The ongoing conferences—and especially academic or professional summits—depend on an effective abstract management process to ensure organizers receive quality proposals, reviewers stay aligned, and sessions flow smoothly. If you're just getting started, this guide breaks down the essentials and offers actionable steps to streamline your journey.
What Is Abstract Management—and Why It Matters
The abstract management involves gathering, reviewing, selecting, communicating, and organizing proposals for presentations. This process—from short summaries of talks or posters to full papers—guides the structure and quality of your event. A clear and efficient system enhances submission volume, streamlines review workflows, and ultimately elevates the attendee experience.
The format of Abstract Management
- Submission Phase of a Speaker
Issue a call for abstracts with clear guidelines, word limits, formatting, and deadlines. Use consistent templates to aid both submitters and reviewers.
- Peer Review & Decision-Making related to Theme
Assign submissions to reviewers—either manually or automatically. Define whether reviews are single or double-blind and outline evaluation criteria.
- Acceptance and Communication for presentation
Inform submitters of decisions promptly, including next steps. A structured communication flow boosts clarity and reduces confusion.
- Scheduling and Finalizing for upcoming conference
Assign accepted abstracts into thematic sessions or tracks. Finalize your event program and, if applicable, prepare publications like a Book of Abstracts or Proceedings.
Selecting the Right Tools for Abstract Management Systems
While small conferences can start with email and spreadsheets, managing 50+ submissions becomes overwhelming frequently over time. The Dedicated abstract management software simplifies the process, basically it provides you:
- Simplifies submissions, reviews, and communications
- Automates reviewer assignment and tracking part
- Supports scalable workflows for large events
- Enables reporting and analytics for improved planning in the organization
Some Popular platforms include:
- Confsubmithub – Integrated abstract submission, peer review, scheduling, registration, and mobile app features
- EasyChair – Long-standing platform widely used in academia for abstracts, reviews, and proceedings
- OpenConf – Versatile tool adaptable for conferences, journals, workshops with multiple editions (including free community version)
Pro Tips to Get Started easily
- Plan Ahead about your need
Open your abstract process well in advance—8 to 12 months before the event is ideal to allow sufficient time for submissions, reviews, and scheduling.
- Craft Clear Guidelines
Share word limits, format expectations, and evaluation criteria. This clarity attracts higher-quality submissions and aids reviewers.
- Configure Your Software Thoughtfully for an organization
Pre-define submission parameters (e.g., bio, affiliations), presentation types (oral vs. poster), reviewer roles, and tracks. This ensures a smooth user experience for submitters and reviewers alike.
- Build in Time Buffers
Having to account for delays in submissions and notification, reviews, or scheduling. Contingency time can save you from last-minute stress.
Beginner’s Checklist
If you’re just starting out with abstract management, here are the essential steps to follow:
- Define submission format, guidelines, and deadlines.
- Choose and configure an abstract management system.
- Promote your call for abstracts widely and early.
- Assign reviewers with clear evaluation criteria.
- Communicate decisions and next steps promptly.
- Schedule accepted abstracts and finalize your program.
Key Takeaways
Effective abstract management transforms the foundation of your conference and also for upcoming conferences as well. The Clear guidelines, efficient tools, and successful platforms help you curate impactful content, delight your community, and reduce headaches for your organizing team. Get started early, and your conference or summit will turn into a well-structured, engaging, and stress-free experience for both organizers and attendees.
