As an organizer, you can create a submission for an author, edit any existing submission at any time, and upload presentation material for authors. This is useful for invited or keynote speakers who never submitted an abstract, late submissions, and authors who can't access their submission.
Create a submission on behalf of an author
Submissions are created from the submission form on the event website, not from the event dashboard. As an organizer, you can do this even after the submission deadline.
Open your event website and go to the submission form.
Fill out the form with the author's information. Replace your name and email with the author's. Use the author's email address from their registration.
Upload any presentation material (poster, slides, figures or video) if you already have it.
Submit the form. If you see Using a different email?, click Continue. You can still edit the submission later.
Note: Two settings in Submission > Form > Settings can block your submission:
Participants can submit more than once is off and the author already has a submission. The form shows A submission already exists for this email address. Edit their submission instead, or turn the setting on.
Registration is mandatory before submitting is on and the author isn't registered. The form shows The user is not registered to the event. Register the author first, or turn the setting off.
Tip: When the email on the submission matches the author's registration, the submission is linked to that registration. If the emails don't match, the submission may show the Unregistered presenter flag in the Submissions table.
Keynotes and invited speakers
Invited speakers who didn't go through the call for abstracts can still have a presentation page with their slides or video. Either create a submission for them as described above, or ask them to submit through the form.
To register a speaker without charging them, see Add a participant and ignore payment.
Edit an existing submission
You can edit any submission, even after the deadline:
In the event dashboard, go to Submission > Submissions.
Find the submission using the filters or the search bar.
Click Quick view to open the side panel.
Click Edit submission.
From the submission form, you can update any field and upload files for the author, such as their poster or slides. File requirements are listed in How to upload presentation material ahead of the event.
To let the authors know about your changes, select the submission in Submission > Submissions, click Contact, choose the Recipients (Submitters, Presenters and/or Non-presenting authors) and send them an email.
Let authors edit their own submission after the deadline
If you'd rather have authors upload their own material after the deadline:
Go to Submission > Form > Settings.
Toggle on Submissions can be modified when accepted.
Accept the submissions in Submission > Submissions. You need at least one presentation type.
Note: Authors must open their existing submission from their participant dashboard. If they go back to the submission form on the event website, they'll still see the deadline. Share Edit my submission with them.
Only the submitter can edit a submission. Co-authors and presenters can view it but can't edit it.
Check the registration link
The Unregistered presenter flag in Submission > Submissions works this way:
If the submission lists presenters, every presenter must be registered to the event.
If there is no presenter, the system checks the submitter instead.
A registration that is withdrawn or on the waitlist counts as not registered.
If an author is registered but the submission is flagged, check that the email addresses on the submission match the ones on their registration.
Withdraw instead of delete
If a submission should no longer be presented, consider withdrawing it rather than deleting it. Withdrawing keeps the submission in your records:
Open the submission in Submission > Submissions and click Withdraw. You can add an optional reason.
All authors, including the submitter, receive an email with the reason.
Any reviews linked to the submission are deleted.
A withdrawn submission frees up a spot in your event's submission limit, but still counts toward your organization's plan limit.
See Withdraw a submission as an organizer for the full list of effects.