The Moment Every New Planner Faces
You’ve launched your call for papers. Deadlines are set. The abstract portal is live. Then someone on your team asks, “Are we charging a submission fee?”
If you’re new to abstract management, it’s a fair question, and an easy one to overlook. Most of us associate fees with attendee registration, not submitting a proposal. But adding a modest fee at submission can actually make the process easier and more efficient for everyone involved.
Recommended Reading
New to abstract management?
Check out our Beginner’s Guide to Abstract Management for a full walkthrough of timelines, setup, and what to expect when running a call for papers.
Three Reasons to Add a Submission Fee
- Recover Administrative Costs
A small submission fee helps cover basic costs like software and staff time. - Encourage quality and commitment
Even a small fee pushes authors to polish their work before they click “submit.” This discourages shotgun proposals and weeds out half-finished drafts. The payment also signals genuine interest, raising follow-through and professionalism. “By charging a submission fee along with an abstract, it shows us that the author(s) are subject matter experts and will be presenting a strong abstract at the event,” says Erin Ryan, Abstract Management Project Manager at Omnipress. - Fund a better review experience
Submission fees pay for reviewer stipends, training, and better tools. These upgrades speed decisions and improve feedback.
“By charging a submission fee along with an abstract, it shows us that the author(s) are subject matter experts and will be presenting a strong abstract at the event,”
– Erin Ryan, CATALYST Project Manager
Keep Access in Mind
A fee should never block promising voices. Offer waivers or discounts for students, early-career researchers, and under-resourced institutions. Publish criteria early and keep the process simple.
A Quick Look at Fee Structures
- Flat fee per abstract: simple and easy to explain
- Member vs. non-member rates: adds membership value
- Early vs. late pricing: prompts timely submissions
- Institutional bulk payments: one invoice covers multiple authors
Choose the model that suits your community and financial goals, then move on.
Why Payments Belong Inside Your Abstract Management System
- One-stop experience: authors submit, pay, and receive a receipt within minutes
- Automatic reminders and receipts: no invoice chasing
- Secure, PCI-compliant processing: finance teams sleep better
- Instant reporting: track revenue and outstanding submissions at a glance
In CATALYST, planners simply add a payment step along with their other custom settings and let the platform do the work.
Expert Tip
Display submission fees up front. Feature payment details on the call-for-papers home page and inside opening instructions. When authors learn about the fee before starting, surprises and incomplete submissions disappear.
Quick Checklist for First-Time Planners
- Define the fee’s purpose: cost recovery, quality control, reviewer support, or all three
- Benchmark similar events to ensure fair pricing
- Set waiver criteria and publish them alongside the call for papers
- Write clear, friendly instructions that explain why the fee exists
- Test the payment process: send a sample abstract, pay the fee, then check the receipt email
Recommended Reading
Looking to optimize your entire submission workflow?
Check out our tips for setting up your abstract management system to collect the right data and set clear expectations from the start.
Ready to Simplify Your Call for Papers?
A thoughtful submission fee supports reviewers, protects budgets, and lifts abstract quality. See how CATALYST collects payments seamlessly, leaving you free to focus on program content rather than chasing invoices.
Share The Love!