Submission Process

July 20 – 24   |  Hilton Orlando |   Orlando, FL

Submissions will open November 17th and close February 9th 23:59 EST, mark your calendars and subscribe to our newsletter for updates.

SUBMISSION PROCESS

Welcome, and thank you for your interest in submitting to the Agile2020 Conference.

To help make your experience as easy as possible, we’d like to explain how our process works, our timelines, constraints in the process, and the best ways to receive valuable feedback on your sessions.

If you have questions, please email the Conference Chair at chair2020@agilealliance.org.

UNDERSTANDING THE SUBMISSION PROCESS

We value honesty, openness, and respect, and the submission process is built around those very same values. Our goal is to provide the best program possible for Agile2020 by evaluating all sessions fairly, offering help and coaching when requested, and treating you as a valued contributor to the success of Agile2020.

Submission Milestones

The submission system is open for a total of 12 weeks.

Once the submission system is open, you have the option to post your submission as a 1) draft that nobody sees, or 2) draft (Request for Feedback) that gets feedback from the review team.

The first option allows you to keep working with your submission until you are ready without getting premature feedback. We encourage you to use Creating a Great Submission as a guideline for your submission structure.

The second option allows you to communicate directly with the track team and they will help you hone your submission.

Once you are satisfied that your submission is ready for evaluation with no more feedback needed, you would upgrade the submission to Submit for Evaluation. 

The same review team that helped you with the feedback will be the evaluataors.

Here are those dates in a more concise format:

11/20/2019

Submission System Open

01/15/2020 at 23:59ET (-8000)

Deadline to enter new session proposals.

Presenters can still edit existing session proposals.

02/12/2020

Deadline to edit session proposals. All session proposals must be in Ready for Evaluation by this date.

3/02/2020

Program finalized and scheduled

03/07/2020

Notifications sent

3/21/2020

Deadline to Accept

04/04/2020

Official Program Announced

07/20/2020

Conference Opens

The Help and Evaluation Goals

The goals for the submission process are as follows:

  • Create the strongest program possible.
  • Provide rapid and actionable advice for submitters who request help.

The Submission Process

Definition of the three submission states

  • Draft submissions will not be reviewed, but the public can view and comment. Submitters can share the link and ask for feedback from friends and peers. Submitters use this state while working on their submissions.
  • Feedback Requested means the submitter is requesting feedback from the track review team to improve the submission before evaluation. Responses to help requests should arrive within 48 hours.
  • Ready for Evaluation means a session is ready to be evaluated by the track review team. If edits are needed, sessions should be moved back to a Draft state.

Action of Submitter

Submission State

Review Team Response

Create a draft submission

Draft

Review team does not see draft submission

Share the link to submission with friends and peers

Draft/Feedback Requested/Ready for Evaluation

The review team response depends on the state of the submission.  People can provide comments in the comments section, these are visible to anyone.

Save as Ask for Feedback

Feedback Requested

Review team will respond within 48 hours. They will discuss the content and information provided to help make the submission the best it can be. Feedback is visible to the presenters and the review team.

Save As Submit For Evaluation

Ready for Evaluation

At least three members of the review team will Evaluate your submission.  You cannot see these evaluations.

Submitters must move sessions into Ready for Evaluation by the date the submission system closes for edits, February 9, 2020. If this isn’t done, the session will not be considered for the program.

Individuals may submit up to 4 sessions, regardless of whether they are the primary or secondary submitter. An individual will have no more than 2 submissions accepted into the program, however 10 minute lightning talk sessions do not count against this limit. Please note only one speaker is compensated per session, see Speaker Honorarium for more details.

The Submission Process

Definition of the three submission states

  • Draft submissions will not be reviewed, but the public can view and comment. Submitters can share the link and ask for feedback from friends and peers. Submitters use this state while working on their submissions.
  • Feedback Requested means the submitter is requesting feedback from the track review team to improve the submission before evaluation. Responses to help requests should arrive within 48 hours.
  • Ready for Evaluation means a session is ready to be evaluated by the track review team. If edits are needed, sessions should be moved back to a Draft state.

Action of Submitter

Create a draft Submission

Submission State

Draft

Review Team Response

Review team does not see draft submission

Action of Submitter

Share the link to submission with friends and peers

Submission State

Draft/Feedback Requested/Ready for Evaluation

Review Team Response

The review team response depends on the state of the submission.  People can provide comments in the comments section, these are visible to anyone.

Action of Submitter

Save as Ask for Feedback

Submission State

Feedback Requested

Review Team Response

Review team will respond within 48 hours. They will discuss the content and information provided to help make the submission the best it can be. Feedback is visible to the presenters and the review team.

Action of Submitter

Save As Submit For Evaluation

Submission State

Ready for Evaluation

Review Team Response

At least three members of the review team will Evaluate your submission.  You cannot see these evaluations.

Submitters must move sessions into Ready for Evaluation by the date the submission system closes for edits, February 9, 2020. If this isn’t done, the session will not be considered for the program.

Individuals may submit up to 4 sessions, regardless of whether they are the primary or secondary submitter. An individual will have no more than 2 submissions accepted into the program, however 10 minute lightning talk sessions do not count against this limit. Please note only one speaker is compensated per session, see Speaker Honorarium for more details.

Creating a Great Submission

With permission from Ellen Grove, here is an example of an excellent submission provided for the Agile2020 conference. Thank you to the submitter for letting us repost their submission content.

Title:
Start with a good title that is meaningful to the topic. This is your first opportunity to make a good impression.

Abstract:
The abstract is the marketing for your session. Design it to persuade people to attend. Many good abstracts begin with a startling statement or compelling question. Defining a problem statement and making a call to action can be an effective technique. Great abstracts draw on readers’ emotions, such as appealing to a pain they are feeling or an idea about which they are excited.

To do this, you need to understand your primary audience. Communicating directly to them is key to a good submission. Although there is a dropdown to select audience level, include details here, like, “this session is targeted at senior managers inside the company who want to introduce XP and Scrum but are not sure how to get started.”

Consider providing a description of your presentation format, exercises or activities you intend to include. This helps attendees understand what to expect at your session and decide whether it will be valuable to them.

Above all, ensure your abstract is well written and your ideas are clearly articulated. It should be free of grammatical and spelling mistakes.

Information for the Program Team:
This part of the submission form is used to provide details that will help the reviewers and program team better understand your session. The details included in this area will not be published to the online schedule so you don’t need to be formal in your language or writing style.

This section should describe the mechanics of what you want to do in the session. It should include timings, outlines, exercises, etc – anything that helps the review team understand your thinking behind the session and how you will manage it.

Additionally, if you have given this presentation before, please provide a link to this video, slide deck, handouts or anything else that would help the review team better understand the context of what you would be presenting.

If this is a new presentation, please note that, and explain what it is that is inspiring you to submit for this conference.

Learning Outcomes.
Learning outcomes is simply a brief list of 3-5 clear takeaways that attendees will be able to do as a result of attending your session. They should not suggest what attendees will take back to work, but what they learned or practiced within the session.

To construct them well, ask yourself the specific topics you are addressing. For example:

Lots of WIP sources
What happens with excess WIP
There are tools to increase focus

Now you want to assign a level of action you think they could achieve as a result of attending your session:

IDENTIFY various sources of WIP
ARTICULATE the impact of excess WIP
APPLY simple tools to create focus

This clarity will allow your potential attendees have a very clear understanding of what they will get from the session so that they can better prioritize what they attend based on their needs.

Presentation History
Tell your story with specifics. Help reviewers get a sense of your speaking style. Are you a seasoned speaker or are you new to presenting? Providing a link to a video clip of you presenting, even on another topic could be very helpful to the reviewers.

Speaker Honoraria

The Agile2020 Honorarium Package is as follows for ONE Speaker per session ONLY:

  • (1) Complimentary Conference Registration
    • (4) hotel nights at host hotel, Hilton Orlando

If a speaker is speaking more than once, monetary compensation of $500 will be offered for the second session.

Please note the following:

  • For sessions in which there are (2) speakers, you will be given the opportunity at acceptance time to select which speaker will redeem the honorarium package. Co-presenters will need to purchase a ticket to the conference.
  • Regretfully, we cannot offer splitting of honorarium packages.
  • Complimentary hotel nights and/or conference registrations cannot be accumulated with multiple submission acceptances.
  • Complimentary hotel nights must be used during the conference. (July 20-24, 2020)

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