Run a Smooth Call-for-Papers Process with vFairs Abstract Management Platform

Collect Abstract Submissions with Customizable Forms

• Use drag-and-drop form builder to create custom submission forms for posters, podiums, or general entries.
• Customize forms by abstract type with unique questions or fields.
• Automatically generate author, co-author and submitter profile forms.
• Use dynamic form fields that adjust automatically with conditional logic.
• Group submissions by category, track, and type to simplify review and session setup.
• Set up custom deadlines for form and abstract submissions.

Control Deadlines & Give Abstract Submitters Control Over their Profiles

• Allow abstract submitters to login to a dedicated portal to manage their entries.
• Let submitters save drafts, make edits, or finalize only when ready.
• Let submitters add primary and co-authors to their abstract submissions.
• Set limits to number of allowed co-authors for each submission.
• Set specific cutoff dates for different submission types.
• Offer editing or submission extensions using access codes.

Assign Reviewers Manually Or In Bulk with Matching Criteria

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• Assign reviewers automatically or manually based on category or track.
• Use bulk assignment to save time for large events with numerous submissions.
• Assign submissions through round-robin distribution or choose reviewers with fewer assignments first.
• Set up multi-layer evaluation with peer reviewers, panel judges, or lead reviewers.
• Track evaluation progress with a centralized reviewer dashboard.

Set up Clear Review Criteria and Blind Reviews for Fair Evaluations

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• Hide submitter and author details from reviewers to maintain impartiality through double-blind reviews.
• Enable peer reviewers to evaluate without knowing the identity of submitters via single-blind reviews.
• Allow panel judges to make final decisions based on majority votes.
• Set up custom review criteria like relevance, concept clarity, etc to help reviewers make a fair decision.
• Allow reviewers and judges to leave their ratings based on given guidelines.

Set Up a Custom Notification System to Keep Everyone Updated

• Choose which activities trigger email notifications for reviewers, submitters, authors, etc.
• Trigger automated emails for submission received, assigned, reviewed, accepted, or rejected, etc.
• Manage all event communications with detailed settings and email templates.
• Send step-by-step email notifications to everyone so they’re always in the loop.
• Create custom segments from your audience to ensure emails go to the right people.

Easily Convert Accepted Abstracts into Event Sessions & Authors to Speakers

• Minimize effort by automating much of the session setup process.
• Use field-mapping to convert accepted abstracts into agenda sessions or webinars.
• Include session details like speaker bios, titles & presentation types.
• Collect speaker details through submitter, author, or co-author profiles.
• Link speakers to sessions automatically using mapped submission fields.

Track Submissions, Evaluations & Progress with Detailed Reports

• Track the total number of submissions, reviewers, accepted abstracts, and more.
• Access detailed logs of submission edits, reviewer assignments, and decisions.
• Generate real-time evaluation reports to keep all stakeholders informed.
• Export data to CSV files for easy analysis of event performance.