Understanding calls for proposals: 4 things you need to know before submitting

A call for proposals (CFP) is an invitation from conference organisers asking potential speakers to submit talk ideas for consideration. It sets out what the event needs, who can apply, and when proposals are due. By the time you finish reading, you'll understand how the process works, what makes a strong submission, and how to approach your first CFP with confidence – whether you're planning to speak at Tech Events Guide gatherings or larger industry conferences.

Recognising what a CFP asks for

Conference organisers publish a call for proposals months before the event, usually on the conference website or through community channels. The document describes the session formats they need – keynotes, workshops, lightning talks, panel discussions – and the topics they want covered. Some CFPs are broad, welcoming anything relevant to the field; others target specific themes or challenges the community is facing that year.

You'll find practical details: word limits for your abstract, the deadline, whether travel support is available, and what the selection criteria are. Read these carefully. A CFP that asks for 300 words and receives 800 is telling organisers you haven't followed instructions.

Session formats explained

Most events offer several formats. A standard conference talk runs 30 to 45 minutes, leaving time for questions. Lightning talks are shorter – often five to ten minutes – and suit narrow topics or quick demonstrations. Workshops are hands-on, usually half a day, and assume attendees will work through exercises. Panel discussions bring multiple voices together; if you're proposing one, you'll often need to suggest panellists.

Choose the format that fits your material. A complex tutorial belongs in a workshop; a single insight fits a lightning talk.

Writing a proposal that stands out

Your proposal answers three questions: what you'll cover, why it matters, and what attendees will take away. Start with a clear title that names the subject. Follow with an abstract that summarises the talk in plain language, then add detail about the structure and the key points you'll make.

Organisers often review dozens of submissions. Yours competes with talks on similar subjects, so clarity matters more than cleverness. Explain what makes your angle different – perhaps you're sharing a solution to a common problem, or results from a project that failed in an instructive way.

Common mistakes to avoid

Vague promises sink proposals. "I'll talk about modern frameworks" tells an organiser nothing; "I'll compare three state-management patterns and show when each one works best" gives them something to assess. Avoid jargon unless the CFP explicitly asks for specialist talks. If you're covering a well-worn topic, say what's new in your treatment of it.

Another frequent error: writing for the organiser instead of the attendee. The person reading your proposal wants to know what the audience gains, not how much you know.

Navigating the submission process

Most conferences use an online form. You'll enter your details, your talk title and abstract, sometimes a longer outline, and often a speaker bio. Some ask for a video of a previous talk; if you don't have one, say so and briefly describe your relevant experience instead.

The bio matters. Keep it short – two or three sentences – and relevant. Mention your role, what you've worked on that connects to the topic, and any speaking experience. If this is your first submission, that's fine; focus on your work rather than your stage time.

1. Read the entire CFP document before you start writing, noting the deadline and any mandatory fields.
2. Draft your abstract in a separate document, then leave it for a day and revise with fresh eyes.
3. Ask a colleague to read it and explain back to you what they think the talk will cover; rewrite anything they misunderstood.
4. Submit at least a few days early so technical problems don't cost you the deadline.

Preparing for different outcomes

Selection takes time. Organisers often receive far more proposals than they have slots, and a rejection doesn't mean your idea lacked merit. Some conferences share feedback; others simply send a yes or no. If you're accepted, you'll receive details about the schedule, the venue, and what support is available.

Expect to refine your talk after acceptance. Organisers may ask you to adjust the scope, shorten the running time, or clarify the target audience. This is normal.

What happens after acceptance

You'll likely be asked to confirm your availability, provide a higher-resolution photo, and submit any technical requirements – slides, live demos, software you'll need installed. Some events offer speaker coaching or a chance to rehearse with other speakers. Take it; even experienced presenters benefit from a trial run.

If your talk is recorded, you'll usually be asked to sign a release. Understand what rights you're granting and where the video will appear.

Deciding when to submit your first proposal

Many people wait until they feel expert enough. That moment rarely arrives. You don't need to be the world authority on a subject; you need to know more than your audience and be able to explain it clearly. First-time speakers often bring a freshness that veterans have lost.

Start with smaller events – local meetups, unconferences, or community gatherings. These often have less competitive CFPs and more supportive audiences. The experience you gain there will strengthen your submissions to larger conferences later.

Addressing nerves about public speaking

Anxiety about speaking is normal. Preparation reduces it. Know your material well enough that you can explain it without slides. Practise the opening two minutes until they're automatic; once you're past the start, momentum carries you. Remember that the audience wants you to succeed – they came to learn, not to watch someone struggle.

If the prospect still feels overwhelming, consider proposing a panel discussion where you'll be one voice among several, or a workshop where interaction spreads the attention across the room.

Understanding how organisers evaluate submissions

Selection committees look for relevance, clarity, and feasibility. Does the topic fit the event's focus? Will attendees understand what they're signing up for? Can the speaker deliver what they've promised in the time available? They also consider balance – a schedule needs variety in subject, depth, and speaker background.

Your reputation can help, but it's not decisive. A well-written proposal from someone unknown often beats a vague submission from a recognised name. Organisers want good sessions, not just famous speakers.

Transparency and speaker support

Some conferences publish their selection process, including whether submissions are anonymised during review. Anonymisation removes bias but means your bio won't help you; the proposal must stand alone. Other events explicitly seek diverse voices and may prioritise first-time speakers or people from underrepresented groups.

Travel and accommodation support varies widely. Community-run events often can't cover costs; commercial conferences usually can. The CFP should state what's offered. If it's silent, ask before you submit – financial barriers are real, and knowing in advance lets you plan.

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Download PDF: Your First CFP Submission Checklist PDF, 29 KB