Simplify Your Call-to-Papers Process with vFairs Abstract & Speaker Management Module

Planning a conference or academic event? If you’re struggling with managing abstract submissions, coordinating reviewers, or scheduling speakers, you know how chaotic it can get. 

Spreadsheets pile up, emails get lost, and before you know it, you’re buried in admin work instead of focusing on what really matters: hosting a great conference.

That’s where vFairs Abstract & Speaker Management comes in. It’s a simple, stress-free way to handle every step of the process; from collecting submissions to building your agenda, so you can spend less time on logistics and more time on delivering an amazing experience.

Benefits of Using vFairs Abstract Management

1. Easy-to-Setup Submission Forms

No tech skills required. Create custom forms in minutes with a drag-and-drop builder, tailored to your event’s needs, whether it’s research papers, poster presentations, or speaker proposals.

Outcome: Submitters get a smooth experience, and you get structured, organized data from the start. 

2. Fair & Consistent Reviews

Set clear evaluation criteria (like relevance, originality, or presentation quality) so every reviewer grades submissions the same way. Plus, you can also set up single or double blind reviews to hide the names of reviewers and/or submitters option to keep things unbiased. 

Outcome: Higher-quality selections and happier submitters, since everyone gets a fair shot.

3. Quick Session Creation

Once you have accepted abstracts, turn them into scheduled sessions in just a few clicks. You don’t need to rebuild your agenda from scratch. The system can map the fields from your abstract submission form to the session list and pull session titles, descriptions, and speaker bios. All you have to do is assign speakers, add details like session duration and time, and you’re done.

Outcome: A polished, professional schedule without the chaos.

4. Dedicated Speaker Portal

No more ‘where’s my schedule?’ emails from the speakers at your event!

Give your speakers one place to access their session details, upload materials, and manage Q&A, so they’re prepared, and you’re not stuck answering the same questions repeatedly.

Outcome: There’s less admin work for event organizers to set sessions up as you can offload some tasks to speakers by giving them more control.

5. Scale Without the Stress

Whether you’re handling 50 submissions or 1,000+, the system adapts to your needs. Set deadlines, limit submissions per author, and automate reminders to keep everything on track.

Outcome: A smooth process, no matter how big (or small) your event is.

6. Keep Everyone in the Loop

When you’re managing thousands of submissions and reviewers, it is impossible to manually keep track of everything and also keep all stakeholders informed. 

Automated email notifications at every stage of the process can make it simpler. Send emails for submission confirmation, abstract acceptance, abstract rejection, review status, or customize your own notification.  

Outcome: Submitters, reviewers, and speakers stay informed without manual emails.

Why Should You Use an All-in-One Abstract Management System?

If you’re still juggling abstracts manually, here’s what you’re missing out on:

• Time savings: Ditch the spreadsheets and endless emails.
• Better evaluations: Consistent reviews mean higher-quality content.
• Happier participants: Submitters, reviewers, and speakers all get a seamless experience.
• Fewer errors: No more misplaced submissions or scheduling conflicts.

It’s the easiest way to take your event from “good enough” to “exceptionally organized.”

Ready to See It in Action?

vFairs Abstract & Speaker Management is designed for event organizers who want to work smarter, not harder. Our all-in-one event management system allows you to manage speakers, abstracts, and also host your conference with a single platform. No need to juggle between different tech platforms – do it all in one place.

Book a demo today and we’ll show you how it works and answer any questions.