What to Include in Every Call

Wondering what information you should include in your call? Here’s our checklist of the key pieces of information every call should have. (You can really never have too much information, though, so consider these the minimum.)

  • Submission deadline (Yes, we have seen numerous calls that neglect to mention the date submissions are due. If you don’t have one, set one. People need to know how much time they have or they may never even begin to work on their proposals.)
  • Purpose / theme (Don’t assume everyone knows exactly what the call is about. Assume instead that this is their first time to hear about it. At a minimum, give them a general description of what you’re looking for. If possible, provide a list of specific topics.)
  • Qualifications (Let people know up front if there are any requirements they must meet—like being a member of your association—in order to respond to your call. If the call is open, be sure to mention that, too.)
  • Contact information (There will be questions. Don’t make it difficult for people to get answers. Always include contact information so they can easily reach you with questions, comments, or concerns.)
  • Examples (This isn’t absolutely necessary, but examples of previous submissions are a terrific way to show people what works—or doesn’t work.)

For conferences, you should also include the conference dates and location. That way, people can determine whether they can attend.

Lastly, if the information for your call is on your Web site (which it should be), try to keep it all on one page. Not only does it make it easier to find information, it also makes it easier for people to print it all out.