how to write a proposal for a conference presentation

How to Write a Winning Conference Proposal (+Examples)

Discover the art of writing irresistible conference proposals with our guide. Get practical tips and inspiring examples usable as templates to succeed.

7 minute read

helped business professionals at:

Short answer

What is a conference proposal?

A conference proposal is a detailed pitch for a presentation, workshop, or panel at a conference. It outlines your topic, approach, and how it benefits attendees, aiming to convince organizers of your session's value and relevance to their audience.

Even the best ideas can get rejected without a solid proposal

You've got an idea. Not just any idea, but one that sparks interest, drives innovation, and perfectly aligns with your chosen conference's theme. You're ready to share it with the world, confident it will make an impact.

But, in a sea of professionals, all armed with compelling insights, the harsh reality is that not every great idea can make it onto the stage.

Why? Because when slots are limited and competition is fierce, it's not just about what you say; it's about how you say it.

Don’t worry, though - I’ve got you covered. With a blend of expert insights, straightforward tips, and relatable examples instantly usable as templates, I’m here to guide you through creating a proposal that shines brighter than the rest.

Let’s get started!

What are the main types of conference proposals?

Understanding the different types of conference proposals is crucial for tailoring your submission to fit the unique format and audience engagement you're aiming for.

Whether you're a seasoned academic or a professional stepping into the conference scene, knowing these distinctions can significantly enhance your chances of acceptance.

4 main types of conference proposals:

CONFERENCE PAPER PROPOSALS

CONFERENCE POSTER PROPOSALS

ROUND TABLE DISCUSSIONS

PANEL/SESSION PROPOSALS

Conference paper proposals

Scholarly paper: This type involves a deep dive into theoretical or conceptual analysis. You're expected to present an idea, backed by thorough research and a review of existing literature, arguing for a new perspective or approach.

Empirical paper: Focused on research findings, empirical papers require you to present preliminary results and analyses. These are grounded in your methodology, whether qualitative, quantitative, or a mix, offering concrete insights into your study.

Conference poster proposals

Ideal for early-stage research or when seeking more interactive feedback, poster proposals allow you to visually present your work. Attendees can engage directly with you, offering a more personalized discussion about your research findings and methodology.

Round table discussions

These are perfect for fostering in-depth conversations on a specific topic. By sitting at a round table, participants are there specifically to engage with your work, providing a unique opportunity for detailed feedback and networking.

Panel/Session proposals

When you're looking to create a broader dialogue around a cohesive theme, panel or session proposals are the way to go. These involve coordinating multiple speakers to present on related topics, enriching the conference program with diverse perspectives and expertise.

What is a typical conference proposal outline?

The right conference proposal outline is not just a list; it's a carefully crafted narrative that guides your readers through your thought process, convincing them of the value and relevance of your work.

Here's how to structure your proposal to make a lasting impression, ensuring every element works together to showcase your idea in the best light possible.

11 essential elements of a conference proposal:

Title: Your first opportunity to grab attention. Make it informative and compelling, reflecting the essence of your presentation.

Abstract: A concise summary that highlights your proposal's main idea, objectives, and significance, offering a snapshot of what to expect.

Introduction: Introduce your topic, its relevance, and its significance to the conference audience, setting the context for your proposal.

Objectives and goals: Clearly articulate what you aim to achieve, aligning your objectives with the overarching themes of the conference.

Theoretical framework: For scholarly proposals, outline the theories or concepts that underpin your argument or research, providing a solid foundation.

Methodology: Detail the methods used in your research, essential for empirical studies, including how data was collected and analyzed.

Preliminary findings or arguments: Present the core results of your research or the principal arguments of your analysis, offering insights into the value of your work.

Significance and contribution: Demonstrate how your proposal advances the field, fills a knowledge gap, or presents a new perspective.

Conclusion: Sum up the key points of your proposal, reinforcing its relevance and potential impact on the conference and its audience.

References: List key references to acknowledge prior work and contextualize your proposal within the broader discourse.

Biographical note: Provide a brief bio to highlight your expertise and qualifications, establishing your credibility on the topic.

What is the best conference proposal format?

In the past, conference proposals often looked a lot like academic papers: lots of text, packed into PDFs or Word documents. While this method was thorough, it sometimes made it tough for readers to quickly grasp the heart of your ideas. I

But here's the thing – the way we share and digest information has changed, and so have the expectations around conference proposals.

The truth is, walls of text don't engage us like they used to. In our fast-paced, digital world, engagement is key. People want to interact with the content they're consuming, not just passively read it.

So, how do you make your conference proposal stand out? By bringing it to life with interactivity.

Think about adding clickable links that dive deeper into your research, embedding short videos that summarize your findings, or including interactive charts that let readers explore your data firsthand.

These interactive elements can transform your proposal from a static document into an engaging journey, making your ideas shine brighter and encouraging a deeper exploration of your work.

Here’s an overview of the most popular formats:

Conference proposal examples that get you accepted

The best conference proposals out there, the ones that effortlessly make their way onto conference agendas, all share a few key traits.

First off, they lay out their ideas in a way that's easy to grasp, avoiding jargon and fluff. They're also incredibly engaging, drawing readers in with compelling narratives, interactive elements, or fascinating findings.

Plus, they demonstrate the significance of their work, showing how it pushes the envelope in their field.

The examples we’re about to explore have all mastered this art. I’m about to share what makes each of them particularly successful, so you can easily apply the same principles to your deck.

Conference workshop proposal

This conference workshop proposal has been designed to offer a comprehensive overview of an upcoming workshop aimed at enhancing data-driven decision-making skills.

It stands out for its strategic structure, engaging content, and interactive elements, making it a compelling read for organizers, potential participants, or sponsors.

What makes this conference proposal great:

Clear agenda slide: The proposal features a well-organized agenda slide that outlines the workshop's flow, including sessions on interactive design principles, tool proficiency, storytelling for impact, and ethics in data representation.

Clear outline of costs: The deck includes a detailed breakdown of the costs associated with different parts of the workshop, such as hands-on workshops, expert-led demonstrations, and panel discussions.

Option to embed external links or videos: The proposal leverages the capability to embed external links or videos, enriching the presentation with additional resources and multimedia content.

Conference pitch deck

This presentation is a great example of how to effectively communicate the essence and value of a conference.

By balancing text and visuals, providing options for customization, and clearly outlining budgetary considerations, it stands out as a compelling tool for engaging potential sponsors and attendees.

What makes this deck stand out:

Use of grayed-out content: The deck employs grayed-out content strategically, focusing the reader's attention on key points and making the presentation easier to follow.

Option to edit details post-send: Offering the flexibility to edit details after sending the deck ensures that the information remains up-to-date and can be tailored to the recipient's interests or feedback, enhancing the personalization of the pitch.

Clear budget outline: A transparent and detailed budget outline is provided, giving potential sponsors and partners a clear understanding of the financial aspects of the conference.

Conference presentation design proposal

This proposal is a prime example of how to effectively pitch a conference presentation design service. It's tailored for companies looking to enhance their conference presentations with dynamic and engaging design solutions.

The agency promises to tackle common challenges like design complexity, audience engagement, and message clarity, using innovative design strategies to propel clients' messages forward.

Interactive data visualization components: The proposal highlights the use of interactive data visualizations, ensuring that complex information is presented in an engaging and understandable way.

Expandable text sections: It incorporates expandable text sections, allowing readers to dive deeper into specific areas of interest without overwhelming them with information upfront.

Clear next steps outline: The proposal concludes with a well-defined outline of next steps, from consultation to implementation kickoff.

Conference funding proposal

This conference funding proposal is a masterclass in how to effectively seek sponsorship and support for a high-profile event.

It’s designed not just to inform but to engage potential sponsors, offering them a clear vision of the event's impact and the benefits of partnership.

Video on the cover slide: The inclusion of a video right on the cover slide immediately captures attention, providing a dynamic introduction to the proposal and setting the tone for what's to come.

Content segmented in tabs: The proposal smartly segments its sponsorship packages (Silver, Gold, Platinum) into tabs, making it easy for potential sponsors to navigate through options and find the one that best fits their budget and marketing goals.

Narrator slide: A dedicated slide narrates the success of past events. This builds credibility, but also lets readers explore the tangible benefits previous sponsors have enjoyed at their own pace.

Summit sponsorship proposal

This proposal stands out by effectively communicating the value proposition to potential sponsors, showcasing how their brand can benefit from being associated with the summit.

Testimonials slide: Including a slide dedicated to testimonials from previous sponsors or partners, complete with customizable logos, adds a layer of trust and credibility.

Option to embed external links: The ability to embed external links within the proposal offers sponsors direct access to more detailed information, such as past event highlights, detailed sponsorship package benefits, or even media coverage.

Multiple image and video placeholders: Incorporating various placeholders for images and enables the presentation of compelling content that can showcase past events, highlight attendee testimonials, or even offer a virtual tour of the venue.

Conference sponsorship proposal

This conference sponsorship proposal stands out for its strategic approach to presenting information, its innovative features designed to enhance sponsor engagement, and its visually appealing presentation.

It serves as an effective tool for securing sponsorships and reflects your company’s professionalism and commitment to creating mutually beneficial partnerships.

Option to extract branding from any website: This innovative feature allows you to easily integrate your branding into the event's promotional materials, ensuring a seamless and consistent brand presence throughout the conference.

Perfect balance of text and visuals: The proposal strikes an ideal balance between informative text and engaging visuals, making it easy for potential sponsors to quickly grasp the event's essence and the sponsorship opportunities available.

Clean layout: The clean and organized layout of the proposal ensures that information is presented clearly and concisely, making it easy for readers to navigate through the different sections and understand the key points.

Conference sponsorship deck

By combining scroll-based design, actionable features, and smart security measures, this conference sponsorship deck conveys the value of the event and facilitates a smooth transition from interest to action.

Scroll-based design: As viewers scroll through the deck, they're taken on a guided journey through the conference's highlights, sponsorship packages, and key benefits. This keeps potential sponsors engaged and interested in learning more.

Embedded calendar: Including a calendar as a call-to-action is a smart move. It enables potential sponsors to immediately book a meeting or express interest, reducing the friction in the follow-up process and increasing the chances of securing sponsorship.

Smart control measures: The ability to lock the deck with a password adds an extra layer of security and exclusivity. It ensures that only intended recipients can access the information, protecting sensitive details about the event and sponsorship opportunities.

Proposal for organizing a conference event

This proposal, while more aligned with event organization, showcases a dynamic and engaging approach to presenting a conference concept.

It's a vivid example of how modern proposals can captivate and communicate effectively, blending detailed planning with interactive elements to draw the reader in.

Average reading time on the cover: Immediately, readers know how much time they'll need to invest, setting expectations and respecting their time from the outset.

Dynamic variables for personalization: The use of placeholders like {{first_name}} suggests a tailored experience, making each reader feel directly addressed and valued.

Running numbers for key metrics: Presenting key metrics such as the number of events organized and happy customers offers concrete evidence of success, building trust and credibility.

Conference event proposal

This proposal is an example of how to effectively communicate the essence, value, and logistical details of a significant corporate event.

By incorporating a clear event program timeline, showcasing their portfolio, and enabling social media engagement, it effectively positions the summit as a must-attend event for industry leaders looking to drive business success through innovation and collaboration.

Timeline slide: The proposal includes a timeline slide that provides an overview of the event's program. It outlines the sequence of sessions and workshops, ensuring attendees understand the flow of the event and the value it offers.

Option to add a portfolio: This option lets you showcase previous successful events and build trust with potential attendees and sponsors by providing tangible evidence of your expertise.

Social media icons: The proposal cleverly integrates social media icons with external links, enabling readers to easily connect with you on various platforms.

How do you write a conference proposal?

Writing a conference proposal is more than just pitching an idea; it's about crafting a message that resonates with both the organizers and the attendees.

It requires you to distill complex concepts into a compelling narrative, focusing on maximizing impact and alignment with conference goals.

Here's how to write your conference proposal to capture attention and secure your spot on the stage.

1) Understand the selection criteria

Start by getting familiar with the conference's goals and themes. Tailoring your proposal to reflect these specifics shows that you've done your homework and are committed to contributing value.

Whether it's highlighting how your topic supports the conference's overarching theme or addressing a gap in the current discourse, alignment with the conference's goals is crucial.

2) Identify current trends or unique angles

Understanding what's currently trending in your field can significantly enhance the relevance of your proposal. Dive into recent journals, conference programs, and discussions with peers to grasp the hot topics.

However, the key is not just to follow the trends but to offer a fresh perspective or a unique angle on a well-trodden subject.

This approach ensures your proposal adds new value to the ongoing conversation, making it more appealing to conference organizers.

3) Craft a compelling abstract

Your abstract is the essence of your presentation, distilled into a few powerful sentences. It should clearly articulate the problem you're addressing, your unique approach or solution, and the impact or takeaway for the audience.

A well-crafted abstract makes your proposal stand out by providing a clear and engaging summary of what attendees can expect.

4) Clearly define your intended audience

Identifying your target audience within the proposal shows that you've considered who will find your session most valuable.

Detailing this helps organizers see how your presentation fits into the broader conference agenda and appeals to attendees.

5) Choose the best format for your message

Conferences offer various formats for presentations, from workshops and poster sessions to panels and individual talks. Selecting the right format for your content can enhance its impact.

Consider your strengths and the nature of your message when choosing how to present it. Interactive workshops are great for practical takeaways, while panel discussions can offer diverse perspectives on a complex issue.

6) Use data to support your proposal

Where applicable, include data or research findings that support the need for your session or its relevance.

This could be survey results indicating interest in your topic, statistics highlighting a problem your session addresses, or data from your own research.

Including evidence makes your proposal more persuasive and underscores the value of your contribution.

7) Define clear outcomes

Be explicit about what you want your audience to learn or achieve by attending your session. Whether it's new knowledge, skills, or perspectives, your proposal should outline the specific outcomes you aim for.

Design your presentation to deliver these outcomes, ensuring your audience leaves with valuable insights they can apply in their own contexts.

8) Incorporate active learning opportunities

Modern audiences expect more than just to listen; they want to participate. Design your session to include opportunities for active learning, such as discussions, hands-on activities, or interactive Q&A segments.

Highlighting these elements in your proposal can make your session more attractive to both organizers and attendees.

9) Submit multiple proposals

If the conference allows, submitting more than one proposal can significantly increase your chances of being selected. Each proposal is a unique opportunity to showcase a different aspect of your expertise or interest.

However, ensure each idea is well-thought-out and relevant to the conference themes. This strategy not only shows your enthusiasm but also your versatility as a speaker.

10) Incorporate evidence of past success

Your proposal should clearly communicate why you are the right person to present on the topic. Include brief mentions of your education, experience, or unique insights that qualify you as an expert.

If you've spoken at other conferences or have relevant accomplishments, briefly mention these in your proposal.

If you're early in your career, consider co-presenting with a more experienced colleague to combine fresh perspectives with proven expertise.

11) End with a smart call to action

Incorporating a smart call to action, such as an embedded calendar link for a meeting or a QR code for additional resources, can set your proposal apart.

It shows you're proactive and ready to engage further, making it easier for the committee to envision working with you.

Example of an effective call to action:

Interactive conference proposal templates

Starting from scratch on a conference proposal can be quite challenging. You need to strike the perfect balance between being informative and engaging, without overwhelming your audience with too much text.

Interactive conference proposal templates serve as a structured guide, helping you navigate through the essential components of your proposal.

They ensure that you cover all the necessary points in a concise manner, making the writing process smoother and more efficient.

Just grab one.

Hi, I'm Dominika, Content Specialist at Storydoc. As a creative professional with experience in fashion, I'm here to show you how to amplify your brand message through the power of storytelling and eye-catching visuals.

Found this post useful?

Subscribe to our monthly newsletter.

Get notified as more awesome content goes live.

(No spam, no ads, opt-out whenever)

You've just joined an elite group of people that make the top performing 1% of sales and marketing collateral.

Create your best conference proposal to date.

Stop losing opportunities to ineffective presentations. Your new amazing deck is one click away!

Newly Launched - AI Presentation Maker

Researched by Consultants from Top-Tier Management Companies

AI PPT Maker

Powerpoint Templates

Icon Bundle

Kpi Dashboard

Professional

Business Plans

Swot Analysis

Gantt Chart

Business Proposal

Marketing Plan

Project Management

Business Case

Business Model

Cyber Security

Business PPT

Digital Marketing

Digital Transformation

Human Resources

Product Management

Artificial Intelligence

Company Profile

Acknowledgement PPT

PPT Presentation

Reports Brochures

One Page Pitch

Interview PPT

All Categories

Top 10 Conference Proposal Templates With Samples and Examples [Free PDF Attached]

Mohammed Sameer

Thousands of technology-related events are held daily, from casual get-togethers to multi-day conferences with large budgets. Many of them zero in on their speakers through the often-anonymous Call for Proposals process.

Many well-established platforms are available that make it easier to browse potential speaking opportunities, but materials advising on writing conference proposals or preparing an excellent presentation depicting your expertise remain scarce.

This blog will take you through the Top 10 Conference Proposal Templates to address this major pain point that is a burden on your mind. These templates are built after hours of hard work and have a fair amount of creative thought as input. One look and you will be convinced of their use for your conference proposals. 

Top 10 Conference Proposal Templates We Bet On

To make the process of writing an inclusive conference proposal simple and easy, here are steps that you must follow (with templates):

Always Follow Outlined Call for Speakers Rule

It may appear obvious, but you'd be surprised to learn that at least 30% of the conference proposals violate predefined rules for talk abstracts and submissions. We believe some more experienced speakers ignore the guidelines and copy-paste proposals. Still, the only result is that the proposal ends up in the "rejected" pile.

There are strict requirements and more lenient guidelines, but no matter how skilled you are in public speaking, read the instructions carefully before submitting and ensure the proposal adheres to these.

Your hand-picked Conference Proposal Template:

Download this template

Steer Clear of Sloppy Formatting

We check for spelling and grammar errors when writing copy, especially when launching product campaigns or applying for jobs. Conferences are no exception. Typos, errors, and general laziness are easily detected and reflect poorly on submissions.

Take the time to proofread the abstracts.

Here’s a Conference Proposal Template with pristine formatting:

Ask Friends to Proofread

Whether you're confident in the quality of the talk abstract or not, it's often beneficial to ask a few colleagues to proofread not only for errors but also for confusing or vague statements (your spellcheck won't catch that one, my friend). Nothing beats a fresh pair of eyes, especially after butchering a proposal all night (we've all been there).

Here’s your editable template:

Many language exams have minimum and maximum writing section limits. Imagine going through hundreds of pages, if every participant decides to ignore the word limit. Skill and knowledge do not necessitate lengthy text.

Most JSConfs receive 500 proposals on average; assuming a strict 1-minute reading time per submission, that's still an entire workday of reading. Each potential candidate deserves a thorough read and understanding of their pitch before rating, which is difficult given the volume and length of applications.

A good rule of thumb is two to three paragraphs that express your idea clearly.

Get this template

Use Inclusive Language and Avoid Shaming

While it is entirely up to the curators, we firmly believe that inclusion and how we choose to express ourselves in both written and spoken language are essential factors to consider. Unfortunately, ableism and shaming are relatively common in talk submissions. To clarify, we'd like to quote Andy Hollandbeck's post "Disabling Ableist Language:"

Any word or phrase that devalues people with physical or mental disabilities is considered ableist language. Its appearance is frequently the result of our innate sense of what it means to be normal rather than any intentional desire to offend.

We silently imply — and readers infer — that mental and physical disorders are avoidable personal failings rather than medical conditions beyond a person's control when we use words like crazy, lame, insane, schizo, dumb, psycho, and spazzed, without thinking.

"How to Stay Sane as a Developer," "crazy hack," and "a dumb framework" are just a few examples. As organizers, we always want to provide everyone with a safe, welcoming environment. Even as these mistakes are often made unconsciously, educating yourself and avoiding exclusionary, hurtful phrases is simple. Shaming competitors, tools, or individuals will also get you nowhere.

Grab this template

Stay Away From Product Pitches

Most events expressly state that product pitches and other forms of upselling are strictly prohibited. However, it's important to distinguish between a pure marketing talk (essentially trying to sell your company to the attendees) and an interesting case study that includes the product you helped build.

The latter involves lessons learned that can be universally applied to solving problems the audience encounters daily. A product pitch does not provide solutions, but rather highlights the advertised product. Consider it a 30 to 60-minute advertisement. Don't try to sell anything (at least directly).

Show, Don’t Tell

"Show, don't tell" is a well-known writing technique that can be used in fiction and nonfiction. Why is this important, you may wonder? A few successful proposals flawlessly implement it.

Tell a story instead of simply stating opinions or facts (e.g., "React is the most popular JavaScript library") or revealing all of your cards at once. Create a visual scene, especially from the perspective of an attendee. Is there a common thread? What will I discover? Focus on the main points and leave out some details that the organizers want to know.

Use Your Creativity; Be Original

Presentations about frameworks or libraries are common at technology conferences. With a few exceptions, while some curators see this as a benefit, we find it almost detrimental. It won't offer much value to the attendees unless you've created the library you're talking about and can offer first-hand insights that aren't available across any online documentation and blog posts.

Submit More than One Proposal

Never bet the farm on a single idea, no matter how confident you are—brainstorm and prepare several talks. No proposal is too experimental or too advanced to be considered. It doesn't take a mathematician to figure out that your chances improve as the number of proposals submitted increases.

However, be wary of remixing the same topic; each one should have unique talking points, angles, or possible learnings for the audience to consider as a possible winner.

Don’t Sell Snow to Eskimos

Before we conclude, we'd like to point out a widespread mistake we see in conference proposals and presentations: A speaker selling something the audience already likes.

For example, you would not go to the JVM Language Summit and give a presentation about how great the JVM is and how everyone should use it. Instead, you'd go to the JVM language summit and demonstrate to the audience how great the JVM is by telling them about your project , which was only possible because you chose to base it on the JVM.

Final Thought

Reviewers want to put on the best conference possible. They want to see your presentation on stage, but you must provide the evidence they require to feel confident in recommending you. Show the reviewers that you considered the audience, and you'll make their decision much easier.

FAQs on Conference Proposal Templates

What makes a good conference proposal.

A successful conference proposal, like an abstract, will clearly and succinctly introduce, summarise, and draw conclusions about your topic and findings. Though each conference is unique, all conference proposals include objectives and conclusions. Make sure to follow the submission guidelines for the conference, which will be listed on the conference website. A committee at each conference evaluates the relevance and merit of each proposal. Here are some essential factors to consider when creating your own:

What is the proposal format?

Format to a proposal is what music is to ears. A well-constructed proposal format includes the purpose, goals, specific objective, method, and anticipated project impact. Goals must be stated in measurable terms, specific, and consistent with the statement of need and the proposed project's purpose.

What are the five things every proposal must include?

Although you can be flexible with what you want to include in your proposal. The key is to be precise and impactful. 

Here are five things that every successful proposal always has:

•   Abstract/Summary. The proposal's most crucial component is the abstract.
•   Statement of Need. What is the problem you're addressing, and why is it important?
•   Project Activity, Methodology, and Results
•   Evaluation
•   Dissemination
•   Budget and Survival Funding

How to present a proposal?

Business proposal presentations culminate in a lengthy sales process between you and your clients. You risk losing the client's buy-in, if you don't structure it in the correct manner or take the time to craft one with care. As a result, getting it right is critical. Here’s how you can present a proposal in an effective way:

• Make the most of your meeting time from the start.
• Prepare a detailed agenda.
• Discuss the customer's problems and challenges.
• Interrupt and ask questions.
• Lead with stories, not numbers.
• You should not read from your PowerPoint slides.
• Present your solution while also selling them on your vision.
• At the end of the meeting, establish a clear follow-up timeline.

Download the free Conference Proposal Templates PDF .

Related posts:

• Top 10 Business Loan Proposal Templates to Ensure Funding (Free PDF Attached)
• How to Write a Compelling Business Loan Proposal: A Step-by-Step Guide [Templates Included]
• How to Design the Perfect Service Launch Presentation [Custom Launch Deck Included]
• Quarterly Business Review Presentation: All the Essential Slides You Need in Your Deck

Liked this blog? Please recommend us

This form is protected by reCAPTCHA - the Google Privacy Policy and Terms of Service apply.

--> Digital revolution powerpoint presentation slides

--> Sales funnel results presentation layouts

--> 3d men joinning circular jigsaw puzzles ppt graphics icons

--> Business Strategic Planning Template For Organizations Powerpoint Presentation Slides

--> Future plan powerpoint template slide

--> Project Management Team Powerpoint Presentation Slides

--> Brand marketing powerpoint presentation slides

--> Launching a new service powerpoint presentation with slides go to market

--> Agenda powerpoint slide show

--> Four key metrics donut chart with percentage

--> Engineering and technology ppt inspiration example introduction continuous process improvement

--> Meet our team representing in circular format

Dave Cheney

The acme of foolishness, how to write a successful conference proposal, why public speaking is good for your career, presentations and proposals are different things.

Your talk and the proposal to give that talk are different because they target different audiences. The former is what you are going to present on stage, the latter is a pitch to the reviewers to let you give that presentation.

Writing a good conference proposal is a different skill than writing the presentation itself . This article is aimed at writing a good proposal with a focus on the reviewer of your proposal as the audience.

Focus on the audience

Speaking of audiences, good public speakers start planning a presentation by identifying the audience they want to address. Presenting at a conference is like teaching a class, you have to present the material at the level of the people in the room.

It’s not just a question of beginner, advanced, or expert, you also have to consider the kinds of people at the conference. If it’s a vendor conference, there are probably going to be lots of managers, (pre) sales people, and business decision makers in the audience. While they might also be competent engineers, they’re at that conference wearing their business leader hat. They want to hear a different story; reliability, ease of maintenance, or evidence of widespread adoption, than an audience of software engineers who are more likely interested in things such as performance, orthogonality, and extensiblity.

Who are the reviewers?

Who are the reviewers and what do they want.

For smaller conferences it’ll be the organiser, or organisers, of the conference you’re applying too. For larger conferences it will likely be a group of reviewers who the organisers have invited to review proposals, this is the model that GopherCon follows. For really large conferences, such as OSCON, they will have a group of reviewers per track who funnel their recommendations up to a programme chair or set of program coordinators.

Regardless of their size, conference reviewers are charged with recommending to the organisers a set of talks they think are interesting and appropriate for the audience of the conference.

Most review panels are confidential, so you shouldn’t know anything about the individual reviewers, although you can probably guess that they will be experienced in the subject of your conference.

Most proposal are reviewed anonymously, at least in the initial rounds. This means the reviewers must judge your proposal, and your ability to present it, using only the fields provided on the submission form.

it’s important to remember that at least in part, all conferences are commercial enterprises. Venue owners have bills to pay just like the rest of us, and at a minimum speakers need to be compensated for their travel and lodging, otherwise the programme will be filled with people who are paid by their employer to speak.

To put it bluntly, reviewers are looking for talks that people will pay to see. This might sound capitalistic, but it turns out that this is what the audience want as well. At GopherCon we cover the travel and accommodation expenses of all our speakers. We think this is important because we want to hear what the speaker thinks, not their marketing department.

All of these are factors that reviewers will be considering when reading your proposal.

What to put in a proposal

Almost every conference call for proposals will ask for the following; title, abstract, and description. They may ask for other things like a biography, questions about AV requirements for your talk, and so on, but with respect to successful acceptance, these three items are key.

A title is mandatory on almost every talk submission system I’ve seen. It’s your one line elevator pitch to entice the audience to come to your talk.

Keeping the title a little vague, or quixotic is popular, but I tend to stay away from 11 things that will make your proposal sound like a buzzfeed article. I’m not saying never do that, but if you do, you’d better pack a heck of a proposal behind your braggadocios

Conference organisers usually ask you to provide a talk abstract as they often don’t feel it is appropriate to summarise your proposal for you. This abstract will be printed in the program or placed on the website so potential visitors to the event know what they’ll be seeing.

There are usually restrictions on the size of the abstract. One sentence that describes the topic that you’ll be talking about, and one sentence that describes what the audience will take away from listening to your talk or participating in your workshop, is all you need.

Together with the title, these are the two pieces of information the eventual conference audience will use to decide if they want to come to your session or not.

Talk description

This is where you sell your talk idea, and the place, as a reviewer, I have seen so many good proposals with interesting ideas fail to make the cut because they simply didn’t include enough detail .

This is where my advice differs from other’s you’ll read on the web. Many pieces of advice encourage you to write less in your description, sometimes out of recognition that the organisers are busy and you don’t wish to burden them. I wanted to take some time to explain why I push every speaker to write more detail.

You are looking to do three things when writing a description of your talk:

• Make it clear to the reviewers that you know what you are talking about.
• That you have a plan to communicate what you know to the audience and you’ve thought about how to do this within the time limit of the speaking slot.
• Answer all the selection criteria for the conference.

The first point is self explanatory, but you still need to make sure that you communicate this clearly to your reviewers. For example, if you’re talking about how to manage a large open source project, then make sure you mention that in the proposal, “as the maintainer of a large open source project”. If you plan to talk about a subject in the third person, then you should cite your sources, “for my PhD thesis I studied the day to day interactions of the top 10 projects on GitHub”. You don’t have to be an expert, but if your goal is to communicate something new to the audience, you should demonstrate that you know more about the topic than they do.

The second point relates to how likely you are to effectively communicate your ideas. The reviewers want to feel comfortable that you have a plan. It is all too common to see a proposal for an hour long session with only a sentence or two for the description. The less you write in a conference proposal, the more the reviewers are left to take it on faith that you’ll do a good job.

The opposite is also true. Occasionally I see a proposal for a talk that includes every possible aspect of a subject. Reviewers are generally wary that the speaker cannot cover all their material in the time available–few conferences can afford C++Con’s multi-part multi-hour format. A presenter that doesn’t manage their time, rambles without conclusion, or covers a lot of material in common knowledge is going to waste the audience’s time. That’s not just unfair to the audience, but unfair on the speakers that follow who must deal with a disgruntled audience.

One thing that I recommend to anyone considering submitting a proposal is to include an outline of your talk in the proposal. This can be literally the headings of your slides, or your ideas in bullet points. As a reviewer this makes it crystal clear that you’ve not only thought about your idea, but how to present it.

The last point, address all the selection criteria, I cannot emphasise enough. Review committees strive to be fair and often rate all proposal by a common standard. It crucial to address the selection criteria clearly as these are the ground rules by which every proposal are judged.

This point is probably the trickiest as not all conferences publish their selection criteria. Sometimes conferences ask for talks along a particular theme and these can be substituted for criteria in a pinch. If there are no criteria available–don’t guess, ask the organisers. If they don’t have any to share, which can happen with smaller conferences, then think about the audience and the wider ecosystem of the conference’s focus and ask yourself “if I were thinking about coming to this conference, what would I like to hear about?”

If you take away one thing from this section it is this– proposals with less detail loose out to proposals that provide more –as they do not provide the reviewer with sufficient evidence to be confident in their recommendations.

Don’t sell snow to Eskimos

Before closing I want to highlight a very common mistake I see in both conference proposals, and conference presentations, which is a speaker selling their audience on a thing the audience already likes.

To give an example, you wouldn’t go to the JVM Language Summit and give a presentation about how great the JVM is and they should use it. Instead, you’d go to the JVM language summit and show  the audience the JVM is great by telling them about your project which was only possible because you chose to base it on the JVM.

Don’t take my word for it

Finally, if you’ve read this far, I encourage you to read what others have written on the topic, especially where their advice differs.

Karolina Szczur recently wrote a great article on writing conference proposals and includes many references to similar articles for further reading.

Reviewers are looking to put together the best conference they can. They want to see your talk on stage, but you have to give them the evidence they need to feel confident in recommending you. Show the reviewers you’ve thought about the audience, and you’ll make their decision a lot simpler.

Related posts:

• How to write benchmarks in Go
• Practical public speaking for Nerds
• Simulating minicomputers on microcontrollers
• 2015 is going to be the year of Go

Conference Proposal

Proposal maker.

We all want to turn our big idea into a proposal example and submit it to a conference, right? It is the first step in making your idea to happen in reality. But, it is not that easy and simple. Especially when you are required to write a conference proposal for your idea.

Conference Proposal Example

• Google Docs

Size: A4, US

Conference Proposal Template

Writing a conference proposal is like writing a research proposal it’s very daunting but you will find it very important and essential when you are eager enough to make your idea to happen. Luckily, this article provides you guidelines, steps, and tips for writing a conference proposal to get you started.

Request for Proposal for Professional Conference

Size: 795 KB

Conference Paper

Size: 15 KB

Sample Academic Proposal

Size: 205 KB

Conference Sponsorship Proposal Format

Size: 363 KB

Conference Attendance Sample

Size: 308 KB

How to Write a More Effective Conference Proposal

Writing a conference proposal or even a request for proposal is not an easy task, especially when you are new to it. You may describe writing a proposal to be daunting and overwheliming. That’s actually true, however, there are steps in writing a more effective conference proposal so that you would crash out that unwanted feeling.

• Review your proposal and check for errors and typos.
• Write less jargon, those terminologies that only you can understand.
• Master the details and give the audience a good feel when you talk.
• Deliver yourself clearly.
• Lastly, submit your proposal ahead of time.

But if you don’t really feel to write this proposal, we got free proposals here available for download.

How to Write a Proposal for a Conference Presentation

For writing a proposal for a conference presentation, here is what you can do:

• Just like a project proposal , start from the introduction, followed by the main body, and then the conclusion.
• Get the attention of the audience with a compelling intro or from a question, quotation, or anecdote
• Tell the audience what your presentation is all about. The main discussion and the main ideas and points to cover.
• Arrange the topics in chronological order.
• Use transition statement.
• Support your main ideas.
• Summarize all your presentation.
• Finish it with a strong ending and don’t introduce new ideas.

Format for International Conference

Quality Education Conference

Size: 309 KB

Format for Leadership

Guidelines for Writing a Conference Proposal

No matter what proposal it is, it really needs guidelines and tips so that you can write a more effective proposal.

• The very first thing you need to do is to explain why your proposal is important . This is to know what could be and how would it contribute the organization or institution.
• Have a clear point and articulate it precisely . The smart goal of your proposal is to be understood by the reader.
• Proofread your proposal . This is to prevent from typos, grammatical errors, and unnecessary jargon.
• Get opinions from editors and/or critics . You need a second opinion from them to improve the idea of your proposal and the clarity of expression.
• Never cite information in your proposal from unreliable sources. So you would not talk about wrong information.
• Lastly, take these guidelines very seriously . It may not be similar to a business proposal , it should still look professional

Text prompt

• Instructive
• Professional

Generate a proposal for a new school recycling program

Compose a proposal for a school field trip to a science museum.

We apologize for any inconvenience as we update our site to a new look.

• Walden University
• Faculty Portal

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] .

• Previous Page: Choosing an Audience
• Office of Student Disability Services

Walden Resources

Departments.

• Academic Residencies
• Academic Skills
• Career Planning and Development
• Customer Care Team
• Field Experience
• Military Services
• Student Success Advising
• Writing Skills

Centers and Offices

• Center for Social Change
• Office of Academic Support and Instructional Services
• Office of Degree Acceleration
• Office of Research and Doctoral Services
• Office of Student Affairs

Student Resources

• Doctoral Writing Assessment
• Form & Style Review
• Quick Answers
• ScholarWorks
• SKIL Courses and Workshops
• Walden Bookstore
• Walden Catalog & Student Handbook
• Student Safety/Title IX
• Legal & Consumer Information
• Website Terms and Conditions
• Cookie Policy
• Accessibility
• Accreditation
• State Authorization
• Net Price Calculator
• Contact Walden

Walden University is a member of Adtalem Global Education, Inc. www.adtalem.com Walden University is certified to operate by SCHEV © 2024 Walden University LLC. All rights reserved.

How to Write a Winning, 3-Part Conference Proposal

Most conferences receive more proposals than they can include, so how can you ensure that your’s ends up in the program ? In general reviewers are looking for papers that integrate well with the conference theme and offer a focused and original response towards current (relevant, important) issues. Your abstract is key here. It is must be clear, concise and persuasive. It helps if you think of it as a three-part document with an introduction, argument and conclusion:

Introduction

• Choose a descriptive title that indicates your specific question, rather than a general topic. Ensure that readers can understand what your talk is about at a glance.
• Fit your proposal to the conference theme (and comply with submission requirements!). Try to include buzzwords from the Call For Papers and list of suggested topics.
• Introduce your topic by linking it to current debates. Outline and problematize those ideas, identifying any gaps, or unresolved issues within the literature. You don’t necessarily have to cite specific authors (or include footnotes) although it often helps if you do identify at least one, or two relevant theorists within the text.

This is where you need to promote your own thesis.

• First, explain how your paper addresses the issues that you have just identified.
• Explain why your question is significant, why your research is original and your observations important.
• In a twenty-minute presentation it is likely that you will only have time to make 3 – 4 solid points leading towards a conclusion and discussion. It helps if you can outline what those points are and how you arrive at your conclusion.
• Detail your thesis and methodology. For example you might argue that ‘by considering this specific material in this particular way I show these three things”. Ensure that your reasons for making these links are clear, so that readers are persuaded that your overall approach is persuasive, or at least of interest.
• Concisely summarize the evidence you have gathered and what conclusions can be drawn from it.
• End by emphasizing the important contribution, or impact of this research.

Finally, before you submit proofread your work. Use simple language and avoid jargon. Ensure that cited author names are spelt correctly and the year of publication is accurate. Check whether your audience is specialist, or interdisciplinary. If generalist, provide definitions and background details as required. Ask colleagues, or people outside of your field to read it. If they can’t understand your abstract then rewrite it.

If you are still rejected you can always email the selection committee and ask if they can give you any feedback to help your proposal for future submissions.

Rate this article Cancel Reply

Your email address will not be published.

Enago Academy's Most Popular Articles

• Reporting Research

Beyond the Podium: Understanding the differences in conference and academic presentations

Conferences can be captivating as it where knowledge meets presentation skills. They serve as dynamic…

• Old Webinars
• Webinar Mobile App

How to Ace Your Next Virtual Academic Conference

Identifying the right conference Designing video presentations Handling Q&A professionally Tips for virtual networking

• Global Korea Webinars

국제회의를 위한 연구발표 준비하는 방법

올바른 컨퍼런스 식별하기 프레젠테이션 설계 전략 질의응답 확인 및 관리 네트워킹에 대한 효과적인 팁

• Career Corner
• PhDs & Postdocs

Tips to Present Your Scientific Poster Effectively

This article focuses on the prerequisites and tips on developing a poster/e-poster. Traditionally, scientific posters…

A Researcher’s Guide to Making the Most of Academic Conferences

Academics know the importance of attending conferences as part of their career. Conferences provide valuable…

6 Simple Ways to Handle a Q&A Session at a Conference

4 Quick Tips to Effectively Engage the Audience in Your Research Presentation

Sign-up to read more

Subscribe for free to get unrestricted access to all our resources on research writing and academic publishing including:

• 2000+ blog articles
• 50+ Webinars
• 10+ Expert podcasts
• 50+ Infographics
• 10+ Checklists
• Research Guides

We hate spam too. We promise to protect your privacy and never spam you.

• Industry News
• Publishing Research
• AI in Academia
• Promoting Research
• Diversity and Inclusion
• Infographics
• Expert Video Library
• Other Resources
• Enago Learn
• Upcoming & On-Demand Webinars
• Peer-Review Week 2023
• Open Access Week 2023
• Conference Videos
• Enago Report
• Journal Finder
• Enago Plagiarism & AI Grammar Check
• Editing Services
• Publication Support Services
• Research Impact
• Translation Services
• Publication solutions
• AI-Based Solutions
• Thought Leadership
• Call for Articles
• Call for Speakers
• Author Training
• Edit Profile

I am looking for Editing/ Proofreading services for my manuscript Tentative date of next journal submission:

In your opinion, what is the most effective way to improve integrity in the peer review process?

Writing a conference proposal: A step-by-step guide

Vol.4, No. 4 (Spring 2023) Brian Hotson, Editor, CWCR/RCCR Stevie Bell, Associate Editor, CWCR/RCCR

This is an expansion of the CWCR/RCCR post, Vol. 3 No. 3 (Winter 2022) .

‘Tis the season, conference season. For those who have not written a conference proposal, it can seem like a daunting project. The thought of it can cause many to not submit at all. It can be difficult to know where to start and what to write, while following a conference’s CFP format and theme. We’ve had both successful and rejected proposals. As conference proposal reviewers and conference organizers, we’ve read many proposals and drafted several conference calls-for-proposals, as well. Here are some of the things that we’ve learned from experience. We hope this guide will provide you with some help to get your proposal started, into shape, and submitted.

Who is your reader?

As with all writing, taking into account the readers is key for a successful proposal. There are three readers of your proposals:

• Conference organizers and/or members of a proposal committee,
• Proposal reviewers, and
• Conference attendees.

The members of the proposal committee look to see if proposals meet the requirements of the conference: is the proposal complete, is it about the conference theme, will it be of interest to the conference attendees — is it suitable to send out for review.

The proposal committee will send out the proposals to reviewers with expertise and experience in the topic of the proposal. The reviewers will read the proposal according to a set rubric, which is the same for each proposal. The reviewer usually recommends either rejection, revise-and-resubmit, or accept.

While attendees will not read proposals, the appeal of the proposal to attendees is considered by both the proposal committee and the reviewers. Keep all three readers in mind when you’re writing.

Proposal parts

Here is a step-by-step guide leading you through each part of a conference proposal:

Detailed abstract

Proposal description

• Type of session

Conference attendees often scan the title of the sessions in the conference program to look for keywords that are of interest professionally, to their fields of study, projects they’re working on, or of a general interest. They’re also looking for things that they’ve not heard of, new things, often a reason to go to conferences.With this in mind, when creating the title for your session, it should be clear and state what the session will be about. For example,

Group tutoring in synchronous sessions: A study of engaging student discussion using Zoom polls ,

The first part, Group tutoring in synchronous sessions , says specifically the topic of the session. The session will focus on group tutoring and its functioning in synchronous sessions .

The second part,

A study of engaging student discussion using Zoom polls ,

is a descriptor of the first part. This descriptor shows the appeal and significance of the session by providing detail. In this case, the session is a result of a study, which shows academic rigour and that the session can offer usable information for attendees. The descriptor is also specific in the area in which the study was completed, Zoom polls.

A note on humour

Sometimes, there is a desire to add some humour or puns to a title. It’s fun, but we suggest doing this sparingly, as humour is subjective and may also have a trivializing effect on your session. (See Andeweg, de Jong, & Strohmeijer, 2010 .)

A proposal’s detailed abstract can range from 75 to 150 words in length. As a result, you will need to be concise and to-the-point. Like any abstract, a proposal’s detailed abstract should speak directly to the significant parts of your presentation, and to the aspects of your session. It should include references, as well. It’s important to remember that, if your proposal is selected, this can become the short description of your session published in the conference program.

A detailed abstract should answer: What is it about your session that will appeal to attendees?

Following from the example title, here’s an example of a detailed abstract:

Group, synchronous, online tutoring (GSOT) seem to dissuade student writers’ participation (Rumba, 2020; Hoover, 2022). How do we encourage student writers to actively engage in GSOTs? In our REB study, we found a significant increase in student writer participation when using Zoom polls, in both group discussion, as well as in return writing centre usage by group members. This was especially the case when using feedback for “active rewriting and rethinking and resubmitting” (Dyson, 2020) processes in polling. The session includes study links, GSOT prep videos, and polling activities materials. ( 90 words )

Let’s break down the part of the detailed abstract,

Main issue or theme of the session

Group, synchronous, online tutoring (GSOT) seem to dissuade student writers’ participation (Rumba, 2020; Hoover, 2022).

Driving point of the session

How do we encourage student writers to actively engage in GSOTs?

This doesn’t necessarily need to be in the form of a question.

Short description of presentation of the session

In an research ethics board approved (REB) study, we found a significant increase in student writer participation when using Zoom polls, in both group discussion, as well as in return writing centre usage by group members. This was especially the case when using feedback for “active rewriting and rethinking and resubmitting” (Dyson, 2020) processes in polling. The session includes study links, GSOT prep videos, and polling activities materials.

Adding that the session was REB approved provides important detail to the abstract. Also note that quoting (e.g., “active rewriting and rethinking and resubmitting” (Dyson, 2020)) from relevant theory, scholarship, information from the literature can help show academic importance of the work described in the session. The final sentence tells attendees what it is that they can take away from the session, an important but often overlooked part of a detailed abstract. (NB: We made up theorist Dyson and “active rewriting and rethinking and resubmitting.”)

Unlike most advice given students writing abstracts, for conference proposals, I (Brian) usually write the detailed abstract first and the proposal description last. I think of the detailed abstract as the outline and the proposal as the paper. I usually create all the aspects of the proposal first from the abstract and then move to write the proposal. Once I’ve completed the proposal description, I usually adjust the detailed description to match. Most proposal descriptions are 500 – 700 words in length. Here’s a proposal description example, carrying on from the detailed abstract:

Group, synchronous, online tutoring (GSOT) seem to dissuade student writers’ participation (Rumba, 2020; Hoover, 2022). Many tutors report that, as the use of GSOT increases, participation in the session decreases, confounding tutors as well as students who do participate. This resulted in lower GSOT session bookings, overall.

We began to look at this issue more deeply, beginning with discussion in our writing centre, as well as with students who have been using GSOT on a regular basis. We found that those sessions where polls were used as a means for discussion were more successful all-round. We decided to do a study of this, with these questions, “How do we encourage student writers to actively engage in GSOTs?”; “Do GSOT session with polling increase participation?”; “Do GSOT sessions return with polling student usage of the GSOT and individual tutoring, and increased?”

In our REB study, we found a significant increase in student writer participation when using Zoom polls, not only in general group participation, but specifically in group discussion. We also found a 78% increase in GSOT booking among students who attended session with polling, as well as increased individual booking from group members attending GSOT sessions with polling (89%). Our GSOT polling sessions for the study used Dyson’s (2020) 3Rs—rewriting, rethinking, resubmitting —modelling processes of online group tutoring, specifically Dyson’s feedback modelling in “proactive and in-session active rewriting and rethinking and resubmitting” (Dyson, 2020, p. 341) concepts applied in polling. Dyson’s instance of “students’ deep and inclusive retelling” (2020, p. 389) of their own group writing experience is borne out in our study .

The session includes study links, GSOT-prep videos, and polling activity materials (including polling questions and resources). A short participatory activity will include a Dyson’s 3Rs activity. ( 292 words )

To structure this proposal description, expand out from the sentences of the detailed abstract, treating the abstract as an outline. Here’s the detailed description again:

Group, synchronous, online tutoring (GSOT) seem to dissuade student writers’ participation (Rumba, 2020; Hoover, 2022). How do we encourage student writers to actively engage in GSOTs? In an REB study, we found a significant increase in student writer participation when using Zoom polls, in both group discussion, as well as in return writing centre usage by group members. This was especially the case when using feedback for “active rewriting and rethinking and resubmitting” (Dyson, 2020) processes in polling. The session includes study links, GSOT prep videos, and polling activities materials. ( 404 words )

Breaking out each sentence and expanding its content with greater detail provides both a short-cut and continuity between the detailed description and the proposal description. So, the first sentence from the detailed abstract,

expands to,

Group, synchronous, online tutoring (GSOT) seem to dissuade student writers’ participation (Rumba, 2020; Hoover, 2022). Many tutors report that as the use of GSOT increases, participation of students in the session decreases, confounding tutors as well as students who do participate. This resulted in lower GSOT session bookings, overall.

adding details that the attendee will learn about in the session as well as information from the top for the reviewers.

The second sentence,

is the main question or topic of the session, which expands to

Here, as the main question or topic of the session is expanded, other (sub)questions that support the main question of the session are added.

The third sentence,

In an REB study, we found a significant increase in student writer participation when using Zoom polls, in both group discussion, as well as in return writing centre usage by group members.

In our REB study, we found a significant increase in student writer participation when using Zoom polls, not only in general group participation, but specifically in group discussion. We also found a 78% increase in GSOT booking among students who attended sessions with polling, as well as increased individual booking from group members attending GSOT sessions with polling (89%).

Here again, more specific information is added, which will appeal to both attendees and proposal reviewers.

The fourth and fifth sentences,

This was especially the case when using feedback for “active rewriting and rethinking and resubmitting” (Dyson, 2020) processes in polling. The session includes study links, GSOT prep videos, and polling activities materials.

Our GSOT polling sessions for the study used Dyson’s (2020) 3Rs—rewriting, rethinking, resubmitting—modelling processes of online group tutoring, specifically Dyson’s feedback modelling in “proactive and in-session active rewriting and rethinking and resubmitting” (Dyson, 2020, p. 341) concepts applied in polling. Dyson’s instance of “students’ deep and inclusive retelling” of their own group writing experience is borne out in our study (2020, p. 389).

The session includes study links, GSOT prep videos, and polling activities materials (including polling questions, activities, and resources). A short participatory activity will include a Dyson’s 3Rs activity.

Again more detail is added, including further theoretical and supporting quotes from the literature. As well, expanding out the details of what attendees will do in and take-away from the session is important. Attendees want to bring home things that they can use in their work.

Session types

Another consideration for your proposal is the type of session best suited for the information that you’re wanting to present. Session types usually include:

• Research Presentations

Report on a study, on an evidence-based pedagogical practice, or on research into the history, theory, philosophies, and praxes of writing centres. Presentations are often grouped into small panels of presenters. Presenters may propose their own panel of grouped presentations.

• Round table Discussions

These sessions are question-driven. Round table sessions are ideal for works-in-progress, pedagogical innovations, or taking up an issue of current debate in your field. Round table facilitators usually lead a 30-minute discussion that encourages active participation and contribution from attendees. Proposals should indicate the topic of your discussion, why it would be of interest to writing centre colleagues, and how you plan to engage and facilitate an active and dynamic discussion.

• Interactive Workshops

Workshops are an opportunity to model an innovative practice, strategy or innovation with your colleagues through collaborative, hands-on activities. Proposals should clearly describe the practice you intend to feature, the overall structure of the session, and how you will actively engage the audience. Workshops are typically 60 minutes in length or longer.

• Interactive sessions, 

which may include,

• poster sessions
• cracker barrel sessions
• audio/video presentations

You may find that some CFPs will ask you for suggestions for sessions. For example, we created something called the Stone Soup session, where participants were asked in advance of the session to bring something to add in and speak to in the session. These were often handouts, resource links, and other support material. Here’s a description of our session from International Writing Centers Association-National Conference on Peer Tutoring and Writing Conference conference in 2019,

In the traditional story of stone soup , a town of starving people meet a traveler with a magic stone. With a borrowed pot and some water, he places a stone in the pot to make “the most delicious soup.” The traveler asks the townspeople, who have nothing to share, to bring some bits of things to add to the delicious soup. Everyone brings what they think is very little for the pot, and the soup is delicious and enough for everyone in the end — enough even for everyone to take some home.

In a stone soup session, everyone brings something to add to the pot, everyone brings some what they have–worksheets, podcast, policy, scaffolding activity, app, url, or qr code–to share, and everyone takes home a full bowl of the results.

References and suggested reading

Proposals submitted to academic conferences must be founded in  research and theory. As a conference reviewer, I usually recommend that a proposal be revised and resubmitted if it doesn’t have references. That said, if your session is not research-based, then providing suggested/further readings is important.

Writing a conference proposal: A guide

Here is the information in this post as a pdf and google slide deck . Please feel free to use and share.

Good luck with your proposal!

Andeweg, B., de Jong, J. & Strohmeijer, B. (2010). Humor in Conference Papers, an analysis of 16 paper presentations of communication scholars. 10th ABC Europe Convention at Lessius University College, Antwerp, Belgium . Retrieved from https://www.researchgate.net/publication/342439024_Humor_in_Conference_Papers_an_analysis_of_16_paper_presentations_of_communication_scholars

Hotson, B., & Bell, S. (2022). Writing a conference proposal: A guide. CWCR/RCCR , 3 (3 Winter). Retrieved from https://cwcaaccr.com/2022/02/07/writing-a-conference-proposal-a-guide/

Rubel, W. (n.d.). History of the Stone Soup Folktale from 1720 to Now. Stone Soup Newsletter . Retrieved from https://stonesoup.com/about-the-childrens-art-foundation-and-stone-soup-magazine/history-of-the-stone-soup-story-from-1720-to-now/

Renyk, G., & Stephenson, J. (2019). Teaching and Learning Cracker Barrel: ‘Designing Effective Assessments.’ CATR 2019 @UBC: The annual conference of the Canadian Association of Theatre Research . Retrieved from https://catr2019.wordpress.com/activities/workshops/teaching-and-learning-cracker-barrel-designing-effective-assessments/

Syracuse University iSchool . (2017). How to Present an Academic Research Poster. Retrieved from https://www.youtube.com/watch?v=0ozwCEeaVWE&t=42s

Share this:

Published by brian hotson.

Editor, CWCR/RCCR View all posts by Brian Hotson

Discover more from

Subscribe now to keep reading and get access to the full archive.

Type your email…

Continue reading

From Submission to Applause: Conference Proposals That Get Accepted

Elizabeth Wilcox, Sr. Consultant for Advising and Abigail Garcia, Associate Director, Academics, Pre-College Trio Programs

Great (and successful) conference proposals take both time and effort. The following seven step process is designed to help you knock it out of the park on a first try. Conferences are learning platforms as well as opportunities for collaboration and networking. You are likely to learn as much as you teach if you approach the proposal process with thought and care.

Step 1: What’s trending?

Conferences are wonderful places to access new ideas, scholarship, and research. As you begin to think about presenting at a conference, start by getting a sense of what’s trending regionally and nationally. You can do this by picking up a journal or other professional publication, looking at a recent conference program, or talking with others who have published or presented recently. While you want to contribute to what’s trending you also want to offer a fresh perspective and insights. Try to add to, not simply duplicate what has been presented in the past. Some topics are very well worn (advisor burnout, for example). Be sure you are picking a “fresh” but relevant topic and are adding something special and unique to the conversation. This will help your proposal stand out. What are others finding interesting, useful and currently relevant? What ideas, research or major thinkers do you see as being particularly important to advising or student affairs currently?

Step 2: Previous Presentations?

It can be very helpful to view previous conference proposals, abstracts, learning activities and visual presentations. Start by simply attending a regional conference and closely observe how good presentations are constructed (paying special attention to what feels especially interesting and creative). If you are brave enough, ask others if they would be willing to share their proposals with you.

Step 3: Conference Theme – Related Topics?

Conferences are often organized by theme. Keep your eye on recent conference themes regionally and nationally. This will help you begin to attach your work to the national “big picture”.

Step 4: Subject Matter Expertise?

We all have special knowledge, abilities and talents as well as unique professional skills. Where do you have subject matter expertise (through education or experience)? If you are a young professional, could you co-present with someone more advanced than you? Part of the excitement of a conference is the ability to connect with others who have similar interests and expertise in a related area. You might start by aligning your subject matter expertise with established interest groups. Your proposal readers (and your audience) will want to know how you are uniquely qualified to speak on the subject you are discussing. Use the proposal process to help define your special perspectives and insights.

Step 5: Best Format?

Most conferences offer a wide variety of presentation formats. Pre-conference workshops (longer sessions designed around problem-based and interactive learning that result in actionable takeaways), poster sessions (opportunities for brief conversation based discussion of projects and programs (with visual aids) that can be introduced quickly and informally), individual sessions (usually about an hour in length with a single or team of presenters - though more than three presenters gets tricky), and group, panel or roundtable discussions (these are facilitated discussions around core ideas, not necessarily formal "presentations"). If you have never presented before, consider joining forces with someone who has, or start with a poster session to get your feet wet. If you are a great facilitator but not a confident presenter, consider putting a panel discussion together. Each of these formats are wonderful opportunities to learn and connect with others and each is more or less demanding depending on your experience and comfort level.

Step 6: Outcomes?

One of the most critical components of putting your proposal together is determining what you want your audience to gain from your presentation (in terms of what they will “do”, “know” or “value”). Be as specific as you can about what you want your presentation to “produce” and how you will go about making this happen (review our learning-centered competencies statement to connect these outcomes with advising core competencies). Conference participants want knowledge and skills they can take back to their home campuses and apply immediately. Again, be specific about what you want participants to gain and design your learning activities to produce these results. Teaching a new method? Give your participants a chance to practice it during the session itself. Talking about a new program you developed? Be sure to identify the components of the program that can be transferred to other institutions.

Step 7: Proposal Outline?

Now that you have a good sense of what’s trending, have aligned your interests with a conference theme and interest groups, and determined where you have valuable subject matter expertise - you will be ready to select a topic and develop a proposal outline. Your session format and desired outcomes will help you begin to organize your thoughts and design your session.

Hint: You should be thinking year-round about what’s trending, how it impacts your work, and how you might add to related research, scholarship and practice. Also, note proposal submission opening and closing dates on your calendar for future conferences as far into the future as possible. Give yourself adequate time to develop a proposal so that you are not rushed at the last minute.

Proposal Development: Essential Components

The Title – Accurately descriptive, an invitation to participate.

Great conference presentations often have great titles. Your session title is your way of making an immediate connection with conference participants. You want your title to accurately describe your session and capture the attention of the reader – it should excite your reader and make them want to attend your session.

Here are a few examples of great titles:

All I Really Need to Know About Advising Theory I Learned from Star Wars (Ryan Scheckel, Texas Tech University)

Pants on Fire: How to Advise Students Who Lie to Themselves and Others (Katie McFadden, Brandis University)

50 Shades of Grey: Ethics in Advising (Corrie Fox and Karen Case, Indiana University, Purdue Unviersity)

The Proposal Abstract (130 words) – Will appear in the conference program

The abstract is a short description of your workshop content and format. It will appear in the conference program and will help draw participants to your session. It should accurately and succinctly describe your session. If you are not sure how to begin,

(1)    start with a problem statement,

(2)    if applicable, mention and incorporate foundational literature and research that addresses the problem,

(3)    identify learning activities and manner of audience involvement (i.e., reflective questions, demonstration, open-discussion, case study, role-play, etc.),

(4)    describe the relevant competencies or skills that will be developed, and

(5)    conclude with how the session content is transferrable (to other institutions or advising settings).

The Proposal (longer) – Reviewed by the selection committee but not publicly available.

The proposal is a longer description of your session and is used by the selection committee (but will not be available to session participants). It should include,

(1)    detailed references to source material (including foundational research and scholarship). It should define terms and describe the relevance to applicable student populations.

(2)    It should provide an overview of content (including relevance and contribution to the field),

(3)    describe your session structure, format and learning activities

(4)    as well as your detailed desired learning outcomes (tying these to activities).

Hint: Audiences like good content and opportunities for “active learning”. Be sure you incorporate opportunities for participant reflection, interaction, and discussion. Want to learn more? Check out this wonderful book on experiential workshop design…. Workshops: Designing and Facilitating Experiential Learning

Selection Criteria

In general, clarity, relevance, timeliness, creativity and the applicability of material to a wide variety of advising settings is needed to make a successful proposal. It is also increasingly important that your material is research and evidence based . Proposals based on successful cross unit collaboration (academic advising + career center + pre-health advising) or cross institution collaboration (UC, CSU and CC efforts) are also very strong. Test check your proposal to make sure it addresses all of these points.

Acceptance or Rejection?

If your proposal is not accepted - try, try again. Many of us (including both authors of this article) have had proposals rejected. See (at the sidebar) additional resources that might help you develop a stronger proposal. Please spend some with the "Improve This Proposal" handout. Following a rewrite, this proposal was accepted on a second try.

Avoiding Plagiarism – Note relevant citation format – APA, MLA... and use the following website for guidance on properly citing references Purdue Online Writing Lab  (When you present your slides and handouts must also be properly cited).

Keep in mind that your successful conference proposal and the presentation that results are also opportunities for eventual publication. You will not only be advancing your career through this endeavor you may also be contributing to important scholarship and research.

Recommended citation for this article

Wilcox, E., & Garcia, A. (2017, March 16).  From Submission to Applause: Conference Proposals That Get Accepted. Advising Matters, University of California, Berkeley retrieved from advisingmatters.berkeley.edu

Seven Steps to Identifying a Conference Proposal Topic

A Successful Conference Abstract Dissected

Improve this proposal, professional development planning.

Request a Topic

Bethaniehansen.com.

Helping Educators Thrive and Lead with Excellence Online

Dr. Bethanie Hansen  

Educator and Coach

#129: How to Write a Conference Proposal

by Bethanie Hansen | Sep 28, 2022 | Career , Higher Education , Leadership , Podcast , Professional Development

This content first appeared at APUEdge.com.

Podcast with Dr. Bethanie L. Hansen ,  Associate Dean (Interim),  School  o f Arts, Humanities and Education 

Part of learning and stretching is sharing your knowledge with others. In this episode, APU’s Dr. Bethanie Hansen discusses the benefits of presenting at a professional conference. Learn tips on selecting an engaging topic, writing a conference proposal as well as what mistakes to avoid.

Listen to the Episode:

Subscribe to  Online Teaching Lounge Apple Podcasts  |  Spotify  |  Google Podcasts  |  Stitcher  |  Pandora

Read the Transcript:

Bethanie Hansen: This podcast is for educators, academics and parents, who know that online teaching can be challenging, but it can also be rewarding, engaging, and fun! Welcome to the Online Teaching Lounge . I’m your host, Dr. Bethanie Hansen. And I’ll be your guide for online teaching tips, topics and strategies. Walk with me into the Online Teaching Lounge.

Welcome to the Online Teaching Lounge today, I’m Bethanie Hansen. And I want to talk with you about how to write a conference proposal. As an online educator, you may be thinking, you need some professional development, and it’s a great idea to go to a conference. There are so many kinds of conferences you could attend . If there’s one locally in your area, it’s especially good to set aside the time and go attend that conference: Low cost, local area, fast access.

But something across the country or across the state, that’s a different story altogether. Now we’re talking about spending money to attend that conference. And it’s a lot easier to justify spending that money if you’re also going to be presenting at that conference. Or, if your institution is considering sponsoring you, chances are the only way they’re going to do that is if you are presenting at the conference. So how do you write a conference proposal?

Well, before we talk about that, I just want to dive into how we can tap into your genius about what you might present at a conference. First, I’ll tell you a little story about myself.

I used to go to professional development conferences as a band director in California. I would go to the State Music Educator National Conference conventions that were for the state of California. These would rotate between Sacramento and San Diego or Los Angeles, every other year. As I went to these, and I noticed others presenting on topics of interest to me, one day, I realized I had that same knowledge. A woman stood up there and shared some exercises that she used with her band and she taught us all how to use them and talked around them.

And I thought to myself, I could be the person presenting this workshop, I know that same stuff. And suddenly it dawned on me, not everybody knows what I know. And, just like me, not everybody knows what you know , either. And so, in my next step, I wrote up a proposal about what was most important to me as a band director. And, as a band director, and still, as an educator today, the very most important thing to me was recruiting and retention.

Recruiting is a whole process of giving awareness to other people, helping them to notice you notice your band program and get interested in joining it in the future. And then there’s those actions about having them join your band this year . And, all of the steps that have to do with that like getting a band instrument, convincing your parents that you should be in the band, figuring out how you’re going to get started. And all of those things that are part of joining the band, the very first year you’re thinking about it.

There’s also the recruiting at different ages. So, if your school district’s band program starts in sixth grade, maybe in seventh grade, someone has moved in from somewhere else, and they didn’t have that chance, and they still want to join band. So, there’s several different processes to recruiting. There’s even high-school level recruiting, where you might be recruiting people to twirl a flag in your marching band, or play cymbals in your percussion section, or even be a beginner on a band instrument. So, there’s a lot of levels to this and I had experience and passion for all of that.

So, I wrote that proposal. And I drafted it up for that State California conference.

And the other half is retention. Once you recruit kids into your program, or students into any class, you have to help them want to stay there. There’s this whole idea that band directors used to have all over the place where they just assumed kids would stay because band is worth doing all by itself, right? Well, that’s not the case. In fact, when kids join your band, you have to work just as hard to keep them there, as you do to get them there in the first place.

There is so much that competes for your students’ time when you’re a band director. You have to really work with them on balancing all those activities they might be in, what if they’re in sports and band at the same time or different clubs, like debate or going on field trips for academic decathlon? There’s just so much. So that topic of recruiting and retention, it’s kind of two different things that goes nicely together. And that’s what I decided I wanted to present on at a conference. So, I wrote up my proposal and I submitted it. And it was accepted. And it was my very first time presenting at a professional conference.

So, I prepared, I made my PowerPoint slides, created a packet of handouts. And I went to this conference. And this session was in a huge theater. And it was full, totally full of about 200 people. I was amazed at how many people came to that conference session that I presented. I ran out of handouts, I had to give them email copies later. But it was a huge success for me, the very first time out.

Other conferences I have presented at have had varying degrees of interest and attention. I have sometimes presented a session to five people, sometimes 35. So, even when you’re accepted to present at a conference, you can never really know exactly what you’re going to get in terms of who shows up, and what you need to deliver it with success. But what you can assume is that someone will want to hear it, even if it’s just one or two people. So, writing that proposal, I suggest thinking about number one, what you know about.

Determine Your Area of Interest to Present On

What is your area of expertise in your academic discipline? What subject matter do you really want to share something about? It could be a teaching strategy, or like my example of recruiting for band directors, it could be a problem-solving strategy. It could be some kind of community-building, like how you could use labs in your virtual science class. It could be some kind of a networking idea, how you’re going to collaborate with other teachers. And maybe you’re going to present a model of how to do that. There are so many ideas of things you are good at, that you could potentially share at a conference.

If you’re not really sure what would be appropriate for a conference, I suggest looking up the website for a conference you might consider attending and looking at last year’s topics. Many of the websites out there for conferences have a list of the topics and the titles of the presentations for the last several years. These can give you a good idea of what might be interesting to conference attendees, or what might suit the audience, generally.

One example for the online teaching space is the Online Learning Consortium . They have two conferences a year one is in the spring, and it’s called OLC Innovate . And when is in the fall, it’s called OLC Accelerate. And as of right now, at the time of this recording, they have a virtual and a live option. So, even if you could not travel to attend that conference, you could still present, even if it’s virtually.

Tips to Writing a Successful Proposal

So, as you think about the topic, there are some tips to help you get this written well and have a greater chance that your proposal will be accepted. The first one is of course to have a suitable topic, the best way to have a suitable topic for a conference, once you’ve decided on your area of interest, whether it’s a subject matter or a strategy, the best way is to think about the tracks and the topics that conference is requesting.

In the case of the OLC Accelerate conference, there are certain tracks and they are all aimed at different audiences. I’ll just give you an example of what these tracks might be, so you have an idea of the type of variety that conferences can have.

The track descriptions for OCLC Accelerate are:

• access, equity, and open education
• blended learning strategy and practice
• engaged in effective teaching and learning
• instructional design
• leadership and institutional strategy
• research, evaluation and learning analytics
• student support and success
• technology and future trends

And often there will be some big ideas that have lots of sessions connected to them. And if you can propose something to a less-popular area, where what I mean to say is where there are likely to be fewer proposals, but there is still interest in the audience that even increases your chances of getting accepted more.

So, one example would be that a lot of people at that particular conference, propose things in the category of engaged and effective teaching and learning. After all, most things we’re going to think about in online education are about the teaching and learning, right? Now, if you have something specific about the way you set up the classroom, or a method of the instructional design itself, it makes a lot more sense to tailor it to that instructional design topic, where there are fewer proposals. So, yours will be stand out and it gives you a greater likelihood of being accepted.

Now, in terms of your audience, you want to think about the types of audiences that typically attend those conferences. So, in this situation, where I mentioned one in particular, which is OLC Accelerate, the audiences range from K-12, educators, higher ed educators, to the tech people who designed the classroom itself, you might have instructional designers, tech support, all kinds of people who are really good at focusing on the way the classroom is set up.

There’s a whole audience that is interested in alternative or accessibility strategies. So, if you have a really good handle on universal design for learning, or accommodation strategies for diverse learners, then you could tailor your proposal to that angle. If you are in leadership, or you think your idea is great for an institutional-level strategy, or the leadership team over an organization, then you might tailor your presentation to that. And, if you really want to stretch, you could have a topic that you tailor one way for the leadership group, and a totally different way for the instructional design group and that would give you two different proposals.

Determine the Type of Presentation to Create

Now, as you’re fleshing out your topic, you also want to think about what kind of presentation it’s going to be. And those kinds of presentations vary, there are the virtual poster sessions where you create some slides, they play automatically, and a person watches it like a mini-web presentation. There’s also the education session, which is like your typical lecture style presentation. There are short workshops that are hands on where you expect people to bring a device and play along with you. There are gamified sessions. And there are larger workshops, which would be 90 minutes to 2 hours in length. So, if your topic takes more than just that 45-minute window, maybe it has a Part A and Part B or something that builds on that initial stuff, then you’re going to propose it as a larger workshop.

Proposal Writing Tips

As you write up your proposal, some interesting things that stand out are to have a creative title that conveys exactly what it’s about; to have an abstract that tells participants what they would walk away with if they attended this session. And then in the deeper part of your proposal, where you really flesh out what it’s about, what you will do, and how you will engage the audience that comes to be part of this presentation, two helpful tips seem to work all the time.

One is to use references. Support your approach with some scholarly research and some sources that do support your idea. This adds credibility to what you’re submitting.

And second, detail exactly what participants will leave with at the end of the session. Is it an idea? Is it curiosity? Is it a handout? Is it a template? Whatever it is, your participants will be able to leave with, make it very clear, explain it. And, if appropriate during the proposal process, even include a copy.

Most proposals are intended to be entirely anonymous, and you would need to leave your name off of them. You should not mention your school or your institution. And you want to look over these to make sure they are grammatically correct and well written. I know that seems to go without saying, but I’ve been a reviewer for conference proposals myself for many years now. And, every once in a while, I’ll see one where the person just forgot to use spellcheck and forgot to use the right punctuation, like maybe they dictated it and didn’t check it afterwards. So, be sure to check those things because at the very least, you want it to look and sound professional when you submit it.

And then submit it before the deadline, turn everything in that you need to do and then you wait and you’ll hear back at whatever time they tell you you’ll hear back. I always put that date on my calendar so I can check and find out whether something has been accepted. And the more you practice it this, the more likely you are to get presentations accepted to present at conferences.

Then your next steps would be to plan the presentation around your audience so they definitely get out of it what do you say they’re going to get out of it. One of the biggest mistakes is to prepare a proposal, get accepted, show up, and then present on something different than what you said you were going to present. I’ve sat through presentations like that myself, and perhaps you have also, where we’re sitting there thinking we’re going to learn something, and we never get that out of that session. And it seems to be a huge disappointment. Like, why did we sit through that if we were not going to get what we came for? So, addressing the topics that you say you’re going to address is a really important part of this when you come full circle and actually give the presentation.

The bottom line of all of this is that you have a lot of expertise, you know a lot, and you have areas that you can share with other people who are just learning. It’s time to get up and present those things and share them with your professional community. I want to encourage you to do that. And if you’re listening to this around the time of the recording where this podcast is produced, there are proposals right now being accepted for the OLC Innovate conference coming up in the Spring of 2023 . And I would encourage you to submit a proposal to that, and stretch, figure out what you can share with the online community.

And if you’re listening to this later, after the initial publication, you can just check the OLC’s website to see when the next conference is coming and when the next set of proposals will be accepted. I want to encourage you to grow and stretch and share because that’s what helps us to stay motivated and keep learning ourselves. I wish you all the best in writing up your proposal and submitting it this coming month or even this coming week.

This is Dr. Bethanie Hansen, your host for the Online Teaching Lounge podcast. To share comments and requests for future episodes, please visit bethaniehansen.com/request . Best wishes this coming week in your online teaching journey.

Share this:

Latest Tips

• #139: A Guide to Using Video in Your Online Teaching December 14, 2022
• #138: How to Approach Online Discussions from a Macro and Micro View December 7, 2022
• #137: How Radical Depersonalization Can Improve Your Teaching November 30, 2022
• December 2022
• November 2022
• October 2022
• September 2022
• August 2022
• February 2022
• January 2022
• November 2021
• October 2021
• September 2021
• August 2021
• February 2021
• January 2021
• December 2020
• November 2020
• October 2020
• September 2020
• August 2020

Subscribe via Email

Enter your email address to subscribe to BethanieHansen.Com, and receive notifications of new content by email.

Email Address

Privacy Overview

How to Write a More Effective Conference Proposal

Noticeable trends and tips from reviewing over 450 conference proposals

Paper Weaving by Joel Penner is licensed under CC BY 2.0

Over the past few weeks, I’ve had the privilege of reviewing over 450 proposals submitted for RailsConf and while it was a lot of work, it was fantastic to read everyone’s ideas and submissions. A conference speaker myself, I know it takes some amount of effort to submit. There are many who spend hours reviewing and revising their talk proposals, agonizing over the word count and how to present a compelling case and story only to send it blindly to a group of people to discuss. You have no idea what they’re doing or saying. Sometimes you receive feedback and sometimes you don’t. Then you just wait and wait and wait, hopefully for an acceptance, but sometimes, often times, for a rejection. So first and foremost, I want to say THANK YOU to everyone who submitted. Thank you to everyone who put themselves out there and tried to give the Rails community an interesting take on a topic they love. That being said, I did see some common threads and places for improvement. Here’s what I learned from reading all those proposals.

You would be amazed at how many proposals are submitted with typos. Please, please, PLEASE, spell check. Read through your proposal, have a friend read it over, have anyone read it just to make sure there aren’t typos.

In addition to typos, there are a lot of abstracts and proposals that are submitted with some of the content cut off. I tried to alert most people to this fact so they could revise and resubmit the proposal. Make sure when you’re submitting, everything looks as it should. Don’t just fill out the fields, but check out the preview space that’s provided to you.

Finally, read directions… especially if you are submitting to a track. If you’re submitting to a track, check out the track details. Don’t just assume by the title of that track that your talk will fit in there. Instead think about the outline and guidelines put in place by the track curator. Even if you’re submitting to the general pool, each section has a few suggestions and guidelines about what should be covered. Please read that and follow it.

Use Less Jargon

The folks on the program committee for RailsConf come from a variety of different backgrounds and perspectives. Everyone has a different amount of tech breadth and depth. If you are using a jargon-y term, please explain it (at the very least in the details section which does not have a character count limit).

Now, what is jargon? It is anything that seems like a term other people might not know. Try having a colleague with a different level of experience read your abstract, or a friend who doesn’t work at your company. If there are words they don’t understand, then that’s a good word to define. Remember, the submission accepts markdown so if you don’t want to launch into a long explanation or definition, you can always simply link the term to a good blog post or article. Finally, acronyms are always jargon. Please write them out.

Master the Details

This is where you can really give the reviewers a good feel for your talk. If the abstract is the compelling piece that going to get butts in chairs at the actual conference, for me, the details section is all about making sure the talk will be well thought-through and presented effectively. This is a balance. Sometimes details sections can be sparse, seemingly because the submitter doesn’t want to “give away” the entire talk, other times it is very verbose going into each bullet point that will be on each slide. Most of the best proposals struck a balance between these two options.

Don’t worry about giving away your talk! We won’t tell anyone. We want the audience to attend your talk too! But we also don’t need to know every tiny detail. I liked proposals that walked me through the overall flow of the talk, the story that would be told, and offered a handful of bullet points with some broad details about either all or some of them (depending on how many bullet points you include). If you are referring to topics, tools, or concepts, feel free to link a few of those if you think they might be unfamiliar to some of the reviewers.

Pitch Yourself

I personally always find the pitch section to be the most difficult one to formulate an answer for. Please, do not regurgitate sentences from other sections for the pitch. I read the whole submission and, for me at least, when I had a lot of proposals to read through, it was wasted time and space to repeat sentences I had already read.

Here are some things that were included in strong pitch sections:

• A little bit about yourself and why did you choose to submit this topic. Tell me a little about yourself! Yes, this submission is blind but that doesn’t mean you can’t tell me what you’re interested in both related to programming and outside of programming.
• Feel free to mention conferences you’ve spoken at or ones you’ve attended and really enjoyed.
• Include past slide decks or blog posts but please, use a bit.ly link or something that hides the true link. Most slide deck or blog links include some portion of the submitter’s name which is really something we try hard to avoid seeing during the initial review.
• Tell me why you chose to submit this topic. If the details are all about what the talk will look like and what the flow will be, the pitch is about why you cared enough to work on a proposal related to this topic and why you think it’s important for the community to hear about.

Submit Early

Over a hundred proposals came in during the last 48 hours. Over 100 . The fact of the matter is that even if some of these proposals are great, they get slightly less focus, less attention, and definitely less feedback from the people reviewing them. As a reviewer, being able to read a handful of proposals a day allowed me to provide better feedback, pay closer attention to revisions, and work with speakers a little more. While, of course, I still gave attention to the 100 proposals that were received later, I was reviewing many more proposals in a much shorter period of time.

Additionally, if the proposal you submitted is on a topic that got a good amount of submissions, the proposals are automatically compared to others that were submitted earlier. It’s better to use the strength of having me look at your proposal and only your proposal without being mentally influenced by other ones I had recently read.

My final piece of advice is to fill out all the sections. Please. There are only a few of them and they are all uniquely important for reviewing proposals. If you have questions about a section ask a friend, tweet at the conference or any of the organizers. We are happy to provide some guidance (or submit early and ask in the comments section).

Congratulations to everyone who was accepted. Don’t stop trying to everyone who was rejected this time around. And hopefully, I’ll see all of you at RailsConf .

About Allison McMillan

Allison was first introduced to programming at a Rails Girls workshop after a career as a nonprofit executive. She is also an international conference speaker living in the Washington, DC area. When she’s not writing code for us, she invests her time leading the People Committee which focuses on the health and happiness of our team members!

This was a really helpful piece, thank you for writing it! It’s nice to get an “inside scoop” on what reviewers are thinking to help me as a submitter tailor my submission to what you’d find most useful.

This did seem very Ruby Central-specific, considering that the makeup of the CFP form varies a good deal from conference to conference (much to my personal consternation!). But at least 80% is relevant across-the-board, good stuff for me to consider.

I’m always hard-pressed to figure out how to structure my Pitch sections, so I very much appreciate the brainstorming material here. That alone merits this post a place in my bookmarks.

“Acronyms are always jargon” seems a bit overblown. JSON, HTML, XML, and API all come to mind as examples of things I’d never expect to spell out. And there are also things like RFC or SOLID which, given the context of the presentation, might be reasonable to expect the average attendee to know. Maybe a better rule would be “If you expect every level-appropriate listener to your talk to have heard of the term, no need to spell it out. If you’re not sure, spell out by default.”

P.S. “a good about of submissions” should be “a good amount of submissions” (on the topic of typos…)

Thanks! As you say, submitting a talk feels a bit like “send a proposal into the void”, so the extra information really helps out :-)

By Allison McMillan

• conferences

Other Recent Posts

Let's make twirp and protobufs easier with ruby, job queues, collapsing old rails migrations, five o'clock  somewhere, stay in the loop with our newsletter.

Every month, get hand picked content from us delivered right to your inbox.

Librarian in Training

Because one of the best things about librarians is that we're always learning!

• Chartership resources
• Publications
• Presentations
• No-Nonsense Guide

Monday 2 February 2015

How to ... write a conference proposal.

• take the time time to actually read the proposal criteria. This might sound obvious but it can be easy to miss important details in the excitement of crafting a proposal. Make sure the topic/approach you want to use is suitable for the conference in order to save yourself a lot of wasted work. Each conference has slightly different criteria so pay attention to these
• show enthusiasm for your topic in your proposal. If you sound bored then those reading it will think this will come across in your presentation. Zzzzzz...
• link your proposal to the themes of the conference. Look for keywords in the call for papers and use them
• consider your audience when writing your proposal. If they're experts in the subject then assume that they know what you're talking about and don't outline the basics as this will give you less space to pitch your actual idea. Provide a brief introduction to your topic but don't talk down to people
• don't waffle. The person/panel reviewing your proposal are likely to have many to get through so make sure they don't get bored of yours. Hiding behind big words can send up a red flag with reviewers. Focus and be concise
• don't be too ambitious with what you want to include. All presentations have a running time which will be clearly stated in the call for papers. Chances are you could talk about your research or project for hours but you may only have time to focus on one aspect. Pick the one that most closely reflects the theme of the conference. The good news is that this can result in multiple chances to present based on one project!
• come up with an attention grabbing title but don't forget to include a subtitle that tells people what the presentation is about. Many attendees only skim titles so make sure that they know what they're likely to attend
• get someone to give you a second opinion, or even a third or fourth. You may understand what you mean but you also need to know that it is clear to those reading your work. You will have spent time crafting your proposal and it would be a shame to let jargon and mistakes let you down. Proofread!
• get your proposal in on time. Much like job interviews sending a proposal in late indicates that you might not be the best person for the job
• prepare for rejection. Chances are that this will happen more often than acceptance and you need to be realistic. If it's appropriate then ask for feedback about the decision as this can help you prepare in the future
• keep a record of your proposals, especially the ones that don't make the cut. You will have put a lot of work in to them and you may be able to use them (with some tweaking!) in the future. As with job applications remember to tailor your proposal to the conference rather than just recycling it. People will notice and it won't reflect well on you

No comments:

Post a comment.

• How to Write a Great Conference Proposal

Tips for Writing a Great Conference Proposal

• Review the Guidelines Page carefully and follow the instructions completely. There are a number of changes that have been made this year. Failure to comply with the guidelines could result in your proposal being rejected.
• Compile all of the required information for a submission in advance from all presenters to make the submission process easier.
• Print and use suggestions on How to Write a Great Conference Proposal.
• Keep the conference theme in mind when writing your conference proposal. While not all presentations must tie directly to the theme, presentations that incorporate the theme are more likely to be accepted.
• Consider submitting a proposal at the beginning/introductory or advanced learning level. ISSTD works to have a broad range of learning levels in the conference schedule and presentations at these levels are not as frequently submitted.
• For those who English is a second language or have expressive language difficulties may request help from someone on the program committee in editing their abstracts to meet acceptable grammatical standards. Such requests should be made BEFORE the proposal is submitted. You may contact ISSTD Staff at [email protected]  to receive support.

• Submission Guidelines
• Learning Objectives & Acceptable Verbs
• Poster Instructions
• Why Attend?
• Conference Objectives
• Schedule at a Glance
• Hotel Information
• Transportation Information
• 2025 Exhibitor & Supporter Opportunities
• 2024 Exhibitors, Supporters and Advertisers
• New Attendees
• Social Media

How to Create a Speaker Proposal That Gets You Booked & Paid to Speak®

• Nathan Mixon
• August 15, 2024

Table of Contents

Introduction.

When you’re asked to present at a conference, trade show, or other industry event, crafting a compelling speaker proposal is crucial to securing the spot. A well-written proposal not only showcases your expertise and speaking skills, but also demonstrates your value to the event organizers and decision makers, as well as the attendees.

However, with so many speakers vying for limited spots, it’s easy to get lost in the crowd. That’s why it’s essential to create an ideal speaker proposal that stands out from the rest. By following a few key strategies and best practices that we’ll go over in this article, you can increase your chances of getting selected and make a lasting impression on your audience. You have a message worth sharing and we want to help you get on stage so others can benefit from your words.

What is a Speaking Engagement Proposal?

Before we get into how to write an ideal speaker proposal, let’s first establish exactly what a speaker proposal is. A speaking engagement proposal, or a speaker proposal, is a document that outlines the services offered by you as a professional speaker to help companies and decision makers find the right speakers for their events. It includes information about the speaker, their expertise, and the events they have performed at.

The point of a speaker proposal is to help clients find the ideal speaker for their events. The reason you need a proposal, and a good one at that, is because it helps set you apart as a speaker and indicates why you are the best choice for a particular client and event.

Each client and event planner has an idea of what type of speaker and what type of message they want to be shared at their events. Each event theme varies – your message is probably not a one-size-fits-all message so you need to market yourself and your proposal to the events that make sense for you as a recognized speaker.

Your speaker proposal should highlight your specific subject matter expertise and your credibility as a speaker. Emphasize how you can provide the essential, desired insights to a particular event’s audience. This means you have to know your target audience and tailor your proposal to that audience.

Find Out Exactly How Much You Could Make As a Paid Speaker

Use The Official Speaker Fee Calculator to tell you what you should charge for your first (or next) speaking gig — virtual or in-person! 

3 Steps to Nailing Your Speaker Proposal

Start with prospecting and cold outreach strategy.

As a speaker, you’ll need to do some initial grunt work to find and attract potential clients. This includes researching events that you want to speak at, events that are a good fit for your unique message, finding the contact information of event planners, and cataloging that information. You may need to allocate some time every day early on to prospecting and aim to find 5-10 new events per day. For more on this, read this article on 11 ways to find more paid speaking gigs .

While it may be time-consuming and boring, it’s important to do this yourself to ensure you’re reaching high-quality leads and controlling your speaking business. Outsourcing this work may not be the best option until your business has a strong reputation and foundation. You know what makes sense for you and your brand better than anyone else.

After identifying leads, it’s time to develop a contact strategy to reach out and follow up with them. This process takes time and effort, but it’s essential to securing paid speaking engagements. Start by crafting a general speaker proposal template for your initial emails, but then personalize each one for the specific event, considering the theme and target audience. Proposal templates help you stay consistent with different planners.

Don’t get discouraged if you don’t get a response immediately. Follow up with leads every week or so for about a month, as it often takes multiple attempts to secure a paid speaking engagement. In fact, speakers rarely win over event planners until the second or third follow-up, so don’t give up!

It’s also important to set up systems to manage your leads and time-sensitive emails. Consider investing in a customer relationship management (CRM) software like Hubspot or Pipedrive to streamline your workflow. If you don’t have the budget for software, a well-organized Excel spreadsheet can also serve as an effective tool.

Schedule a Discovery Call

Once you’ve received a promising response from a lead, it’s time to ask to schedule a discovery call to learn more about the paid speaking engagement and communicate the value of your speaking services. The discovery call is not just about showcasing your skills, but also about understanding the client’s needs and event so you can quote an accurate speaker fee .

Opt for a real-time conversation to make a strong impression. Think of the discovery call as an audition for the speaker role.

During the discovery call, you should be prepared to answer three main questions:

1. What do you speak about?

2. Are you available on that date?

3. What are your fees?

The discovery call is not a decision-making call, but rather an opportunity to make a great first impression, learn more about the client, and decide if the client is a good fit for your services. The next step is to send a proposal email to the client, putting the ball in their court.

Send Your Proposal Email

After the discovery call, it’s essential to send a solid proposal email to the client, outlining the details of your speaking business. This is what everything has been leading to and designed for. This proposal should include everything a decision-maker needs to know about you, such as contact information, a speaker bio, the premise of your talk, testimonials from previous event planners, goals for the audience, and a speaker fee and pricing table (probably based on the discovery call you had).

The goal is to make it easy for the client to decide whether to hire you or not. Remember, it’s not the end of the world if they don’t hire you, as those leads can still lead to speaking engagements through referrals and recommendations.

Once the proposal is accepted, the next step is to send a “timeline of events” email, outlining everything the client should expect from you until after the event. This includes stuff like booking flights and accommodation, payment schedules, etc.

Send updated timeline of events emails regularly to ensure everyone is on the same page. This email is a differentiator that will set you apart from other speakers and show event planners that you’re reliable and easy to work with.

Ready to Get Your First (Or Next) Paid Speaking Gig?

Download our free 26-page guide and get the 14 exact steps you can follow to book a paid speaking gig right now!

Best Practices for a Winning Speaker Proposal

Keep your contract and proposal separate.

Keep your contract and proposal as two separate documents. The proposal is for presenting your potential client with the basic details of your work together, including the scope of work, cost, and services offered. Your contract is for getting the “hard yes” from your client and then sharing your terms and conditions.

Limit Your Speaking Package Options

You should limit your speaking package options to avoid overwhelming the client. Focus on the most valuable services you offer and make it easier for the client to make a decision. Focus on the essence of your presentation. The more options you give someone, the longer it takes them to make a decision (that’s Hick’s Law, so it’s scientific).

Tailor Your Proposal for Each Client

Every client and event is different. They’re serving different audiences and providing different essential insights. Your proposal is your opportunity to indicate how you are the best fit out of multiple speakers to provide essential insights in your presentation. If you can convince the event planner that your presence and thought provoking presentation will increase event attendance, then that could be an excellent way to get picked.

Customize your speaker proposal to show your investment in the project and your potential client and company. Add custom elements that show you’re listening and care about the event organizer’s needs. Customization is key to making your proposal stand out and increasing your chances of closing the sale. The most important thing is that your potential client can see how your speech is suited perfectly to their particular needs and organization.

Whether you’re in the pitching phase, the discovery call phase, or you’re deep into emails, this close to nailing the deal, your communication with your client should be consistently showing that you are the right speaker for them. You are ready to give a motivational speech that will provide invaluable knowledge and expertise to the audience, unique from any presentation they might hear from other speakers.

• Last Updated: August 7, 2024

Explore Related Resources

Learn How You Could Get Your First (Or Next) Paid Speaking Gig In 90 Days or Less

We receive thousands of applications every day, but we only work with the top 5% of speakers .

Book a call with our team to get started — you’ll learn why the vast majority of our students get a paid speaking gig within 90 days of finishing our program .

If you’re ready to control your schedule, grow your income, and make an impact in the world – it’s time to take the first step. Book a FREE consulting call and let’s get you Booked and Paid to Speak ® .

About The Speaker Lab

We teach speakers how to consistently get booked and paid to speak.  Since 2015, we’ve helped thousands of speakers find clarity, confidence, and a clear path to make an impact.

Get Started

Let's connect.

[email protected]

Copyright ©2023 The Speaker Lab. All rights reserved.

Tips for writing an effective conference proposal abstract

Please refer to the submission guidelines and presentation formats before submitting your proposal on-line here

In writing an abstract for submission to the Assessment in Higher Education (AHE) conference you are in effect ‘selling your ideas’ and you should make the title and abstract for your proposal clear, relevant to the audience, and distinctive, as well as conforming to the technical guidance provided by the conference organisers. An effective title and abstract will attract a good number of conference delegates to attend your session. Your initial draft abstract is likely to benefit from review and editing. If possible, allow some time for this and involve a critical friend or mentor to give you some feedback on your draft before you revise and submit it.

Here we just offer some additional advice especially aimed at new presenters and researchers, with four sections:

Focus, purpose and audience

Language and audience

• The issue or problem and perhaps why it is important
• Previous research by other people and what makes your work distinctive
• Methods and data sources for your research or evaluation of practice
• Key findings, conclusions and implications

You may have a large and complex project, but it is unlikely that you can share all of that within a time-limited conference presentation. So, decide on your purpose in presenting at the conference and then focus down onto a suitable element or perspective of your project, and make sure it is of interest and value to the audience. The AHE conference audience includes international academics interested in assessment and feedback but from a range of subject disciplines, so even if your project is in a specific discipline, policy and institutional context, you need to make clear how it is relevant and useful to participants. The AHE audience also includes academic developers, senior leaders and researchers into assessment and feedback. These delegates are likely to value projects with an underpinning of advanced scholarship but that also offer practical implications.

If you are presenting a critical evaluation of innovative practice in assessment and feedback then the history and particular context may be crucial, but the audience are likely to be more interested in your theoretical framework, key findings and the possible implications for practice in their own settings. If presenting research into assessment and feedback then you might focus on the data analysis, key findings and implications for practice, alternatively you might decide to focus on the research process and what can be learned from that to inform further research. In terms of writing an abstract for submission to conference, you should make your focus clear and indicate the ‘take aways’ that academics, academic developers, senior leaders and researchers in the audience might gain from attending.

Always consider your audience to include international colleagues, those using English as a second language, or simply busy academics who are likely to skip dense, jargon laden or vaguely worded abstracts. Present complex ideas in Plain English and avoid acronyms and unnecessary local details or terminology. The abstract will be just one paragraph and is in effect a concise version of your presentation or paper.

If you are proposing to present on a project that is currently in progress, then you may be tempted to use the future tense. This is reasonable given the months remaining between submission and the event. However, try to be clear and specific of what you will have completed before conference so that you reassure the reviewers, the committee and the audience of what you will have done and be able to include in the presentation.

A powerful title for your proposed presentation should tell the reader what the main focus is but also, if possible, give a hint of the key findings. Your initial draft title might be long-winded and include details, such as the context or methodology, that are not essential. For example: ‘A qualitative phenomenographic study of the varied conceptions held by academic tutors of coursework assessment of second year undergraduate social science students in England’. Might become ‘Academic tutor conceptions of coursework assessments’. However, this concise version still does not give a hint of the findings, so it might become: ‘Conceptions of Coursework Assessment: Transaction, participation, contribution’. This version at least hints at the findings and is just under 100 characters, which makes it concise and more likely to catch the eye in a conference programme.

Elements of the abstract

There are at least five elements required in the abstract:

The issue or problem and perhaps why it is important: It usually works best to get straight to the heart of the issue, rather than having a preamble about the context of the study such as policy changes or pressures such as the pandemic. How will your presentation be useful to conference delegates, from the UK, from Europe and beyond, as they consider developing their practice or research in assessment and feedback into the future?

Previous research by other people and what makes your work distinctive : What do we already know or think we know about the issue from previous international research? How is your practice or research innovative? Perhaps you are using a distinctive methodology or theoretical framework to strengthen your critical evaluation or research? What contribution does your work make to our understanding of the issue?

Methods and data sources for your research or evaluation of practice : What data did you generate and what was your approach to analysis?

Key findings, conclusions and implications : This section is often neglected so try to keep sufficient words to include at least one or two key findings, even if in a very concise form. If your project is still in progress, then at least try to signal what take aways conference delegates a wide range of different settings might gain from the session.

Citation and references: For an Assessment in Higher Education (AHE) proposal you are asked to cite up to six key references within the body of your abstract and then list those references in the field provided on the submission form. Please take the time to make your references complete and in a standard and consistent format. Returning abstracts for minor amendments of references causes delays and creates unnecessary administration costs. Please follow the style in the examples below which will help to create a consistent style across the conference programme ( note the sections of these examples that are in italics ).

Book:  Cottrell, S. (2019) The study skills handbook . 5 th edn. London: Red Globe Press.

Chapter:  Jenkins, L. (2016) Respiratory tract infections, in Blythe, A. and Buchan, J. (eds.) Essential primary care . Oxford: Wiley pp. 321-333.

Journal article:  Armstrong, J., Green, K. and Soon, W. (2011) ‘Research on forecasting for the manmade global warming alarm’, Energy and Environment, 22(8), pp.1091-1104.

Online resource:  Author or organisation (Year last updated) Title of site or page . Available at: URL. (Accessed: date, month, year).

Useful links for further advice

Sometimes the resources available online do not distinguish between an abstract for a journal paper and an abstract for a conference. There is considerable overlap but also some differences in the requirements.

A useful short article on the Enago Academy website

Important Tips for Writing an Effective Conference Abstract

A blog post on the LSE website How to write a killer conference abstract: The first step towards an engaging presentation.

https://blogs.lse.ac.uk/impactofsocialsciences/2015/01/27/how-to-write-a-killer-conference-abstract/

A useful video which is also available in written form at the link below:

How to write an abstract for a “call for papers”/conference presentation – The London Writing Academy (nafisalondon.co.uk)

A slightly alternative viewpoint emphasising abstract as narrative with three parts, usefully focuses on audience

• Call for contributions
• Presentation Formats
• Submission Guidelines
• Tips for writing an effective conference proposal abstract
• Registration & Accommodation
• Exhibiting & Sponsorship
• Previous Conference Programme

Share this:

• Copy shortlink
• Report this content
• Manage subscriptions

Privacy & Cookies: This site uses cookies. By continuing to use this website, you agree to their use. To find out more, including how to control cookies, see here: Cookie Policy

Home Blog Business How to Create Engaging and Persuasive Proposal Presentations

How to Create Engaging and Persuasive Proposal Presentations

Whether you’re pitching a new project to stakeholders, seeking investment from potential backers, or presenting a solution to a client, the success of your proposal hinges on your ability to convey your ideas clearly and convincingly. It’s not enough to count on flashy graphics: the presenter must understand how to communicate ideas in the same business language as their target audience. 

This article explores the critical components of a successful proposal presentation, providing you with practical insights and strategies to craft and deliver a compelling pitch. From understanding the core elements and structuring your presentation to delivery techniques, this comprehensive guide will equip you with the tools you need to make your proposal stand out and achieve your business objectives.

Table of Contents

What is a Proposal Presentation?

What makes a great proposal presentation, elements of a proposal presentation, how to start a proposal presentation, tips for delivering the proposal presentation, how to end a proposal presentation, recommended ppt templates for proposal presentations, final words.

A proposal presentation is a communication framework aimed at convincing an audience to adopt a certain idea, plan, or project. It serves as a persuasive tool to pitch products, services, or concepts to potential clients, investors, or stakeholders. A business proposal presentation often incorporates data, case studies , and visuals to build a compelling argument, making it an essential aspect of business development and strategic planning .

A great proposal presentation is clear, concise, and compelling. It captures the audience’s attention, holds their interest, and convincingly presents the proposed solution’s benefits. The following attributes contribute to a successful presentation:

Avoid jargon and overpopulated sentences that might confuse your audience. Use straightforward language to ensure your message is easily understood. If you need to introduce a complex concept in your presentation, work your way through graphics and try to simplify ideas as much as possible.

A well-thought presentation structure guides the audience through the proposal logically. It should start with an introduction that outlines the purpose, followed by a detailed discussion of the problem, proposed solution, implementation plan, and expected benefits.

Visual Appeal

Visual elements such as charts or graphs , images, and videos can enhance understanding and retention. To maintain a polished look, use a consistent and professional design for your slides.

Tailor your content to the audience’s needs and interests. Address their pain points and demonstrate how your proposal provides a solution. Use relevant examples and case studies to support your arguments.

Engage your audience with questions, interactive presentation elements, and storytelling . Personal anecdotes or client testimonials can make your presentation more relatable and persuasive.

In order to create a winning proposal presentation, we must count with the following elements.

Title Slide

This is the audience’s first impression. It sets the context and tone for the entire presentation and must feature a professional and polished look.

Clearly state the presentation title, your name, and the company’s name. If relevant, add a date, but it’s not absolutely required. Branding presentation elements like logo, colors, and fonts need to remain consistent to reinforce your company’s identity. You can use a pertinent image or graphic to the presentation topic (i.e., if it’s a product presentation , a product photo highlighting your product) to make the slide more visually appealing.

Avoid cluttering the slide with too much text. Any secondary information, like what the presentation is about, belongs on the introduction slide. Complex animation effects may deter the audience’s focus and render your slide deck amateurish. 

Another common mistake is to use poor font pairing choices, e.g., script fonts with poor readability or low-sized texts.

Introduction Slide

Here, we provide the audience with an overview and context for the proposal, outlining the problem or opportunity. Factual information like financial data , surveys, or any kind of data presentation that can back up your problem statement is relevant. Remember to deliver a teaser of the full problem or opportunity, as that information is bound to be expanded in the next slide.

Explain the purpose of your proposal and what you aim to achieve. This will give the audience a clear understanding of the presentation’s objective from the outset. However, you should avoid ambiguous statements that can confuse the audience. 

Problem Statement Slide

Clearly defining the problem or opportunity is essential for establishing the need for your proposal. It helps the audience understand the context and significance of your proposal. A well-articulated problem statement sets the stage for your proposed solution and underscores the urgency or importance of addressing the issue.

Support your statement with data, statistics, and real-world examples to illustrate the problem’s impact. Data adds credibility and helps quantify the issue. Additionally, we can make the problem relevant to the audience by linking some of its key points to their experiences or interests. This is a social proof of how the problem affects them directly or indirectly.

Compare the current situation with industry benchmarks or best practices to highlight the gap or deficiency. On this behalf, there are excellent presentation tools like gap analysis templates and comparison chart templates .

Proposed Solution Slide

The proposed solution is the core of your presentation, outlining how you plan to address the problem or seize the opportunity. This section is crucial for convincing the audience of your proposal’s feasibility and effectiveness. A coherently conveyed solution can demonstrate your expertise, innovation, and ability to deliver results.

Provide a detailed explanation of your proposed solution. Break it down into clear, actionable steps to help the audience understand how it works. Emphasize the solution’s benefits and competitive advantages . Explain how it will address the problem or capitalize on the opportunity. Diagrams, charts, and infographics are powerful tools to visually represent your solution without requiring lengthy walls of text in your slides. We invite you to check our article on how to present a project proposal for more strategies.

Don’t overlook possible challenges or limitations of your solution, as they are likely to come up in a Q&A session. Address them proactively and explain how you plan to mitigate them.

A good practice is to conduct a cost-benefit analysis to show the financial feasibility of your solution. Compare the costs involved with the expected benefits to demonstrate value for money. 

Implementation Plan Slide

The implementation plan outlines the steps necessary to execute your solution, demonstrating feasibility and practicality. This section is key for convincing the audience that your proposal is not just theoretical but actionable and achievable. A detailed and realistic implementation plan can build confidence in your ability to deliver the proposed solution.

Outline the key steps, timelines, and resources needed to implement your solution. A detailed plan helps the audience understand what is required to bring your proposal to fruition. Identify major milestones and deliverables, as they provide a sense of progress and achievement, helping to keep the project on track. 

Finally, develop a risk management plan to identify, assess, and mitigate potential risks. A robust risk management plan can enhance the audience’s confidence in your proposal.

Financials Slide

The financial section demonstrates the economic viability of your proposal. This section provides a detailed analysis of the costs involved, potential revenue, return on investment (ROI), and overall financial impact.

Don’t underestimate costs or overestimate revenues. Be realistic in your financial projections to maintain credibility. A break-even analysis is excellent for showing when the project will start generating profit, which boosts the perception of the proposal’s financial viability.

Conclusion Slide

The conclusion summarizes your presentation’s key points and reinforces your proposal’s value. It provides a final opportunity to persuade the audience and leave a lasting impression. A strong conclusion can help seal the deal and gain the support or approval needed for your proposal.

Recap the main points of your presentation, including the problem, proposed solution, implementation plan, and financials. Emphasize the benefits and value of your proposal and highlight the positive outcomes and advantages of your solution.

End with a clear call to action, specifying what you want the audience to do next. A call to action can include approval, funding, support, or any other desired outcome.

There are numerous ways on how to start a presentation , especially for proposals, but in our experience, it’s best to stick with a strong, attention-grabbing opening statement. You can pick from a surprising fact related to your problem statement, a compelling statistic, or even a thought-provoking question linked to your proposed solution.

An icebreaker can help relax the audience and make them more receptive to your presentation. For instance, you could share a relevant and engaging story or anecdote that ties into the theme of your proposal. A personal story can humanize you and make the presentation more relatable.

Another approach is to ask the audience a simple question that requires a show of hands or a quick verbal response. This encourages participation and makes the audience feel involved from the start.

Acknowledge the audience’s role or contributions with a personal touch. For in-company presentations, you can use a line similar to: “I know that many of you have been working tirelessly to improve our company’s performance, and I believe this proposal can help us achieve even greater success.” This creates a common ground with the audience, increasing their interest in what you have to say next.

Tip #1 – Voice Tone

Use pitch, tone, and volume variations to emphasize key points and maintain audience interest. Speak at a moderate pace, as speaking too fast can confuse the audience, whereas speaking too slow can lead to boredom.

Tip #2 – Use Silence Effectively

Working with pauses in your speech can help important points sink in. Silence in a presentation is a powerful tool for emphasis, and as a speaker, you can moderate it by introducing a 30-to-50-second pause after a mind-blowing fact about your proposal.

Tip #3 – Be Adaptable

Not all proposal presentations work alike. Be prepared to adapt your presentation if the situation calls for it, such as if you need to move forward with a Q&A session much sooner than you expected. Flexibility shows professionalism and command of your topic.

Tip #4 – Body Language

If space allows, move around the stage or presentation area with purpose. Avoid pacing or fidgeting, which is distracting and causes unease, lack of preparation, and lack of professionalism. Appropriate hand gestures can help emphasize points and convey enthusiasm as long as you don’t overdo it.

Try to stay relaxed and calm. Deep breathing techniques before and during the presentation can help manage anxiety.

Now it’s time to acknowledge how to end a presentation when working with business proposal presentations or any kind of professional-ranged proposal.

As we mentioned before, you need to clearly state what you want the audience to do next. This could be approving the proposal, providing funding, supporting the initiative, or any other specific action. Outline the steps required to move forward. Make it easy for the audience to understand what is needed from them.

Emotions are a persuasive factor in a conclusion. If you feel the proposal is likely to be accepted, paint a vivid picture of the future. Describe the positive outcomes and improvements that will result. Thank the audience for their time, attention, and consideration. Acknowledging their participation helps to build a positive relationship.

In this section, we selected some of our best Project Proposal PowerPoint templates to speed up your slide design process. Keep in mind you can test the Free Business Proposal PowerPoint Template and adapt it to your requirements.

1. Project Proposal Planning PPT Template

A compendium of tools to meticulously present any kind of project proposal is at one click of distance. It features an intro slide with relevant KPIs, objectives, scope, implementation timeline, resource allocation, risk assessment, and much more. Check it out!

Use This Template

2. Construction Painting Proposal PowerPoint Template

Ideal for contractors, architects, interior designers, or any construction professional who needs to deliver a construction proposal to a prospective client, A slide deck listing 15 easy-to-edit slides in a clean layout.

3. Sponsorship Proposal PowerPoint Template

This minimalistic slide deck is intended for companies seeking to seal sponsorship deals. It contains all the required tools to discuss sponsorship tiers, benefits, target audience, deliver past experience testimonials, etc.

4. Legal Services Proposal PowerPoint Template

For any law firm that wants to power up its game, this proposal presentation slide deck reduces the need for lengthy text paragraphs in slides in favor of easy-to-remember icons with placeholder text areas next to them.

5. SEO Proposal Slide Deck for PowerPoint

Digital marketing professionals can learn how to present a proposal by using this creative slide deck. In a sleek blue-to-green gradient and white color scheme, the 18 slides available in this proposal PPT template offer a broad range of tools to create a winning proposal presentation.

Crafting an effective proposal presentation requires meticulous planning and strategic execution. Each element must be well-organized and clearly articulated, from a compelling opening to a persuasive conclusion. By following the methodology shown in this article, you can enhance your proposal’s impact, build credibility for your brand, and increase the likelihood of securing support from your audience, whether they are investors, clients, or internal stakeholders.

Like this article? Please share

Business Ideas, Business Presentations Filed under Business

Related Articles

Filed under Presentation Ideas • June 28th, 2024

Key Insights on How To End a Presentation Effectively

Learn key insights on how to end a presentation, with professional tips, PowerPoint templates examples and real life experiences.

Filed under Business • June 12th, 2024

How to Master Roadshow Presentations

Get to know a how to approach a roadshow presentation and deliver a winning speech. A guide for roadshow presentation slides, with recommended tools.

Filed under PowerPoint Tutorials • May 28th, 2024

How to Compress PowerPoint Presentations

You don’t need to end up with gigantic PowerPoint files you cannot email or distribute with ease. Instead, learn how to compress PowerPoint presentations by applying any of these 6 different methods.

Leave a Reply

Proposal Outlining: A Guide for Getting Started

Have you ever felt the sting of presenting a project proposal only to watch it fall flat? Despite pouring your heart and soul into it, all you get back are crickets and cleared throats. The reality is that crafting a proposal that captivates and convinces isn't a matter of effort alone—it's about strategy. And that strategy starts with a well-structured outline.

In this article, we'll unlock the secrets of an effective proposal outline and explore the elements that make a proposal not just good but remarkable. This first step will help you to align your ideas with your client's needs.

Key takeaways

• A good proposal outline can help you organize your ideas and the key points you need to make to persuade your prospect.
• Each part of the proposal outline should serve a specific purpose
• You might want to share your proposal outline with a peer or even your prospect to ensure it covers all of the critical information your proposal will need

What is a proposal outline?

A proposal outline is a framework that organizes your ideas and pitches into a coherent structure, ensuring every crucial element of your proposal is considered and clearly presented. It’s the backbone of your proposal, guiding you from the introduction to the conclusion, ensuring a logical flow and that no key points are missed.

A well-crafted proposal outline consists of several parts, each serving a specific purpose:

• Introduction : Sets the stage, introduces the problem or need, and captures interest.
• Problem Statement : Clearly defines the issue that your proposal aims to solve.
• Solution Overview : Outlines your proposed solution and its benefits.
• Deliverables and Timelines : Specifies what will be delivered and when .
• Cost Estimate : Provides a clear and detailed breakdown of costs associated with the proposal.
• Conclusion : Summarizes the proposal, reinforcing the value and feasibility of your solution.

By using a proposal outline, you ensure your proposal is not only complete but also tailored to directly address the needs and concerns of your clients. There is also a good selection of proposal software (and even proposal templates ) to help you futher speed up and scale the process here. In fact, we might know a few people ourselves…

Importance of outlining

Why spend extra time on a proposal outline? Well, outlining isn't just about organizing your thoughts—it's about setting a strategic foundation for your proposal. Here’s why it’s absolutely crucial:

• Enhances clarity and focus : An outline keeps your proposal focused on the client’s needs and your solution. It prevents you from veering off-topic and ensures every part of the proposal pushes toward the end goal—securing approval.
• Saves time in the long run : It might seem like extra work at the start, but having a clear outline actually speeds up the writing process. You know exactly what to write about in each section, cutting down on revisions and rewrites.
• Improves persuasiveness : A structured proposal is a persuasive proposal. With all points logically flowing from one to the next, your argument builds momentum- and with it, a compelling case to your client.
• Facilitates collaboration : When working in a team, an outline acts as a shared plan. Everyone knows their part, reducing overlap and ensuring all necessary points are covered.
• Makes a professional impression : A well-organized proposal reflects professionalism and attention to detail. It shows potential clients that you are thorough and capable, boosting their confidence in your abilities.

In short, an outline isn’t just a planning tool—it’s a critical element that elevates the quality and effectiveness of your proposal. By taking the time to outline, you're paving the way for a smoother, more impactful presentation that aligns perfectly with your client's expectations.

Key elements of a detailed project proposal outline

Crafting a project proposal is like telling a story where you're the hero who can solve the client's problem. To tell this story effectively, you need several key elements, communicating your understanding, plan, and commitment to the project's success. These elements are:

• Introduction

Kick off your proposal by grabbing attention. Introduce the problem and hint at the solution, making sure to connect emotionally (and logically) with your potential client.

• Problem statement

Dive deep into the problem. Demonstrate your understanding of the client's needs and challenges. Show empathy and expertise, making it clear why this issue needs resolution.

• Solution overview

This is where you shine. Outline your proposed solution and the unique benefits it offers. Be clear and concise , using simple terms that convey value and feasibility.

• Objectives and goals

Define what success looks like. Detail the objectives your solution aims to achieve, aligning them closely with the client’s requirements.

• Methodology and approach

Explain how you plan to achieve the outlined objectives. This section should reassure the client of your method's effectiveness and your team's capability.

• Deliverables

Specify what you will deliver, including tangible products, reports, and results. This sets clear expectations and helps avoid scope creep.

Map out the project timeline. Include key milestones and deadlines to demonstrate your project management skills and realistic approach.

• Cost estimate

Provide a detailed breakdown of the project cost. Transparency here builds trust and helps the client understand the value they are getting.

Wrap up with a strong conclusion that reiterates the benefits of your proposal. Encourage the client to take action, and make it easy for them to say Yes.

By including these elements, your proposal will not only be comprehensive but also tailored to clearly communicate how you are the best choice for the project.

How to create the perfect proposal outline (then fill it in)

Creating the perfect proposal outline is like preparing a recipe that’s tailored to taste—it needs the right ingredients, a pinch of creativity, and a good understanding of who's going to enjoy it! Here’s a simple, effective way to put it all together:

Step 1: Understand the client’s needs

Begin by thoroughly researching your client’s industry, challenges, and specific needs. The more you know, the better you can tailor your proposal to speak directly to them. Dive into their company reports, read relevant industry news, and analyze their competitors. This groundwork enables you to address their unique pain points with precision.

Step 2: Define the project scope

Clearly define what the proposal will cover and- importantly- what it won’t. Setting these boundaries early prevents misunderstandings and keeps your proposal laser-focused.

Step 3: Gather your data

Collect all the necessary information, data, and resources that will support your solution. This could include case studies, testimonials, or relevant statistics that reinforce your points. Solid data not only backs up your claims but also builds credibility, showing that your solution is grounded in proven results and sound research.

Step 4: Draft the structure

Using the key elements outlined above, start drafting your proposal. Arrange the sections in a logical order that tells a compelling story, from problem to solution. Each section should naturally lead into the next, creating a seamless narrative that keeps the reader engaged and makes your argument compelling.

Step 5: Write the details

Fill in each section with detailed information. Ensure your writing is clear, persuasive, and directly addresses how you will solve the client’s problem. Use active language, avoid jargon, and be specific about the benefits of your solution. Remember, the goal here is to make it easy for the client to understand and see the value in your proposal.

Step 6: Review and refine

Step back and review your proposal as a whole. Does it flow logically? Is it persuasive? Ask a colleague to proofread it for clarity and coherence. A fresh set of eyes can catch errors you might have missed and provide valuable feedback to improve the overall quality of the proposal.

Step 7: Customize your presentation

Tailor the final document to the client’s preferences. Consider their company culture and the decision-maker’s personal style when finalizing the format and tone. Customization shows you’ve taken the time to understand their business and care about their unique context, making your proposal stand out from more generic submissions.

Step 8: Include a Call To Action

End with a clear, compelling call to action. What do you want the client to do next? Make it easy for them to take the next step, whether it’s scheduling a meeting, signing a contract, or simply getting in touch. A strong CTA helps to turn interest into action, guiding the client towards a positive decision.

By following these steps, you’ll create a proposal outline that not only meets the client’s needs but also highlights your capabilities and understanding of their challenges.

6 Top tips for outlining proposals

Here are some top tips to ensure your proposal outlines set you up for success:

Tip 1: Start with a strong hook

Capture your reader's attention from the outset. Use a compelling fact, question, or statement that speaks directly to the reader's interests or pain points.

Tip 2: Keep the client central

Always tailor your proposal outline with the client in mind. Every section should reflect an understanding of their needs, goals, and preferences.

Tip 3: Use clear, concise language

Avoid jargon and complex language. Your proposal should be easy to understand, making the client feel confident about what you’re offering. Simple language helps to ensure your message is clear.

Tip 4: Visualize the flow

Before writing detailed content, visualize how each section flows into the next. A logical, intuitive flow keeps the reader engaged and makes your arguments more persuasive.

Tip 5: Highlight key benefits

While detailing the features of your solution is important, focusing on the benefits for the client can be even more persuasive. Make it clear how your proposal will solve their problems or improve their situation.

Tip 6: Be realistic and honest

Set realistic expectations about what you can deliver and when. Honesty builds trust and reduces the chance of client dissatisfaction down the line.

By implementing these tips, your outlines will lay the foundations for a proposal that is hard to resist.

SaaS Proposal Template

Propel your business forward with our SaaS Proposal Template – present a persuasive case for adopting your solution to prospects.

Final thoughts

We've delved into the nitty-gritty of creating a persuasive proposal outline, focusing on clarity , structure , and a client-centered approach. Your proposal's true power lies in how effectively it addresses your client's needs and highlights your unique solution.

But why stop there? With Qwilr's innovative tools and templates , you can transform your outlines into visually stunning, interactive documents that captivate and convince. If you’re ready to gain a competitive edge and make your proposals irresistible, check out what Qwilr can do for you.

About the author

Marissa Taffer | Founder & President of M. Taffer Consulting

Marissa Taffer is the Founder & President of M. Taffer Consulting. She brings over 15 years of sales and marketing experience across various industries to a broad range of clients.

Frequently asked questions

What's the ideal length for a proposal.

The length of your proposal should be determined by the complexity of the project and the client’s requirements. Generally, aim for clarity and concision.

How much detail should I include about costs?

Provide a detailed breakdown of costs, including all relevant expenses. Transparency here is crucial—clients appreciate knowing exactly what they are paying for and why.

Can I reuse parts of an old proposal for a new client?

While you can reuse generic sections like your company overview, always tailor the proposal to each client’s specific needs and circumstances to show that you’ve crafted a solution just for them. Proposal automation software can help speed up the more generic aspects.

What if the client asks for changes to the proposal?

Be open to feedback and willing to make adjustments. This flexibility can often strengthen the client relationship and lead to a more successful partnership.

How often should I follow up after submitting a proposal?

Follow up within a week of submission to show your enthusiasm and commitment. If you haven’t received a response, a gentle reminder every few weeks can keep your proposal top of mind.

Related articles

• All articles
• Sales management
• Sales techniques
• Sales enablement
• Customer success
• Product updates