Submitting a Talk
This feature requires the Programme & Submissions module to be enabled.
Submissions must also be open for the event — the organizer controls the submission window.
Submit a talk or abstract for consideration in the event programme. Your submission enters a review pipeline managed by the event organizer, and you can track its progress from your Me Portal.
Public event page > Submit a talk
Use the submission link shared by the organizer or the event page's submission action when submissions are open.
Before starting your submission, check whether the event is currently accepting talks.
Visit the event's public submission page to check whether submissions are available:
- Open — submissions are being accepted. You can submit immediately.
- Closed — ema shows a closed message. If the organizer allows late submissions, the form remains available after the close date.
The submission link follows this pattern:
yourorg.heyema.com/your-event/submit
You can also find the submission link on the event's public page when submissions are open.
Choosing a Track
Many events organize their programme into tracks — groupings by topic, audience, or format. Examples include Technical, Business, Research, or Industry tracks.
If the event has multiple tracks, you select which track to submit to before filling out the form. Each track may have its own submission form with different questions tailored to that track's focus area.
Choose the track that best fits your topic. If you are unsure which track is appropriate, review the track descriptions on the submission page or contact the organizer.
Choose the track where reviewers and attendees will expect your topic. If your proposal crosses multiple themes, pick the closest primary audience and mention the overlap in your abstract.
The Submission Form
The submission form is configured by the event organizer, so the fields vary between events. Every form is tailored to the information the organizer needs to evaluate your proposal.
Common Fields
Most submission forms include some combination of the following:
- Title — a concise, descriptive title for your talk.
- Abstract — a short summary of what you will cover, typically displayed in the public programme if accepted.
- Description — a detailed overview of your talk's content, objectives, and what attendees will take away. Reviewers rely heavily on this field.
- Track — the subject area or programme track your talk fits into (if not already selected).
- Format — the presentation type: keynote, breakout session, workshop, panel discussion, lightning talk, or other formats defined by the organizer.
- Tags or topics — keywords that help categorize your submission.
Required fields are marked with an asterisk. You must complete all required fields before submitting.
Speaker Details
Provide your speaker information as part of the submission:
- Name — your full name as you want it displayed in the programme.
- Affiliation — your company, organization, or institution.
- Bio — a short biography for use in event materials and the programme listing.
- Photo — a headshot image. Follow any size or format guidelines noted on the form.
Co-Authors and Additional Speakers
If your talk has multiple presenters, use Add Author to add a row for each additional author. Every row asks for a first name, last name, and email, and — depending on how the organizer configured the form — title, job title, organisation, country, phone, and an assignment role. Each author has their own Presenting toggle: turn it off for someone credited on the talk who won't actually deliver it.
Multi-Page Forms
Some submission forms span multiple pages. Step through each page using the navigation buttons at the bottom of the form. You can move back and forth between pages to review and edit your answers before submitting.
Saving Progress
Once you're signed in, your progress is saved as you fill out the form. You can close the browser and return later to pick up where you left off.
Signing In
You must sign in before ema shows you the submission form.
Enter your email address and ema sends a 6-digit verification code to your inbox. Enter the code on the page to sign in — no password is needed. If you don't already have an account, one is created automatically the first time you verify a code.
Check your spam or junk folder if the code doesn't arrive within a minute.
Submitting Your Talk
When your form is complete, click Submit. Your submission is recorded and enters the organizer's review pipeline.
Check your title, abstract, speaker details, and co-speakers before clicking Submit.
Confirmation
After submitting, you see a confirmation page that displays:
- Your talk title and selected track.
- The date and time of submission.
- Information about what happens next — your submission is now in the review pipeline.
If you want to submit another talk to the same event, use the link on the confirmation page to start a new submission.
Tracking Your Submission
After submitting, sign in to the Me Portal and go to My Talks to:
- View your submission's status — the default set is Draft, Submitted, Under Review, Accepted, or Rejected, though the organizer can rename these or add their own.
- See reviewer feedback, if and when the organizer chooses to share it. See Talk Reviews.
- View details of every talk you're credited on, across events.
The Review Process
Reviewers evaluate submissions against criteria set by the event organizer. The review process, its timeline, and how (or whether) you're notified of a decision are entirely up to the organizer.
If your talk is accepted, see Talk Acceptance for the consent terms you may be asked to review, and Talk Documents for uploading your presentation materials.
Uploading Your Presentation
After your talk is accepted, the organizer may send you a separate link to upload your presentation materials (slides, video, or supporting files).
If you are already signed in and have access to the talk portal, ema sends you to the talk documents area instead of the public upload page.
The public upload page shows your session details so you can confirm the information is correct:
- Session date and time.
- Room or stage assignment.
- Co-speakers listed alongside you.
- The current file, when one has already been uploaded.
Consent and Terms
Before uploading, you may need to save your name and email. The public upload link does not require login.
You may also need to check consent boxes covering privacy terms, publishing consent, and data aggregation — the same three terms covered in Talk Acceptance — plus a separate recording release if the session will be recorded. Each checkbox saves as you check it.
Review each one carefully before proceeding.
Uploading Files
Select your file and upload it. A progress bar shows the upload status. Supported file types and size limits are displayed on the upload page.
If you need to update your presentation after uploading, you can upload a new version at any time before the organizer's deadline. Version history is maintained, so the organizer can see all versions you have submitted. The most recent upload is always treated as the current version.
If you do not need to upload a file, you may be able to mark that you will present from your own laptop, paste a web URL for externally hosted slides, or grant a recording release.
Tips for a Strong Submission
- Be specific — vague abstracts are harder for reviewers to evaluate. State your key points clearly.
- Know your audience — tailor your abstract to the track and event audience.
- Highlight outcomes — explain what attendees will learn or be able to do after your talk.
- Proofread — your abstract may be published exactly as submitted if accepted. Check for typos and clarity.
- Submit early — do not wait until the deadline. Early submissions give you time to revise if the organizer requests changes.
For the full speaker lifecycle after submission, see The Speaker Journey.