Abstract management encompasses the collection, administration, and evaluation of presentation submissions, as well as the entire organizational process leading up to the final program schedule – the operational heart of any scientific or professional conference.
Typical for: Scientific congresses, professional conferences, symposia
Closely related: Call for papers, program planning
What is abstract management?
The term abstract management refers to all digital and organizational processes involved in submitting, reviewing, evaluating, and managing conference contributions (abstracts). It begins with the opening of the call for papers and ends with the transfer of accepted contributions into the program planning phase.
At scientific congresses, the number of submissions can reach hundreds or even thousands. Without a structured system, chaos, long processing times, and faulty communication with speakers quickly ensue.
Core functions of an abstract management system
- Submission forms: Configurable forms for capturing titles, abstract text, track assignment, presentation format, language, target audience, learning objectives, and speaker profiles (bio, photo, institution).
- Track assignment: Submissions are assigned to thematic tracks or sessions that form the content framework of the program.
- Reviewer assignment: Automatic or manual assignment of reviewers – including conflict management (e.g., avoiding conflicts of interest due to institution or co-authorship).
- Scoring & comments: Structured evaluation via scorecard, open comments, and categorized recommendations (accept, reject, revise).
- Decision workflow: Accept / Reject / Waitlist / Accept with changes – with automated notifications and feedback messages to submitters and speakers.
- Revision management: Coordination of revision requests, deadlines, and re-submission.
- Publication management: Preparing contributions for publication in a digital or printed abstract volume or on publication platforms.
- Scheduling handover: Transferring accepted abstracts to the conference scheduling function, where contributions are assigned to specific times and rooms.
Quality assurance in the review process
- Bias reduction: Anonymized review (single- or double-blind) prevents reputation or institution from influencing the evaluation.
- Transparency: Clear selection criteria communicated to all reviewers and, if applicable, submitters.
- Audit log: Traceable documentation of all decision steps for internal and external accountability.
- Deadline management: Automated reminders for reviewers with pending evaluations.
Operational workflow
The submission phase is typically followed by:
- Assignment of abstracts to reviewers (based on track, expertise, availability, and workload)
- Review phase with scoring and commenting
- Consolidation by the program committee
- Decision and notification of all submitters regarding the outcome, session assignment, and presentation format (e.g., session talk, poster, workshop)
- Revision round (if necessary)
- Final program planning: slot and room assignment
- Speaker onboarding: technical briefing, travel information, material submission
- If applicable, publication of contributions in a digital or printed abstract volume
Abstract management in Converia
Converia covers the entire abstract management process: individual submission forms, multi-stage review workflows with scorecards, automated speaker communication, and seamless integration into program planning – without any system breaks.
Abstract management made easy
Converia takes the administrative burden off your shoulders – from the first submission to the finished program.
- Conference software – Formats & Trends
- Call for papers (CfP) – Abstracts / Program / Speakers
- Attendee management – Ticketing & registration
- Ticketing system – Ticketing & registration
Manage hundreds of submissions efficiently – with configurable forms and automated review workflows.