Guidelines for science and research abstract submissions
Read this page carefully before submitting your abstract for WindEurope’s Annual Event 2023.
At the end of the page, you will find the button that will bring you to the abstract submission portal (Oxford Abstracts).
Timeline
| 15 July – 7 October 2022 |
Call for abstracts The abstracts submission portal closes at 23:59 CEST on 7 October 2022 |
January – April 2023 | Presentation and/or poster preparation |
| October 2022 | Abstract review Members of WindEurope and the European Academy of Wind Energy (EAWE) will review, evaluate, and score abstracts in their field of expertise. This helps the programme committee to build a high-quality programme and keep commercial content out. |
25-27 April 2023 | WindEurope Annual Event 2023 Session chairs and presenters attend a final briefing session in the speakers’ room of the venue before their session starts. |
| Early December 2022 | Notifications of selection sent to abstract submitters Based on the outcomes of the review, the programme committee creates session proposals for the technical track using the highest scoring abstracts. Notifications of selection will be sent by WindEurope to those selected for an oral presentation or to produce a poster. |
May 2023 | Proceedings published General proceedings accessible to full conference delegates on https://windeurope.org/annual2023/ and to WindEurope’s Members in the Members’ Area of the WindEurope website. Scientific proceedings will be published 4 to 6 weeks after submission, in open access in a dedicated volume of the IOP Journal of Physics: Conference Series edited by EAWE. |
Essential requirements for abstracts
- Your abstract must describe work that has been done at the moment of submission, not work that will be done.
- Your abstract should contain new unpublished work and should not describe work presented at other conferences.
- No sales pitches – abstracts should not contain overly promotional or commercial content, but rather strive to present data or results that can contribute to bringing the sector forward. WindEurope reserves the right to refuse/reject overly commercial abstracts.
- Your abstract should be submitted under the correct topic for a correct review.
- Your abstract cannot exceed 1,500 words (not including references).
- Your abstract should contain a complete reference list (not included in the word count).
- Abbreviations should be defined on first use.
- Science and research abstracts can only submitted in PDF (incl. text plus graphs, charts, or images as necessary, and embedded fonts). Please include abstract title, presenting author, co-authors and affiliations in your PDF.
Abstract submission and structure
Abstracts submitted under the science and research submission group must follow the following structure and rules:
- The abstract must be submitted as in PDF format
- The PDF file includes text plus graphs, charts, or images as necessary, and embedded fonts. Please include abstract title, presenting author, co-authors, and affiliations in your PDF too.
- The abstract must respect the word limit of maximum 1,500 words
- It should contain a complete reference list that is not included in the given word count
- The style of writing may be brief and incomplete, as long as the essential steps in the research are clear and convincing
Submitted abstracts should be divided in 5 sections:
- Introduction: Briefly describe the work to be discussed in your presentation.
- Approach: Briefly describe the approach you used.
- Main body of the abstract
- Conclusions: Outline the significant implications you’re your paper has for the industry.
- Learning objectives: If this abstract is selected and presented at the conference, what will delegates learn? Focus on what your abstract will enable them to do in their own job.
How are abstracts rated and selected?
All abstracts are anonymously peer-reviewed by minimum three experts of the field. Reviewers will review each abstract assigned to them by giving it:
- a numerical grading for seven criteria (1-3)
- a recommended presentation method
- a comment on the abstract
Who is reviewing my abstract?
Science and research abstract submissions are reviewed anonymously by experts in the field under which the abstracts are submitted. All experts are part of the European Academy of Wind Energy (EAWE)
Science and research content at our events is organised in cooperation with the European Academy of Wind Energy (EAWE), a world-leading wind energy academic & research community. The Academy will bring delegates leading edge wind energy research results, keeping Europe at the forefront of wind energy innovation. This offers a forum for in-depth presentations and discussions on progress and results of wind-energy related scientific research.
Numerical grading
The abstracts will be evaluated against the following criteria:
- the abstract has to describe work that has been done at the moment of writing the extended abstract, not work that will be done.
- while the style of writing may be brief and incomplete, the essential steps in the research must be clear and convincing.
- the abstract should contain new work, not yet published.
- the abstract should include a complete reference list.
- the methodology and results should be plausible and free of errors.
- the work in the abstract should be up-to-date as regards previous knowledge and the contribution of others.
- the work should be scientifically/technically relevant.
Reviewers will grade each abstract with a set of 7 criteria, each on a scale of 1-3. An average grade will be calculated by the system, and this will give a maximum score of 21.
1 – not sufficient
2 – adequate
3 – good
Recommendations made by abstract reviewers
Each reviewer will make a recommendation on the presentation format for each abstract, intended as a guide for the Programme Committee. The options available to reviewers are:
- I strongly recommend that this abstract is selected for an oral presentation
- This abstract is more suitable for an oral presentation than poster presentation
- This abstract is more suitable for poster presentation than an oral presentation
- I strongly recommend that this abstract is selected for poster presentation
- This abstract should be rejected
Reviewers will be able to explain their grades and recommendations by leaving a comment in the appropriate field. Comments will be available to authors upon request.
Abstract selection process
After the review is completed, the programme committee members receive the overview of all scored abstracts. Based on the scores, the reviewers’ comments and planned session topics, the programme committee will draft session proposals and select which abstracts are eligible for an oral presentation in a session and which are eligible to produce a poster. These proposals are the base to determine the technical and scientific programme outline for the conference.
Scientific paper publication (scientific proceedings)
Eligibility of scientific paper publications
If the abstract you submit, as a science and research submission, is selected for an oral presentation in one of the conference sessions, you commit to submit a scientific paper for publishing in the conference’s scientific proceedings (following a peer-review).
The conference’s scientific proceedings are published in a specific open access volume of the IOP Journal of Physics: Conference Series, provided you fulfil certain requirements. Eligible papers will go through a peer review.
To be eligible to submit a scientific paper, you must meet the following criteria:
- having submitted a science and research abstract
- AND your abstract must be selected for an oral presentation in one of the sessions in the technical and scientific programme.
Timeline for scientific papers
- Draft paper submission: 10 March 2023
- Scientific peer-review: 13 March – 07 April 2023
Draft papers will be reviewed by EAWE in view of their publication in the IOP Journal of Physics Conference Series
- Final paper submission: 21 April 2023
IOP Journal of Physics: Conference Series
Please find some points to keep in mind about the scientific publications. More detailed information, planning for publication and review will be shared in due time by the conference secretariat to eligible candidates.
- Conference Series operates a publishing licence, under which authors retain copyright of their papers and they no longer need to sign and submit copyright assignment forms. Any author who wishes to publish in IOP Conference Series must agree to the terms of the licence and by submitting a paper for publication it is assumed all authors of the paper agree, in full, to the terms of the licence.
- IOP Conference Series uses author-supplied PDFs for all online and print publication. Authors are asked to prepare their papers using Microsoft Word or LaTeX, according to the journal guidelines and templates, and then convert these files to PDF.
Copyright
By submitting an abstract to the WindEurope Annual Event 2023 and if your abstract is selected for a speaking slot or a poster, you implicitly give your permission to WindEurope asbl/vzw to reproduce your presentation file and/or poster file in the conference proceedings of the event. However, this does not forfeit your right to publish your presentation file and/or poster file in any other medium, nor does WindEurope retain any exclusive rights over it.
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