Fast Track Lesson 2B.1 - Abstract Submission and Review Management

If you're organizing a scientific or academic congress, you will usually want your presenters to submit abstracts. In this case, you need comprehensive tools to manage the abstract submission and review process. Once you decide to accept or decline abstract submissions, you can then proceed with your presenter management tasks covered in the separate Presenter Management topic. [There is a separate topic all about Presenter Management, where we explore how to communicate with your presenters, manage their presentations and assign them into agenda sessions.]

Abstract Submission and Review Management in EventsAir includes all the different steps, tools and portals you will use to solicit abstracts from presenters, manage a review and rating process and then choose which abstracts to accept and which to decline.

Virtually all events and meetings have presenters, but some have extensive presenter programs that include the solicitation, review and acceptance of proposed presentations. This process may involve just a few presenters, but your event may have dozens or even hundreds of presentations - which can mean thousands of submissions to be reviewed.

EventsAir includes a Presentation Portal tool, where your prospective presenters submit their abstracts (there's a separate topic on the presenter management process). However, for all of this to work, there are important set up preferences you need to configure beforehand, such as presentation types, papers status, location, themes, keywords, document types and more. You also need to create an interactive site where your presenters can create an account.

Let's learn more by watching the video below:

The Presentation Portal is where your prospective presenters submit abstracts, and it allows you to specify important details, such as the type and length of proposed abstracts, collection of presenter information, selection of appropriate themes, sub-themes and keywords and much more.

At the conclusion of this lesson you should be able to configure and publish your own Presentation Portal and test it with your own content.

Learn how by watching the video below

Once you start receiving abstract submissions, you'll need reviewers to look over each abstract, assign it a score, and then submit their reviews to your management team for final acceptance or rejection.

The Reviewer Portal is where all this happens, and you can configure and customize it for your specific needs.

You can automatically or manually assign your reviewers to submitted abstracts, using a variety of criteria such as presentation types, themes and more.

Your assigned reviewers can log into this portal, and see a list of the abstracts they've been assigned to review. After reviewing, they give scores and comments as appropriate.

You or your management team can track review progress and follow up if needed.

Let's learn more by watching the video below:

Once abstracts are submitted and reviewed by your conference review team, it's time to decide which abstracts should be accepted, and then, which sessions each presentation should be assigned to.

In this lesson, you will set up the details and portal options needed to properly publish your Abstract Workflow App.

Let's get started by watching the video below.

Now that you've configured your Abstract Workflow App, it's time to look over your reviewers' scores and comments about each submitted abstract and decide which proposals you'd like to accept.

Once you've made your decisions, you'll want to assign each presentation to the appropriate session in your program.

As part of this process, you can also review your agenda, adjust the order of presentations within each session, and generate an abstract book for your event. You'll also be able to generate exports about your abstract submissions.

Learn more by watching the video below.

Congratulations on completing this topic! We've covered:

- The importance of effectively managing the abstract submission and review process

- Setting up your event preferences correctly to allow the process to run smoothly

- Creating a Presentation Portal, a Reviewer Portal, and an Abstract Workflow App

You'll also want to manage each presenter by assigning them a contact record, and managing their registration, accommodation, and communications. If necessary, you'll also be showing them how to present via your OnAIR virtual event portal. These are all covered in the separate Presenter Management topic.