Good abstract management software can dramatically reduce the administrative burden on your conference committee. Thoughtful preparation before configuring your system is key to streamlining submissions and minimizing confusion for users. Below is a detailed guide highlighting the most important considerations for a smooth process:

1. Planning & Timeline

• Start early: Begin planning 8–12 months before the event to allow sufficient lead time for each phase.

• Define and publish key dates: These include submission opening, submission deadline, review period, final author material (full papers, slides, posters) due date, programme finalization and publication date.

2. Submission Requirements

• Define submission categories/topics: Well-defined topics facilitate precise reviewer assignment and improve review quality.

• Specify accepted presentation formats: For example: Oral presentations, Poster presentations, Workshops or panels (if applicable)

• Set abstract formatting rules:

  • Word count: Typically 300–500 words (specify a range or strict limit)

  • Abstract format: specify format (e.g., plain text entry, rich text, Microsoft Word or PDF uploads)

  • Mandatory sections: These may include Title, Objectives, Methods, Results, Conclusion

• Additional information: Decide if you need to collect affiliations, keywords, funding sources, conflicts of interest, ethical approvals, or contact details.

• Full paper submissions: Clarify if submission of a full paper is required post-abstract acceptance and by what deadline.

3. Submission Platform

Select a reliable, web-based abstract management system that supports your needs. Key features should include:

• Customizable submission forms enabling you to enforce formatting and mandatory fields.

• Customizable review forms with multiple reviewing criteria (e.g., originality, scientific merit, clarity).

• Blind reviewing to reduce bias and ensure fairness.

• Automated confirmation emails to authors and reviewers.

• Reviewer assignment automation based on declared expertise and topic matching

• Extensive reporting tools for tracking submissions, reviews, and overall progress.

• Export options for conference program building and publishing.

4. Promotion & Communication

• Promote the call for abstracts widely through:

  • Targeted email campaigns to relevant academic and professional communities.

  • Social media channels such as LinkedIn, Twitter (now X), Facebook groups, and research forums.

  • Institutional and academic networks, engaging conference ambassadors or key opinion leaders to increase reach and credibility.

• Provide clear, accessible documentation and FAQs about the submission and review process to assist users.

5. Review Process

• Recruit qualified reviewers with relevant expertise.

• Define reviewing criteria aligned with conference goals (scientific validity, relevance, novelty, presentation clarity).

• Set a standard number of reviewers per submission (e.g., 2–3) to ensure balanced evaluation.

• Use the software to automate reviewer assignment based on expertise, topic fits, and workloads.

• Monitor reviewer progress actively and send proactive reminders to ensure timely reviews.

6. Post-Submission Workflow

• Assign a dedicated programme committee member or subcommittee to make final acceptance decisions using review data.

• Use the software to notify authors of the decision outlining acceptance/rejection and any necessary revisions.

• Collect final materials such as full papers, posters, or slide decks by your communicated deadline for program preparation and publication.

• Organize accepted abstracts into sessions by thematic groups to optimize the program flow.

• Publish accepted abstracts in a digital proceedings book or online repository, and consider printed proceedings if needed.

• Ensure all authors have access to final program details and presentation logistics well ahead of the event.

By carefully addressing these considerations, you can leverage abstract management software effectively and ensure a smooth, transparent, and successful abstract submission and selection process for your conference.