Abstract & Speaker Management

Managing abstract submissions through email threads, spreadsheets, and paper forms creates significant administrative overhead, especially as submission volumes grow. Without a structured process, review quality becomes inconsistent, speaker coordination gets delayed, and converting accepted abstracts into scheduled sessions turns into a manual bottleneck.

vFairs Abstract Management handles the entire workflow in one place. Organizers can build customizable submission forms with dynamic fields, define abstract types such as poster or podium presentations, organize submissions into multi-level tracks and categories, and set flexible submission windows with deadline controls — including bypass codes for exceptions.

Reviewer assignment can be done manually or automated based on workload distribution or area of expertise. Standardized evaluation criteria, blind and double-blind review options, and a hierarchical review structure ensure fair and consistent assessments. Automated reminders keep reviewers and submitters on schedule throughout the process.

Once decisions are finalized, accepted abstracts can be converted into event sessions in a few steps, with speakers automatically prompted to complete their profiles via a dedicated portal. Organizers maintain full visibility through an analytics dashboard with submission logs, reviewer participation tracking, and CSV export for reporting.

The platform is designed to handle events ranging from small conferences to those with 1,000+ submissions without requiring additional administrative resources.