Call for Abstracts

Submission is now closed!

Abstract submissions are welcome for ARMA 2025. We are inviting submissions for poster presentations and parallel sessions for the ARMA Annual Conference to be held on 17 - 19 June 2025 in the vibrant city of Edinburgh.

The guidelines below cover everything you need to know – please ensure you read carefully before clicking a button to submit.

Anyone can submit an abstract; whether an ARMA member or non-member. Think of your abstract like a sales tool or elevator pitch. It is a brief summary of the content you will produce and an opportunity to demonstrate what you can bring to conference. It provides information for delegates to help them choose which content to view. Importantly, it is also the way the review panel decides which content is included in the programme and which isn’t. You can submit an abstract for a Poster & Poster Presentation or Parallel Session. Or do both!

Themes

We welcome abstracts which relate to one of the following conference themes, as well as other topical areas in research management. Learn more about what you can cover (but not limited to!) under the following conference themes by clicking each one below:

Artificial Intelligence

Ethics and Sustainability

Impact and Public Engagement

International and Interdisciplinary Collaborations

Post-Award and Project Management

Research Culture and Environment

Research Development

Research Managers and Administrators’ Professional Development

Research Strategy and Horizon Scanning

Other

Download a full list of the themes and descriptions.

Or you may have your own ideas! We welcome submissions that address specific areas not covered by the range of conference themes. Whether it explores a new theme or other aspects of the pre-defined themes, we want to hear from you.

Tell Your Colleagues! Do you have colleagues who are doing interesting work in research management, or from the wider research ecosystem that would be of interest to the research management community, and would make great speakers? Please share the Call for Abstract submissions and encourage them to submit an abstract for consideration.

We particularly welcome submissions from presenters/speakers/panels with diverse viewpoints and opinions.

Illustrate a commitment to EDI in your submission

The Association of Research Managers and Administrators (ARMA) is committed to being an equitable, diverse and inclusive organisation that treats members, employees and directors with dignity and respect (ARMA EDI Policy). We are dedicated to equity and inclusion across race, gender, age, religion and identity.

We are committed to equality, not only because it is the right thing to do but because we understand the innovative solutions we seek are only possible in diverse environments. Our expectation is that conference submissions will take equality, diversity and inclusion into account by:

Presenting information in diverse formats for those with accessibility issues, including those at different career stages and levels of experience with the topic
Asking for and using input from diverse populations
Looking at personal behaviour and biases
Encouraging new ideas and fresh perspectives
Paying attention to representation in your materials
Creating a culture of inclusion

For example, panel sessions should feature a cross-section of individuals. Presentations and handouts should be in a format that is legible to a diverse audience (consider using the PowerPoint Accessibility Checker). Interactive sessions should be clearly advertised as such for neurodiverse colleagues.

Adapted from: https://www.rw-3.com/blog/six-steps-to-creating-inclusive-training

Important dates:

Abstract Submission Opens: 31 October 2024

Abstract Submission Deadline: 6 December 2024

Notification of Review Outcome: 31 January 2025

Deadline for accepted presenters to register to confirm attendance: 21 February 2025

For queries or more information:

If you have any questions, please do get in touch. You can contact the Conference team using the following email addresses:

ARMA Conference team (conference programme and call for abstracts): conference@arma.ac.uk

Abstract submission system and conference registration: armaconference@abbeyuk.com

Parallel session presenter entitlements

If your parallel session abstract is selected, you will be entitled to a reduced conference ticket to attend the whole three-day conference, including all pre- and post- conference sessions, and all social activities. Presenters are responsible for their own travel and accommodation costs.

Abstracts will not be selected if they appear to directly promote any products or services, or are of a commercial nature.

You will receive a link to register at the reduced speaker rate (50% off) when your abstract acceptance notification is sent out, so please don’t register until then.

Poster/Poster Presentation Prize

The ‘best posters’ voted for by delegates and the co-chairs of Conference Working Group respectively will each receive a certificate and one complimentary full conference ticket for ARMA 2026. Where there are multiple presenters for the winning poster, it is for the submitter/main poster presenter to determine how the prize is shared.

Review Criteria for Abstract Submissions

Abstracts are reviewed by a set of ARMA members, who will be allocated a series of submissions to review and assess. The review criteria will be:

Relevance to the conference themes: The abstract links clearly with one or more of the conference themes and is interesting
Engagement of the audience: The presentation plan clearly sets out how audience members will be engaged
Commitment to EDI: The presentation plan clearly sets out how EDI will be considered (see ‘Illustrate your commitment to EDI in your submission’ for further guidance).
Impact of the learning: The biographies indicate authors and presenters are appropriately qualified to deliver impactful learning on the proposed topic

Reviewers will be asked to score under each criterion 1-5 (poor to outstanding) and recommend whether the abstract should be accepted for the programme or rejected. Call for Posters will primarily involve ‘accepting’ or ‘rejecting’.

Presentation Type

An abstract can be submitted for presentation at the Conference in a number of formats to focus on one of the key strands outlines below. The formats that will be considered include:

Interactive workshop: short
Interactive workshop: long
Short Presentation
Panel discussion
Poster presentation
Other

Although we welcome submissions presented in the format above, other types of presentations will be considered.

At the review stage, the Conference Working Group may invite presenters to change the suggested presentation type to create a more cohesive conference programme. For example, a presenter suggesting an interactive workshop might be invited to be part of a panel discussion instead. Presenters will be given time to decide if they would like to accept this invitation.

Interactive workshop:

Interactive workshops are spaces where delegates can learn from each other. The format should focus on providing some introductory information to the topic, with the majority of each session dedicated to peer learning. Session types might include group discussions, group exercises, table teams (turning interactive exercises into a competition within the session), campfire sessions (where a facilitator introduces a topic and drives the discussion but the content is developed through discussion), or other approaches to peer learning.
Short workshops should be 30 minutes in duration.
Long workshops should be 75 minutes in duration.
The session should not only be for gathering information.

Short presentation:

Short presentations are concise talks lasting 15 minutes.
Presentations may be grouped in a short or long session and will include time for discussion and questions.

Panel discussion:

Panel discussions are designed to provide different points of view on a particular topic. They should include up to four participants, each of which should be given time to present their views. Time should be available for session attendees to discuss the issues in detail.
Suggestions for panel discussions must include details of the full panel, and the breadth of perspectives being explored. We will not be matching individuals to create panels.
Panel discussions should be 75 minutes in duration.

Poster & Poster Presentation:

If selected, you will be asked to produce a poster for display at the conference. You will be required to also create a short accompanying video presentation and link to this on their poster from a QR code.
Your poster and video will be on display in our On-Demand content library for delegates to view at any time after the conference.

Other:

Please ensure you include a description of your format during the submission process.
The session should be no more than 75 minutes in duration.
Presentations may be grouped depending on duration and/or similar subject matter.

The Submission Process

During the submission process you will be asked to submit your abstract for your proposed poster/parallel sessions under one of the nine themes.

The abstract submission and review process for ARMA’s annual conference 2025 will be through an online abstract submission system. As a first-time user, you must register and create an account before being directed to the submission portal.

You will be asked to input information under the following sections:

Title (word limit: 15). The title should allude to the content of your poster/session content, but you can be as creative as you wish!
Theme. Select one of the 9 themes (or other) to submit your abstract under.
Presenter Details. You will need to provide your contact details, biography, and a profile image. Biographies should be max 100 words in paragraph format and written in third person reverse chronological order. Profile images should be a high-resolution, head and shoulders shot. The first presenter will act as the main contact for this abstract and will be listed as the main presenter.
Name, organisation and job title, and biography (100 words max.) of co-presenter(s).
Abstract (word limit: 200). Enter your abstract of your poster presentation/session content. Explain what you are trying to achieve with your content, any background research or practice it is based on and what benefits the delegates will get from attending.
** Presentation Type. Please indicate whether your session will be a panel discussion, short presentation, interactive workshop (short), interactive workshop (long) or other.
** Presentation Plan (word limit: 200). Describe what your talk will look like, how you will present the information, run the session, and take EDI considerations into account (see ‘Illustrate a commitment to EDI in your submission’ for guidance on this).
Presenter Approval. Confirm the submission has been approved by all presenters.

Additional Information

Keywords. Please add 3 to 5 keywords to best describe your submission.
Target audience. Please indicate what the target audience or the suitable career level for your abstract is.
** Presentation Focus. Is your session strategic? Is it focused on technical detail? Or is it a broad overview/ introduction to a particular topic? Please let us know.

** Applicable only to Parallel Session submissions

Review Criteria for Abstract Submissions

Abstracts are reviewed by a set of ARMA members, who will be allocated a series of submissions to review and assess. The review criteria will be:

Relevance to the conference themes: The abstract links clearly with one or more of the conference themes and is interesting
Engagement of the audience: The presentation plan clearly sets out how audience members will be engaged
Commitment to EDI: The presentation plan clearly sets out how EDI will be considered (see ‘Illustrate your commitment to EDI in your submission’ for further guidance).
Impact of the learning: The biographies indicate authors and presenters are appropriately qualified to deliver impactful learning on the proposed topic

What will you need to do if your abstract is selected?

Preparation will vary depending on the presentation type selected, but whatever type you go for, we will do our best to ensure you are clear about what is required throughout the process.

Parallel Session

If selected, you will deliver your very own session at conference on days 2 or 3 of the conference in Edinburgh. The parallel sessions will be scheduled to ensure a balanced programme and so speakers won’t be able to choose when their session is.

Poster & Poster Presentation

If selected, poster presenters must register to attend conference and display their poster for the full 2 days of conference. We will do our best to ensure you are clear about what is required throughout the process.

Presenters are asked to take note of the following guidelines when producing their poster:

Maximum poster size is A0 (1189(H) x 841(W) mm; 118.9(H) x 84.1(W) cm; 46.8(H) x 33.1(W)) (portrait orientation) Please use a large font size on your poster (ideally 24 point or larger)
Keep text to a minimum and one page
Ensure any text is in large font
Use graphs, charts, and/or tables
Ensure contents have a logical flow
Make it colourful
Take EDI considerations into account (see ‘Illustrate a commitment to EDI in your submission’ for guidance on this)
Record your video presentation, max 5 minutes, save in MP4 file format (we’ve produced ‘how to record your video’ guidelines which we’re happy to share – just email armaconference@abbeyuk.com)
Removal and collection of posters at the end of the display period remains the responsibility of the presenter. Posters not removed by the indicated take down time will be removed and disposed of.

Terms and conditions

The abstract submitted is in English.
A presenter can submit multiple abstracts, providing each submission is different.
The review panel reserves the right to ask presenters to change presentation type to create a more cohesive conference programme.
Submission grants ARMA the right to publish the text of the abstract along with the names and affiliations, posters, PowerPoint presentations, videos and/or additional documents as requested on the conference website.
In publishing any conference related content, ARMA shall acknowledge and attribute the co-authors of such content.
I confirm that this submission has been approved by all authors.
I confirm that if accepted for presentation, the presenting author will register and pay the appropriate fee to attend the meeting and give the presentation.