sort of interoperability - that's where the world is heading.

• Technology in a Turbulent World

Davos 2024: Sam Altman on the future of AI

As technology plays an ever bigger role in our daily lives, questions of safety, trust and human interaction become increasingly important.

In a key and highly anticipated Davos session, OpenAI CEO Sam Altman joined Marc Benioff , Chair and CEO of Salesforce, Julie Sweet , Chair and CEO of Accenture, Jeremy Hunt , UK Chancellor of the Exchequer and Albert Bourla , CEO of Pfizer, to discuss these issues.

• Hard Power of AI

From diplomacy to defence, AI is markedly changing geopolitics. Shifts in data ownership and infrastructure will transform some stakeholders while elevating others, reshaping sovereignty and influence.

Leo Varadkar , Taoiseach of Ireland, Dmytro Kuleba , Ukraine's Minister of Foreign Affairs, Karoline Edtstadler , Austria's Federal Minister for the EU and Constitution, Nick Clegg , President of Global Affairs at Meta Platforms and Mustafa Suleyman , Co-Founder and CEO, Inflection AI, explore how the landscape is evolving and what it means for the existing international architecture.

Clegg highlighted the importance of the political, societal and ethical debate happening "in parallel" as the technology is evolving.

Varadkar said AI had huge potential benefits for the future.

As a technology, I think it is going to be transformative. I think it's going to change our world as much as the internet has - and maybe even the printing press.

Reports to read on AI and technology

Global Cybersecurity Outlook 2024

The latest Global Cybersecurity Outlook warns about the threat to cyber resilient from emerging technologies, such as generative AI.

Global Lighthouse Network: Adopting AI at Speed and Scale

This whitepaper explores the impact of machine learning on manufacturing through the lens of the Global Lighthouse Network’s 153 Lighthouses.

Jobs of Tomorrow: Large Language Models and Jobs – A Business Toolkit

How can businesses respond to the changes brought about by large language models on jobs? This white paper, produced in collaboration with Accenture, offers a toolkit for businesses to help their workforces reskill, adapt and take advantage of the potential of the technology.

AI Governance Alliance: Briefing Paper Series

Views from the Manufacturing Front Line: Workers’ Insights on How to Introduce New Technology

Technology is evolving rapidly, and companies, particularly in the manufacturing sector must master the art of introducing emerging technologies to the shop floor. This report, a collaboration with University of Cambridge and constituent members of the Manufacturing Workers of the Future initiative, looks at how technology can be integrated in a long-term, sustainable, human-centric and effective way.

Patient-First Health with Generative AI: Reshaping the Care Experience

How can generative AI help improve healthcare? This whitepaper explores six case studies where companies and institutions are making the promise a reality.

Initiatives and events to know about

AI Governance Alliance

The AI Governance Alliance brings together leaders from across industry, government, academia and civil society to champion responsible global design and release of transparent and inclusive AI systems.

Innovator Communities

The Forum’s Innovator Communities exist to establish relationships with the world’s leading start-ups, some of which will be tomorrow’s big players, and to engage them in the Forum’s work, sharing their insights and, importantly, solutions to global issues we're all facing. The community is comprised of 3 sub-networks: Technology Pioneers ; Global Innovators ; and Unicorns .

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