Track chair: Reminding authors to RSVP

As a track chair, you may be in charge of managing RSVPs for the submissions in your conference. The RSVP function is designed to help you collect the information about which accepted submissions are actually going to appear at the conference. The conference organizers will decide if and when the RSVP function will be used. This means authors will have to confirm or decline their attendance.

Viewing the RSVP List

You can see the list of RSVPs and the responses under the Reviews hub in the List of RSVPs.

In the list you can see the status for each submission. Submissions can have one of three statuses:

  • Confirmed - they have confirmed the presence of their submission to your conference.
  • Declined - they have declined the invitation to appear at your conference.
  • Pending - they have not yet responded to your invitation.

If some of the authors still have not responded to their RSVP you can send an email reminder to do so.

Authors can be emailed in authors in two different ways:

  1. Using the automated emails for RSVP
  2. By using a bulk action from the list

1) Using the automated emails for RSVP

These automated emails are configured by the conference organizers and you have no access to amend them. If they are activated, it means that all Pending RSVP authors will then be emailed 10 days, 3 days and 1 day before the RSVP deadline to remind them to login and respond to the RSVP. 

2) From your card

From the RSVP Overview card, you will have the option to Email Authors. This will automatically open with the filtered list of your Pending RSVPs. 

3) Using a bulk action

You can use the filter on the top of the list to filter only Pending ones. Please check the preview below:

You can then use our bulk action feature (the checkbox on top of the list) to select all of them. On the top of the list, new options will appear and you can choose to email authors who still have not responded to your RSVP.

The Communication hub will open up so you can first filter which authors would you like to contact (Corresponding, Presenting or all) and in the next step you can compose an email that you would like to send to the authors.

Hurrah! Your authors will now know to respond to their RSVPs!

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