Create a contest with reviewers or abstract submissions

Create a contest with reviewers (or abstract submissions and review)


Definitions

Submission Page: the page that includes the submission form
Decision announcement email: The personalized email send to each person who has submitted an entry to announce the result of his entry. 


Overview

Here is  how to create and set up a contest (or abstract submission) with on line review by a team of reviewers.


STAGE A - SET UP AND START RECEIVING SUBMISSIONS

  1. Create an event or manage an existing event
  2. Specify review dates and choose the features that will be available for reviewers, etc. (at Setup > Settings --> Contest or Setup > Settings --> Submissions).    
  3. Set up the submission form (at Setup > Order Forms) (see more below)
  4. Enter Categories (Topics) at Contest > Categories  or Submissions > Categories  )
  5. Customize the email messages and web page texts  (at Contest > E-mail messages and pages or Submissions > E-mail messages and pages)
    At this Stage you can optionally customize the following:
    1. Entry Form Header (this is an optional text that appears on top of the Submission Page.
    2. Submission Completed Page (this is the "Thank you for your submission" page)
    3. Entry Submitted email (the email message send to the user that has submitted an entry (abstract)


STAGE B - PREPARE THE REVIEW SYSTEM

  1. Set up the evaluation Criteria (at Contest > Evaluation Criteria or Submissions > Evaluation Criteria)
  2. Optionally customize the email message "Invitation e-mail to reviewer" (at Contest > E-mail messages and pages or Submissions > E-mail messages and pages). 
  3. Optionally, define the terms that Reviewers should accept to be able to view the submissions assigned to them (at Contest > Reviewer Terms or Submissions > Reviewer Terms) 
  4. Define the Reviewers Team (at Contest > Reviewers Team or Submissions > Reviewers Team)
  5. Assign entries (submissions) to reviewers. 
    You can assign all submissions of categories (assign a Category  at Contest > Assign or Submissions > Assign), or
    specific submissions (at Contest > Results or Submissions > Results, see more info below). 
  6. Send the invitation email to Reviewers, to start Review (click the Invite button at Contest > Reviewers Team or Submissions > Reviewers Team


STAGE C - VIEW REVIEWS, MAKE FINAL DECISIONS AND ANNOUNCE RESULTS

  1. Go to Contest > Results and, for each entry, click the button "Show all reviews". You will be able to view all reviews and comments, and to Submit your Final decision.
  2. Optionally, customize the decision announcements emails  (at Contest > E-mail messages and pages or Submissions > E-mail messages and pages). 
  3. When you have submitted the Final decision for all entries, send the personalized emails to announce  the result for each submission, at Contest > Send results by email.


Create Event


  1. First, at Home you Create an event.
    Then, at the main event menu, select Submissions and set up your contest using the options below.

  1. In case someone else has already created the event for you follow the steps:
1. Click Manage Events
2. Select "All Events" next to the search field and look for the event you are interested in
3. If you can't find it try selecting the tab "My events"
4. When you find the event you are interested in, click the button "Manage" of the column "Actions"
5. At the main event menu, select Submissions and set up your contest using the menu options below.


Submissions Form

You customize set up the Submission Form mission at Setup > Order Form. Here is a guide for this.

More details for the Submissions Menu


Categories
Enter the Categories (thematic areas, topics) for contest entries 

Evaluation Criteria
Enter the Criteria that will be used by reviewers to set grades when they review contest entries. Also set the grades range (for example 1 to 10)


Email Templates
Edit the email templates for confirmation of entries, rejected entries and winning entries.

Contest Link 
Here you can find the link for the online submission form

Reviewers Team
Specify the team of Reviewers. For each Reviewer, enter Reviewer's email, click Add User and then check the check-boxes you want to give access.

Roles of Reviewers Team (check-boxes):

  • Viewers: are only able to view the entries.
  • Reviewers: are able to access and grade the entries of the Categories you assign to them. They can make comments addressed to a) Supervisors and Admins and b) to Participants (Admins can specify if the comments will be sent to Participants). Reviewers can also propose to change the Category of an entry.
  • Reviewers Supervisorsare able to access, grade (or change grades), read comments, change the Category of an Entry, and make the Final Decision for the entries of the Categories you assign to them. 
  • Admins: are able to do all actions above. They can also modify e-mail messages templates for Announcement of Results, and send e-mail messages to all Participants and Supervisors.


Assign
There are 2 options for assignment to reviewers:

Option A: Assign categories to reviewers
Go to Contest > Assign to assign Categories (topics) to Reviewers. Optionally  you can assign Categories to Supervisors.
Each Reviewer is able to access all the entries of the Categories that you select here.
Each Supervisor is able to review, edit reviews and make Final Decisions for the entries you specify here. 


Option B: Assign specific entries to reviewers
Go to Contest > Results to see all submitted entries. Filter by Category, if you need so.
For a specific entry, click the button "Show all reviews"
From the select list field, choose a reviewer.
Click "Add reviewer"
You have assigned this entry to this reviewer. You can add another reviewer to this entry, or click the Back arrow button to return to the list of entries.

Workload
Useful reports for managing the review process:

  • Number of Entries per Category
  • Number of Assigned Entries per Reviewer
    See how many entries have been assigned to each reviewer and has many reviews has made.

 

Entries 
A list of all submitted entries. Accessible only by Contest Admins.
The report includes all fields and answers of the Submission Form, including a link to the submitted file. To download the report in Excel format, click the top right button. 


Results
Accessible by Contest Admins (all Entries) and Supervisors (Entries in Categories assigned to them).

  • View how many reviews have been made so that you can check the progress of the review process
  • Assign specific reviewers to specific entries (see above) 
  • View and edit Grades (for all Criteria) and comments by Reviewers
  • View Average Grade for each Entry
  • View  proposed Category Changes and change Category of an Entry
  • View and change the Presentation type of an Entry
  • Make Final Decisions for each Entry


Send results by email
Inform each participant by a personalized email, using the corresponding templates that you have customised. 


    • Related Articles

    • Set up the Contest Form (or an Abstract Submission Form)

      To customize the Contest Entry Form (Submission Form), go to Setup (EDIT) > Order Forms The form already contains: Name, Surname, e-mail (required) Thematic Area (Category). Participants select the Category for their Entry. You need to set the ...
    • Review Entries FAQ

      How can I access the list of entries for review? To access the entries assigned to you for review.  Click the link in the invitation you have received from the organizer. You will be asked to sign up or login. Or,  Sign up or login on Eventora using ...
    • View and update your contest entry (or abstract)

      To  view and update your contest entry you need to: Sign up or login at www.eventora.com, using the same email address you have used to submit your entry. If your email is not yet verified, you will receive an email with a link to verify it. At your ...
    • Create a Questionnaire / Survey

      Create a Questionnaire / Survey To create one or more questionnaires go to More > Surveys. Click New Survey. Type a title, i.e. Evaluation. Set Start Date and End Date and click  Save. Click on edit button  and then Add QuestionChoose Question Type, ...
    • Create Event Home Page

      If you are a first-time user (welcome!), you are asked to create an Eventora account or login with your Facebook account. If you already have an Eventora account, use it to login. In case you are already logged in, go to Home and click Create Event.  ...