Abstract Management: Abstract Collection, Review, and Publishing

January 06, 2026 | 4 min read

This blog provides a functional overview of the Eventact Abstract Management System. It outlines the system setup, user roles, and the end-to-end workflow from the initial Call for Abstracts to final decision-making and digital display.

• Call for Abstracts and Submission |
• Review Process and Evaluation |
• Results Aggregation |
• Agenda Building |
• Poster and E-Poster Management

1. System Overview and User Roles

The system is built to be flexible, allowing the organizers to customize the process and settings to match the specific needs of their event.

• Conference / Event Organizer: The administrator who manages the system. The organization sets up the abstract structure, topics, deadlines, and the rules for the review process.
• Abstract / Paper Submitter: The participant who submits a proposal or paper for consideration.
• Reviewer: An expert assigned to evaluate submissions. Reviewers provide scores or written feedback based on the criteria set by the organization.

2. Call for Abstracts and Submission

The submission phase is managed through an online form. Organizers use the Eventact form builder to create the specific abstract submission process the event requires.

The Submission Form

The form includes specialized, predefined fields designed specifically for abstract management. Organizers have full control over which fields are required and which are optional. Key components include:

• Authors and Institutes: Dedicated fields to capture primary authors, co-authors, and their respective organizations.
• Abstract Text: A structured area for the main body of the proposal.
• Topic Selection: A mandatory step where submitters choose a Main Topic and Subtopic to ensure the paper is routed to the correct reviewers.
• Presentation Type: Selection of format (e.g., Oral, Panel, Poster, or other custom formats).
• Custom Fields: Any additional unique data points required by the organization for that specific event.

3. Review Process and Evaluation

Eventact supports two types of abstract review, each suited to a different evaluation approach:

• Individual Review (Absolute): Reviewers independently score each abstract on its own merit using numeric ratings, criteria-based evaluation, and written comments. Reviewers access a dedicated reviewer portal.
• Competitive Ranking (Relative): Reviewers rank a set of abstracts from best to worst without scoring each one individually. This contest format runs through the Eventact Event App using the Rank Voting feature.

Both types are organized into Review Cycles — self-contained units with their own settings, reviewer pool, and assigned abstracts. You can run multiple cycles simultaneously.

For full setup instructions, see: Abstract Review Cycles: Individual Review and Competitive Ranking.

4. Results Aggregation and Decision Making

The system collects all reviewer data to help the chairperson, committee, or organizers make final choices.

• Data View: Organizers can see a list of all abstracts with their average scores and reviewer comments (Individual Review), or a combined ranking leaderboard (Competitive Ranking).
• Final Decisions: Based on these results, the organization sets a final status: Approved, Rejected, or Change of Presentation Type.

5. Agenda Building

Once abstracts are reviewed, Eventact provides a tool to create and publish the event agenda.

Agenda Creation Features

• Hierarchical Structure: Create sessions and individual lectures within those sessions.
• Complex Scheduling: Full support for multi-day events and multiple lecture halls simultaneously.
• Seamless Integration: Pull approved abstracts and speaker profiles directly into the schedule.
• Sponsor Support: Include and manage sponsor logos within the agenda to highlight event partnerships.

Display Features

The published agenda is interactive and designed for attendee engagement:

• Personal Agenda Builder: Attendees can select specific sessions to create their own custom schedule.
• Expandable Agenda: Users can expand sessions to view full lecture abstracts, speakers, and more details.
• Search and Filter: Tools to find specific content by searching for lecture details or filtering by topic and hall.
• Support for Onsite Display:
  • Hall-Specific Displays: Screens at each lecture hall that automatically show the agenda specific to that room.
  • Dynamic Updates: Automatically display "Current" and "Next" lectures based on the live time.

6. Poster and E-Poster Management

Approved posters follow a special process for digital upload and display across multiple platforms.

Approval and Permissions

When a poster is approved, the system automatically gives the submitter E-Poster Permission. This allows authorized abstract submitters to upload poster files.

Upload and Authentication

• Secure Link: The submitter receives a private link to upload their file.
• Login: The user must log in to the system to ensure the upload is secure.
• File Submission: The submitter uploads their digital poster (such as a PDF or image).

E-Poster Display Options

• Onsite E-Poster Viewer: A dedicated interface designed for onsite use by attendees at the physical venue.
• Event Website: E-posters can be seamlessly integrated into the event website.
• Event App: Attendees can access and view all e-posters directly within the Eventact Event App.

Summary

Eventact's Abstract Management System provides an end-to-end solution for managing academic and professional submissions. From a configurable Call for Abstracts and structured submission forms, through reviewer assignment and evaluation, to data-driven decision-making and agenda creation, the system supports all stages of the abstract lifecycle. With built-in tools for scheduling, digital agenda publishing, and poster and e-poster management across onsite, web, and mobile platforms, Eventact enables organizers to run a transparent, efficient, and scalable abstract process while delivering a seamless experience for submitters, reviewers, and attendees alike.