Submitting an Abstract to the Proceedings of TDWG

Abstracts are required for all presentations

  • Oral presentation in a conference Session. 
  • Poster (NOTE: A1 size is the default)
  • Computer demonstration
  • Contributed abstract or longer paper

Oral presentations for all sessions are managed by the Session Chair. The Session Chair will seek presentations for their session, but please contact the Session Chair as soon as possible if you wish to present in their session. If the abstract is not approved for the chosen session, you may submit the abstract to an alternate session, for a poster or a computer demonstration.

Please note at least one co-author of any contribution must attend the meeting.  If this is not possible for any reason, contact editor(at)tdwg.org immediately.

Submitting an abstract to the Proceedings of TDWG should take less than 10 minutes. It is important that the outline below is followed as it will take the Editor valuable time to correct any mistakes (if they are detected).

NOTE: The person who submits the abstracts MUST BE the principal point of contact for the abstract. You CANNOT submit an abstract on someone's behalf, unless you are prepared to be the principal point of contact for the abstract.

Prepare your abstract, making sure that:

  • The submission is in English and is less than 3,500 characters including all spaces but not including title, authors, affiliations or acknowledgements.
  • The submission file is in Microsoft Word, RTF or plain ASCII document file format. The reviewer and Editor will use the MS Word 'Track Changes'.
  • The text is single-spaced; uses a 12-point font; Where emphasis (e.g., scientific names) is needed, use italics, rather than underlining. URL addresses should be underlined.
  • All acronyms must be spelled out in the abstract the first time they are used.
  • URLs must be active and tested by the author.
  • You have agreement from the Session Chair for the session that you are planning to present in.  If you do not, you must submit an abstract for either a POSTER or a COMPUTER DEMONSTRATION.
  • Abstracts and presentations must be kept as simple as possible with no unexplained jargon. Presenters must assume that most of the audience will not have understanding of any technical issues.  E.g., taxonomists should be able to understand presentations from computer scientists and vice versa. All acronyms must be explained.
  • A suggested reviewer (the Editor may however select another, or in rare cases, accept without a review)
  • Authors who have English as a secondary language should if needed seek assistance with their abstracts before submission.

Before submission, be prepared with names, email addresses and affiliations for all co-authors and any acknowledgements to individuals or sponsors.

The submission process is as follows:

  1. Go to The Proceedings of TDWG submission page.
  2. Log in using your TDWG credentials if you are not already logged in.
  3. Follow the 5 step submission process outlined below:

    Step 1: Checklist and copyright

    • Check off the submission checklist. You will not be able to proceed unless you certify that you have met these requirements.
    • Check that you agree to the terms of the Copyright Notice
    • Select the appropriate Journal Section. These sessions correspond directly to TDWG Conference Sessions.
    • Add your recommended reviewer. All 1000+ registered users are available as reviewers. If your preferred reviewer is not listed, add the comment in the next section.
    • Add any comments for the Editor (who will be your Session Chair)
    • Press the green button "save and continue"

    Step 2: Edit the metadata

    • Add all authors, their email addresses and affiliations. This information will be printed 'as is' so please check  these entries carefully. Cut and paste to ensure no variants on  affiliations (as OJS will create separate entries if there are).
    • Add the title of your presentation
    • You do not need to paste the abstract into the abstract box as your uploaded file will be entered here after review and editing.
    • Add the names of any supporting agencies (separated by commas)
    • Press the green button "save and continue"

    Step 3: Upload your Word document or text file

    • Browse to the abstract on your local system and press "upload"
    • Press the button "save and continue"

    Step 4: Uploading supplementary files (if necessary)

    • Supplementary files would not normally be used in the Proceedings of TDWG. You may however want to add additional information for the Editor. Images and other material would not normally be permitted in the abstract
    • if you really want to add a supplementary file, browse to the file on your local system and press "upload"
    • Press the green button "save and continue"

    Step 5: Confirmation

    • Press the button "Finish Submission"

    The status of your submission will be visible if you sign in at any later time. The system will be used to inform you of reviews and editor comments. You will have at least one more opportunity to update your abstract before publication.

    PLEASE NOTE THAT THERE WILL BE COMMUNICATION FROM ONE OF OUR EDITORS IN THE PROCESS OF REVIEWING YOUR ABSTRACT. IF YOU  ARE OFFLINE AFTER SUBMISSION FOR ANY LENGTH OF TIME, PLEASE GET SOMEONE TO MONITOR YOUR EMAILS AND ACT ON YOUR BEHALF. SUBMISSION OF AN ABSTRACT DOES NOT IMPLY AUTOMATIC ACCEPTANCE.

      Last Modified: 07 October 2009