Call for Abstracts

Meet the deadline. Abstracts received after the submission deadline will not be considered.
Verify your email address. All communications will be sent to the email address provided. If it is incorrect, AWWA will not be able to contact you. AWWA will use this information only for conference-related communications and will not sell or share your contact information.
Submit your own abstract. Abstracts must be submitted by the Primary Author using their own contact information. AWWA communicates only with the Primary Author/Abstract Submitter throughout the acceptance and conference process. If incorrect contact information is used, communication may be missed.
Do not submit duplicate abstracts. Abstracts with the same or substantially similar title and content submitted to multiple conference topics will not be accepted. Previously presented content may be considered; preference may be given to new and updated material.

Follow the following abstract size and content limitations.

Standard abstract/poster submission requirements – text only:

• Abstract Title (character limit 100)
• Topic and Subtopic Category
• Preferred Presentation Format (Podium, Poster, Either)
• Presentation Description (character limit 400)
• Abstract (character limit 3000)
• Co-author Info (up to 6 allowed in the submission; primary authors should NOT repeat their contact info here)

Special Topic Session/workshop submission requirements – text only:

• Session Title (character limit 100)
• Short Description (character limit 400)
• Long Description (character limit 3000)
• Learning Objectives (3 required)
• Preferred Session Length (1 – 3 Hours)
• Moderator Info (1 required, can be submitter/primary author)
• Presenter Info (1 required, up to 6 allowed)

Knowledge Sharing, Not Sales. Submissions intended primarily to market or promote a product or service are generally not rated favorably.

Review confirmation messages. After submitting an abstract, it is important to review the confirmation messages for details related to your submission. If you do not receive a confirmation email, reach out to us right away at EducationServices@awwa.org so your contact information can be verified. Please add EducationServices@awwa.org and service@awwa.org to your safe-senders list in anticipation of event-related outreach.

AWWA’s standard educational sessions are comprised of three individual presentations on a common topic, that form a 90-minute moderated Standard Session. These individual presentations are typically 30-minute blocks, that include the speaker’s presentation time and Q&A. A moderator will introduce the speakers and guide the session content.

Special Topic Sessions
Special Topic Sessions (STS) are in-depth sessions (one to three hours), aligning with our Educational Program focus. These sessions are often discussion-based, panel-style, or audience-driven. The STS submitter/primary author is responsible for ensuring all included presenters are aware of and agree to participate before the session is submitted. If your session is accepted into the conference program, please plan for further detailed coordination with AWWA Presenter Services.

Preconference Workshops
Preconference Workshops (PCW) are long-form, interactive meetings in which a small group goes through a series of educational activities or modules. These occur one day before the start of the event’s educational sessions and typically have added registration fees. The PCW submitter/primary author is responsible for ensuring all included presenters are aware of and agree to participate before the session is submitted. PCWs can be half-day (4 hours) or full day (8 hours). If your session is accepted into the conference program, please plan for further detailed coordination with AWWA Presenter Services.

Note: PCW coordinators are required to supply materials for an electronic attendee notebook, 3-4 weeks ahead of the conference. These should consist of all presenter biographies, presentations, relevant articles, and worksheets to be distributed to registered attendees. Notebook materials will not be included in the conference proceedings.

Poster Sessions
Poster Sessions are a dynamic and important part of our professional conferences. Each poster presenter will be expected to create, bring, and present a visual summary of their accepted abstract to the conference. A poster should enable quick understanding of key points and findings, within the opportunity to present to small groups during a 90-minute block.

The conference planning committee evaluates abstracts based on specific rating criteria. These criteria include:

Quality of the abstract: The quality of work, project design, and its relevance to the conference theme.
Originality of the work: New information or concepts, or substantial improvements to existing theories.
Usefulness of the work: Abstracts that report on actual case studies, benefits, and widespread applications from multiple perspectives are highly valued.
Presentation: The presentation’s relevance, speaker’s dynamic skills, and local connection to the conference site will be considered. Obvious sales pitches will not be ranked well.

Abstract aspects are rated on a scale of one to five, with the best receiving a rating of five, and averaged. The rating will determine the acceptance and presentation format of the abstract.

Please note that the review process can take some time; your patience is appreciated.

Anyone with knowledge, experience, research, lessons learned, case studies, or practical applications relevant to the conference topics is encouraged to submit.

Note: Membership is not required to submit or present at an AWWA conference. Learn more about AWWA membership here.

No. Submission of an abstract does not guarantee acceptance. Presentations are selected based on reviewer ratings, program needs, topic balance, and available meeting space. AWWA reserves the right to determine the final presentation format, length, session assignment, and schedule placement of accepted content.

Submitter/Primary Author (Required)
The Primary Author is the main contact for the submission. This individual is responsible for completing and submitting the abstract, receiving communications from AWWA, and coordinating with any co-authors. By submitting an abstract, the Primary Author confirms they have the right to present the content and is expected to present if the abstract is accepted.

Co-Author (Optional)
Co-authors contribute to the work, research, or development of the abstract and should be credited for their contributions. Co-authors do not receive direct communications from AWWA.

Moderator
Moderators support conference sessions by introducing presenters, managing session timing, and facilitating audience discussion. Special Topic Session and Workshop proposals should identify a moderator during submission; this may be the Primary Author. Moderators for standard sessions are assigned by AWWA.

AWWA communicates directly with the Submitter/Primary Author using the email address provided during the submission process. Primary Authors are responsible for maintaining accurate contact information and monitoring communications from AWWA.

Yes. If your submission includes a unique format or other special considerations, please describe it at the beginning of the abstract. AWWA welcomes innovative educational formats and will evaluate requests during the review process.

Note: If a session type is not listed in the Call for Abstracts portal, contact AWWA directly to discuss whether that submission format is being accepted.

Yes. Individuals may submit multiple abstracts for consideration. Each submission is reviewed independently and should represent a unique topic, project, case study, or application. Please do not submit the same abstract to the same conference under different topics.

Yes. A confirmation email will be sent to the submitter after each abstract is saved. If you do not receive a confirmation email, contact EducationServices@awwa.org right away to verify your contact information is correct.

Note: All submissions will receive an accept/decline notification once the review process has been completed.

Some fields will be pulled directly from your AWWA account and may be locked for direct editing. If you need to update information in a locked field, contact AWWA for assistance. Please ensure you have provided an accurate email, or you will not receive AWWA communications.

Co-author information should be entered as completely and accurately as possible during submission. Primary Authors do not need to add themselves as a co-author. Submitters may edit their abstracts, including co-author information, until the submission deadline.

Note: Roles cannot be adjusted during the review process. After acceptance, if a co-author will participate as a co-presenter, the Primary Author should notify AWWA via educationservices@awwa.org so the role can be updated. Requests to change presenters after acceptance must be submitted in writing and are subject to review and approval.

Registration policies vary by conference. Many AWWA specialty conferences offer discounted registration for presenters and moderators. ACE does not offer a presenter registration discount.

Note: Presenters who do not register for the conference may request a session-only badge onsite at registration. Session-only badges are valid only for the assigned presentation session and do not include access to networking events, other educational sessions, or the exposition.