General Abstract Management FAQs

An abstract management system is a digital platform that helps event planners collect, review, and organize conference abstracts, speaker proposals, and presentation submissions. It streamlines the submission process, automates review assignments, and ensures accepted abstracts are scheduled efficiently.

Using a cloud-based abstract management system reduces manual work, eliminates email-based submissions, and allows for a more structured and scalable approach to conference planning.

Key Features of an Abstract Management System:

• Submission collection: Authors submit abstracts through an online portal.
• Review process automation: Assign reviewers, apply scoring rubrics, and track evaluations.
• Session scheduling: Easily place accepted abstracts into session slots.
• Integration with event platforms: Sync final presentations with your virtual event platform or mobile event app.

Need a system to simplify abstract submission and review? Learn more about CATALYST Abstract Management.

An abstract submission process follows five key steps:

1. Call for Abstracts: The event organizer announces the submission period and guidelines.
2. Abstract Submission: Authors submit abstracts through an abstract management platform where they enter details like title, keywords, and speaker bios.
3. Review & Scoring: Assigned reviewers evaluate abstracts based on predefined criteria (e.g., relevance, originality, research quality).
4. Selection & Scheduling: Accepted abstracts are placed into conference sessions and speaker lineups.
5. Final Material Submission: Speakers upload final presentations, which are then published in the event program or digital platform.

A well-structured abstract submission system improves efficiency, ensures a fair review process, and reduces administrative work for event planners.

Want to streamline your abstract submission process? Learn how CATALYST can help.

While there is a general structure most organizations follow, exactly how you manage your call for abstracts will depend upon the size and complexity of your event and your specific objectives and requirements.

Here is an outline of the basic steps, as well as questions and considerations you and your team should address:

1. Determine how your conference is going to be structured
2. Set your content goals
3. Create your timeline
4. Build your list of submission questions
5. Determine your review process
6. Build and test your abstract submission forms
7. Launch and promote your call for abstracts

An abstract management system makes conference planning easier by automating submission collection, streamlining the review process, and enhancing event scheduling.

Key Benefits:

• Saves Time & Reduces Errors: No more tracking abstracts through spreadsheets or email chains.
• Ensures a Fair Review Process: Automated reviewer assignments and scoring tools help maintain an unbiased evaluation system.
• Integrates with Event Technology: Seamlessly connect with virtual event platforms, mobile event apps, and association management systems (AMS).
• Improves Data Security & Compliance: Centralized abstract management ensures secure storage of speaker and research data.

Need a system that improves efficiency for your next event? See how CATALYST supports abstract submissions and scheduling.

When selecting an abstract management system, look for these must-have features to ensure efficiency, flexibility, and ease of use:

• Customizable Submission Forms – Collect the exact information you need (speaker bios, keywords, research categories).
• Automated Review Workflows – Assign reviewers, apply scoring rubrics, and track evaluations in real time.
• Session Scheduling Tools – Drag-and-drop scheduling ensures no conflicts between speakers and sessions.
• Seamless Event Tech Integration – Sync accepted abstracts with your event website, virtual platform, or mobile app.
• Real-Time Reporting & Analytics – Track submission trends, reviewer progress, and session data.

A great abstract management system saves time, reduces stress, and improves the overall event experience.

Want an easy-to-use abstract management system? Learn more about CATALYST Abstract Management.

Choosing the right abstract management system depends on your conference size, submission volume, and event technology needs.

Ask These Key Questions Before Selecting a System:

• Is it customizable? Can you configure submission workflows, review processes, and session scheduling?
• Is it user-friendly? Does it provide a simple dashboard for submitters, reviewers, and event staff?
• Does it integrate with my other event tools? Can it sync with your AMS, virtual platform, and mobile app?
• Does it provide analytics? Will you have access to real-time submission reports, scoring trends, and reviewer activity logs?
• Is customer support included? Will you have access to dedicated project management for setup and troubleshooting?

Looking for a customizable abstract management system? See how CATALYST works.

An abstract management system can be used to collect and manage several different types of content for a conference or other program, including:

• Technical papers
• Session presentations
• Applications or nominations for awards and grants
• Applications or nominations for board positions

Additionally, you can use your abstract management system to collect all information needed from your speakers and presenters prior to the conference, including:

• Bios
• Headshots
• A/V requirements
• Session handouts and other supplemental materials

The pricing structure for abstract management systems can vary greatly depending upon what type you’re using.

Just like any, a custom-built system is going to be the most expensive, and costs will depend upon the complexity of the platform and your development timeline.

Some third-party platforms charge based on the number of submissions and other factors such as integration with other internal systems. Others may use tiered pricing based on usage, product features/modules needed, or other factors.

Depending upon the size and complexity of your call for abstracts process, a system can range anywhere from a few hundred to thousands of dollars annually.