Abstract & Speaker Management Platform

Run Your Call for Papers Process And Simplify Abstract Management

Collect submissions on branded forms, assign peer reviewers in bulk, and turn accepted abstracts into agenda sessions and speaker pages on one abstract management platform.

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Run Reviews That Finish Before Your Agenda Deadline

Assign reviewers automatically by track or expertise, run single-blind or double-blind evaluations with weighted scoring, and surface stalled submissions before they delay your decision window.

Submission Forms

Collect Abstract Submissions With Branded, Customizable Forms

  • Build branded submission forms with a drag-and-drop editor, custom fields per abstract type, and conditional logic that adjusts questions to the submitter’s path.
  • Auto-generate author, co-author, and submitter profile forms so reviewers and program staff get clean records from day one.
  • Group submissions by category, track, or session type so reviewers can be assigned and dashboards filtered without manual sorting.
  • Run multiple parallel calls (oral abstracts, posters, workshops, award nominations) under one event so committees manage them side-by-side on one platform.
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Deadlines & Submitter Control

Give Submitters and Your Team Control Over Deadlines and Edits.

  • Let submitters save drafts, return to edit, and finalize only when their content is ready, cutting incomplete submissions and last-minute panics.
  • Set different cutoff dates per abstract type (orals, posters, workshops) so program committees stagger workload instead of fighting one deadline.
  • Grant edit or submission extensions with access codes for individual submitters, so committee chairs don’t reopen the whole call to accommodate one author.
  • Cap the number of co-authors per submission and control which fields submitters see, so the form stays scoped to your program rules.
Give-submitters-and-your-team-control-over-deadlines-and-edits
Reviewer Assignment

Assign Reviewers Manually Or In Bulk With Smart Routing.

  • Auto-assign reviewers by category, track, or expertise tag so the right reviewer always sees the right abstract without manual sorting.
  • Bulk-assign hundreds of submissions in one action, with round-robin or workload-balanced distribution to keep reviewers from being overloaded.
  • Layer multiple review rounds (peer reviewers, panel judges, lead reviewer) with each round seeing the right level of detail for their role.
  • Track reviewer progress and outstanding assignments from one dashboard, so program chairs know who’s stuck before deadlines slip.
Assign-reviewers-in-bulk-with-smart-routing
Blind Peer Review

Run Blind Peer Reviews and Weighted Scoring Without Spreadsheets.

  • Hide submitter and author details with single-blind or double-blind settings so evaluations stay on the content, not the name.
  • Set custom review criteria with weighted scoring so program committees prioritize relevance, methodology, or originality based on the call.
  • Run a final panel-judge round where lead reviewers override peer scores via majority vote or weighted overrides, giving close decisions a clear path.
  • Capture reviewer comments, scores, and conflict-of-interest declarations on every submission for an auditable decision trail.
Run-blind-peer-reviews-and-weighted-scoring-without-spreadsheets
Automated Notifications

Keep Submitters and Reviewers in the Loop Without Sending Emails by Hand.

  • Trigger emails on every lifecycle event (submission received, review assigned, decision made) so nobody has to check the portal to know what’s happening.
  • Customize templates for accepts, rejects, revisions, and waitlists so each decision lands with the right tone for your program.
  • Segment notification audiences by track, abstract type, or decision so you don’t blast a single email to thousands of mismatched recipients.
  • Schedule reminder sequences for reviewers with outstanding assignments so program chairs stop chasing missing reviews by hand.
Keep-submitters-and-reviewers-in-the-loop-without-sending-emails-by-hand
Abstracts to Agenda

Convert Accepted Abstracts Into Agenda-Ready Sessions In Bulk.

  • Map abstract fields to session fields once, then generate dozens or hundreds of agenda sessions from accepted abstracts in a single bulk action.
  • Carry session details (title, abstract body, presentation format, AV requirements, handouts) straight from the submission into the agenda without copy-paste.
  • Slot generated sessions into your existing event agenda by track, day, or room so the schedule comes together as decisions are finalized.
  • Update sessions from the abstract record if a submitter edits their title or speaker list, so your published agenda stays in sync with the source.
Turn-accepted-abstracts-into-agenda-sessions-in-bulk
Speaker Setup

Build Speaker Profiles and Speaker Pages From the Same Submission.

  • Auto-create speaker profiles from author, co-author, and submitter records so you don’t run a separate speaker survey after acceptance.
  • Require profile completion (bio, headshot, talk title) at first login so speaker pages are fully populated before the agenda goes public.
  • Link speakers to their assigned sessions automatically using the abstract-to-session mapping, so the speaker page and the agenda always agree.
  • Export complete speaker lists with submission, session, and contact data for AV briefings, comms outreach, and on-site signage.
Run-blind-peer-reviews-and-weighted-scoring-without-spreadsheets-1
Reporting

Track Submissions, Evaluations & Progress With Detailed Reports

  • Watch a live dashboard of submissions received, reviews completed, and decisions made so program chairs spot stalled tracks while there’s still time to act.
  • Pull reviewer performance and completion rates to see who’s responsive and who needs a nudge before the next review cycle.
  • Read activity logs of every edit, reassignment, and decision change for an auditable trail program committees can show their board.
  • Export every record (submissions, scores, decisions, speakers) to CSV for archiving, board reports, or post-event analysis.
Track-every-submission-review-and-decision-in-one-report

What Our Customers Are Saying

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Abstract Management Software
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The product itself meets all of our needs for our digital events – live and recorded sessions and opportunities for our attendees to network with each other throughout the event.

Travis S.
  • Director of Government Relations

The gamification, the embedded zoom feature, the chat rooms, and the ease of engagement were all at the top of the list for our attendees and for our team.

Emily A.
  • Director Alignment

Their great customer service skills were used to assist my team when utilizing the virtual platform that vFairs provide. We have utilized the vFairs platform on countless occasions and as always, the vFairs team goes above and beyond.

Roslyn Y.
  • President and Founder

Every aspect of the vFairs platform impressed me. The sleek graphics, the simple build process and the round the clock support from a dedicated Project Manager made the entire process easy to navigate and so enjoyable.

Leeann M.
  • Training Coordinator

This is our second time using vFairs and once again it was a great experience. The attendees loved the photo booth and photo gallery features. We will be using vFairs next year for sure.

Ignacia T.
  • Digital PMO
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Frequently Asked Questions

How much does vFairs cost?

vFairs offers you the ability to pick and choose the features you want to host a conference that suits your budget. Bulk pricing is also available.

What kind of event marketing support does vFairs provide?

vFairs offers 360-degree event marketing support. We assist you with registrations through visually-rich landing pages, custom domains, email marketing templates, and more so that you can maximize the number of registrations for your conferences.

Can vFairs integrate with the platforms I already use?

vFairs provides integrations with a host of software including Marketo, Zapier, Hubspot, Zoom, Slido, Restream, and the list goes on!

How secure is my data with vFairs?

vFairs is ISO 27001 certified, GDPR compliant, and has a SOC-2 certificate, a high standard in data privacy regulations. vFairs works with high-profile organizations to run their conferences with the utmost security and privacy.

Can vFairs secure data over other servers?

Yes. For instance, if you're operating from the EU, vFairs will ensure to store data in EU servers.

How do you get started with vFairs?

To begin with vFairs, simply get a demo with us. A vFairs representative will walk you through the platform, and a few recent conferences we have done in the recent past and best guide you on how to host your conference.

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