5 Key Challenges In Call For Content - And How To Solve Them

Introduction

For many event organizers, a Call for Content is the engine that powers their event content strategy. Whether you call it a Call For Papers, Call for Speakers, Call for Abstracts, or Call for Content, the process shapes the quality, diversity, and relevance of your event sessions. Yet, while these are a standard practice in the industry, they are often riddled with challenges: low-quality submissions, repetitive content, and the struggle to attract a diverse, engaging speaker lineup.

In a recent CFP roundtable discussion, 30 event content professionals shared their biggest pain points and the strategies they’re using to improve the submission process, speaker selection, and overall event content quality.

What we learned through discussing these challenges were the best practices to solve these core challenges, and the new emerging trends that are reshaping the way event organizers approach their CFP process.

The Biggest Challenges in Call for Papers

Challenge #1 | Getting the Right Submissions

Your event starts at your call for your content. It’s the first opportunity to begin marketing your event, laying the foundation of your event content strategy, and ensuring that your program and speakers align with the required outcomes of the event. Event success is dependent on ensuring high-quality submissions to build a program that meets the following expectations: 

• Event goals 
• Industry hot topics
• Corporate priorities 
• Attendees preferences 

Here is how event teams are driving higher quality submissions. 

1. Ask the Right Questions Without Overcomplicating the Form

Many event teams struggle to craft CFP forms that yield useful, detailed submissions without deterring speakers with an overly complex process. If you ask too many questions, applicants may abandon the form. If you ask too few, you risk receiving vague or irrelevant proposals.

Best Practice: Focus on content-first questions in your call content rather than speaker credentials or speaker information. Ask submitters to provide a 280-character session pitch to ensure clarity and conciseness.

2. Ensure Content Freshness & Avoid Recycled Sessions

Many CFPs result in the same speakers submitting slightly modified versions of last year’s session. This leads to a stale program that fails to bring new insights to attendees.

Best Practice: Require speakers to demonstrate a fresh angle on a topic if they’ve presented it before. Encourage case studies, interactive elements, or hands-on learning experiences.

3. Encourage Engaging Session Formats 

Passive presentations often result in disengaged audiences. Yet, many CFP submissions lack details on how speakers plan to engage attendees. In the submission form, ask how the speaker plans on how to engage with attendees.

Sample engagement points include:

• Live polls
• Interactive session formats
• Innovative session formats
• Media
• Live Q&A

Challenge #2 | How to Select the Best Speakers

1. The Debate: Blind Review vs. Direct Outreach

If you are running a call for lind reviews help eliminate bias by focusing on content quality rather than speaker reputation. However, they may overlook the importance of a speaker’s delivery style and ability to engage an audience.

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Kristin Shoop at ACES uses a blind reviews process for content selection and speaker vetting.

Beyond your submissions, teams are also using a speaker outbound strategy to reach out to and select the speakers you want at your event.

Speaker outbound is the proactive, strategic outreach to potential speakers, treating the process much like a sales campaign. Instead of relying solely on inbound submissions through Calls for Papers (CFPs), event content teams take a hands-on approach, identifying and reaching out to ideal speakers to curate a high-quality program.

Where to Source Speakers for Outbound

1. Existing Networks: Leverage past speakers, sponsors, and attendees.
2. Industry Events: Identify standout speakers at other conferences. "We’ve had team members attend other events, see someone speak, and think, 'That person might be great for SaaStr.'"
3. Content Platforms: Look for thought leaders on LinkedIn, podcasts, and blogs.
4. Community Recommendations: Tap into your audience for speaker suggestions.

2. Evaluate Speaker Quality (Without Seeing Them Present)

A well-written proposal doesn’t always mean a speaker is engaging.

There are ways that event teams can assess speaker quality beyond the proposal, including:

• Require short video submissions alongside the proposal
• Review past speaking engagements on YouTube, LinkedIn, or previous event recordings
• Offer speaker coaching for first-time presenters

Best Practice: meet 1:1 with speakers as a part of the Call For Content process to engage with them more personally, co-workshop content, and guage their speaking abilities.

3. Building Long-Term Speaker Tracking Systems

Many event teams lack a structured way to track speaker performance year over year.

Modern event teams are leveraging a Speaker CRM to track:

• Past speaking engagements
• Audience feedback and ratings
• Speaker diversity metrics
• Identify subject matter experts
• Reduce the time it takes to discover the ideal speaker

Challenge #3 | Getting Session Levels Right

Many event teams struggle with defining clear levels of expertise for sessions (Beginner, Intermediate, Advanced) since one person’s “advanced” is another’s “basic.”

1. How Different Audiences Interpret Session Levels

Attendees have varying levels of knowledge, making it difficult to standardize session complexity.

Use Bloom’s Taxonomy to classify learning objectives with action-based language (e.g., "Apply X skill" for Intermediate vs. "Analyze Y strategy" for Advanced).

2. Attendee Feedback to Validate Session Levels

To get a better sense of the accuracy of your session levels, there is no better person to ask than your attendees.

Use post-event surveys to better understand the alignment between the session level and the attendee's level of expertise.

Consider asking questions such as:

• “Did the session level match your expectations?”
• “Was this content too basic, too advanced, or just right?”

Challenge #4 | Speaker Training and Onboarding

1. Balancing Training Efforts With Limited Resources

Not all event teams have the bandwidth to provide individual speaker coaching.

Pre-recording trainings that are shared across your speaker network are a great way to scale your training efforts.

Consider having recordings include:

• How to structure an engaging session
• Presentation best practices
• How to optimize slides and visuals

2. AI-Powered Rehearsals, Peer Coaching, and Recorded Sessions

Some organizations use AI tools to analyze speaker tone, pacing, and clarity in rehearsals. Others assign experienced speakers as mentors for first-time presenters.

Best Practice: Leverage AI rehearsal tools like Ovation AI or host peer-run speaker training sessions before the event.

Challenge #5 | Diversity and Inclusion in CFPs

Ensuring diverse representation in event content is not just a checkbox—it’s a strategic decision that impacts attendee engagement, thought leadership, and industry progress. However, many event teams struggle to move beyond the same pool of speakers and attract a wider range of voices.

Here’s how to proactively increase speaker diversity in your Call for Papers.

1. Moving Beyond the Same Speaker Pool

One of the biggest barriers to diversity in CFPs is relying on passive speaker submissions rather than proactively sourcing new voices. Many event teams default to well-known names, which can unintentionally create an exclusive speaker loop that keeps underrepresented voices out.

1. Expanding Your Speaker Network:

Intentional Outreach to Affinity Groups & Industry Networks

• Build partnerships with diversity-focused organizations, professional associations, and mentorship programs.
• Example: Tech conferences partner with Black Girls Code, Latinas in Tech, Women Who Code, and Out in Tech to encourage more diverse speaker participation.

Strategic Speaker Recruitment Beyond the CFP

• Treat speaker outreach like a sales pipeline—actively source new voices rather than waiting for submissions.
• Encourage existing speakers to refer diverse experts within their networks.
• Partner with regional chapters and international organizations to find talent in different markets.

Remove Barriers to Entry for New Speakers

• Many first-time speakers self-select out because they feel underqualified.
• Offer speaker coaching, mentorship, or prep sessions to help first-time applicants feel confident.
• Host “Intro to Speaking” webinars or provide pre-recorded speaker training to guide new voices.

Limit Repeat Speakers in Your Program

• If your event has the same speakers year after year, consider implementing a policy that limits consecutive appearances to create room for new voices.
• Encourage co-presenters or panels that feature both industry veterans and emerging talent.

Pro Tip: In your CFP, explicitly state that your event values diverse perspectives and actively encourages first-time speakers to apply.

2. Self-Identification Questions in CFPs

If you’re not measuring who is submitting to your CFP, it’s difficult to track diversity improvements. Some events now include optional self-identification questions in their submission forms to better understand speaker representation.

Best Practices for Inclusive Data Collection:

Keep It Optional, Broad, and Respectful

Instead of listing specific demographics, offer a broad self-identification question, such as:

• “Do you identify as part of an underrepresented or marginalized group?” (Yes/No/Prefer not to answer)
• “Are you part of any affinity groups, cultural organizations, or professional networks that support diversity?”

Use Data to Improve Representation

• Diversity data should never be used to exclude but rather to identify gaps and inform future outreach strategies.
• Example: If most submissions are coming from one demographic, prioritize outreach to underrepresented groups for next year’s CFP.

Analyze Speaker Demographics in Relation to Session Selection

• Do diverse speakers get selected at the same rate as others? If not, review selection criteria to identify bias blind spots in your review process.
• Consider implementing blind reviews where judges evaluate proposals without seeing speaker names or company affiliations to ensure content is evaluated fairly.

Pro Tip: Some organizations go a step further and track panel diversity, ensuring that every panel includes a mix of backgrounds, perspectives, and experiences.

New Trends and Best Practices in CFP Management

As the events industry evolves, traditional CFP processes are being reimagined to be more flexible, data-driven, and audience-centric. The following trends and best practices help organizers curate higher-quality sessions, improve speaker selection, and enhance attendee engagement.

1. Rolling CFPs (Multiple Deadlines Instead of One Big Submission Window)

Many events still operate on a single annual CFP deadline, which can lead to:
🚨 Submission surges right before the deadline
🚨 Rushed, lower-quality proposals
🚨 Limited flexibility in content selection

To combat these issues, some event organizers adopt a rolling CFP approach, accepting speaker proposals at different points throughout the year instead of relying on one single submission window.

Suggestions for Hosting A Rolling Call For Content:

Segment into Phases

Take a three-phase approach

• Early Deadline: Prioritize foundational, evergreen topics.
• Mid-Year Deadline: Add timely, emerging themes.
• Final Deadline: Allow for last-minute, high-demand topics.

Use Rolling CFPs to Maintain Engagement

• Promote "newly added sessions" at regular intervals to maintain event buzz.
• Rolling CFPs allow marketing and content teams to refine session tracks in real time based on audience feedback.

Optimize for Speaker Selection & Diversity

• Staggered submissions give organizers time to diversify speaker representation rather than making last-minute diversity fixes.

Pro Tip: Consider keeping the CFP open year-round and reviewing submissions quarterly to ensure fresh, relevant content.

2. Leaving Space for Last-Minute Topics

Industries move fast, and event organizers often lock in content months in advance—only to find that the most relevant topics emerge right before the event.

Risk: If content is finalized too early, your agenda may feel outdated by the time the event happens.

Keep 10-20% of Your Program Open

Instead of filling the agenda months in advance, reserve a portion for:

• Breaking news topics (e.g., AI breakthroughs, regulatory changes)
• Trending discussions that emerge on social media or in industry forums
• High-profile speakers who become available closer to the event

Host a "Hot Topics" Panel

• Dedicate an agenda slot for real-time, late-breaking discussions, allowing experts to react to industry shifts.

Use CFP Extensions Selectively

• If a critical topic emerges, extend the CFP deadline only for that topic, ensuring content relevance without disrupting your full speaker lineup.

3. Using Speaker Databases More Effectively

Most event teams rely on spreadsheets or ad-hoc notes to track speaker participation, leading to missed opportunities and repeated programming.

A Speaker Database (Speaker CRM) ensures:

• More efficient speaker tracking (previous appearances, ratings, feedback)
• Better diversity monitoring (demographic representation, speaker rotation)
• Streamlined outreach (pre-qualified, high-quality speakers for future events)

The Benefits of Speaker Database Management:

Track Key Speaker Metrics

• Maintain a speaker rating system based on:
  • Past audience feedback
  • Presentation quality & engagement
  • Relevance to event themes

Segment Speakers by Strengths

• Identify speakers best suited for:
  • Keynotes
  • Technical sessions
  • Panels
  • Interactive workshops

Build Relationships for Future Events

• Keep past speakers engaged by offering:
  • Webinar and podcast opportunities
  • Networking sessions with advisory boards
  • Follow-up invitations for future CFPs

Pro Tip: Implement a speaker tagging system (e.g., "Top-Rated," "High Engagement," "Panel Expert") to easily filter the best fits for each event.

4. Upvoting and Crowdsourcing Session Ideas

Traditional CFPs put full control in the hands of organizers, but some events are now giving attendees a voice in content selection.

Let the community help shape the agenda through upvoting and crowdsourced submissions.

Allow Attendees to Vote on Proposed Sessions

• Some conferences list shortlisted session proposals publicly and let attendees upvote their favorites.
• Helps ensure high-demand topics make the agenda.

Host an “Open Call” for Session Topics

• Instead of relying only on speaker-submitted proposals, invite attendees to submit session ideas they’d love to see.
• Then, match great ideas with expert speakers to lead those discussions.

Run “Lightning Round” Audience-Picked Sessions

• Some conferences host interactive sessions where attendees propose topics live and vote on which ones should happen in real-time.
• Encourages spontaneous, organic discussion.

Pro Tip: Use online polls, event apps, or Slack communities to get real-time audience feedback on session topics.

5. Strategic Timing: Asking for CFPs When Speakers Are Most Inspired

Speakers are most engaged immediately after an event. Consider having your next Call For Content ready at the end of your current event while ideas are still fresh for your attendees, speakers, vendors, and team.

The Future of Call for Papers—Innovation, Inclusion, and Impact

The Call for Papers process is no longer just about collecting submissions—it’s about strategically shaping the content, speakers, and conversations that define your event. The days of a single, rigid CFP deadline and repetitive speaker lineups are fading. Instead, event organizers are embracing new models that prioritize engagement, diversity, and data-driven decision-making.

By rethinking how we structure CFPs, event teams can move from a transactional process to a strategic content engine that continuously fuels their events, marketing efforts, and thought leadership initiatives. The most forward-thinking event teams are already:

Expanding the speaker pipeline to bring in new, diverse voices through intentional outreach and targeted recruitment.
✅ Adopting rolling CFPs to maintain agility and keep content fresh throughout the year.
✅ Leaving space for last-minute, high-impact topics to ensure relevancy in fast-changing industries.
✅ Using speaker databases strategically to track and nurture relationships with top talent.
✅ Empowering attendees to co-create the agenda through upvoting, crowdsourced submissions, and community-driven programming.

What’s Next for Your CFP Strategy?

The CFP process is evolving—and now is the time to experiment, refine, and innovate. Whether it’s optimizing how you review submissions, diversifying your speaker lineup, or leveraging automation, every event team has opportunities to elevate their approach and deliver greater impact.

Now it’s your turn:

• What’s one change you can make to your CFP process this year?
• How will you ensure your next event features fresh voices, engaging formats, and truly relevant content?

If you’re looking for more guidance, templates, or best practices, explore our [Strategic Guide to Call for Papers] or connect with industry leaders who are redefining event content.

Let’s build the next generation of impactful, inclusive, and engaging conferences—one submission at a time.

Ready to Improve Your Call For Content Process? Learn more about Sessionboard today: