Academic & scientific conferences
Academic conference software, from the call for abstracts to the conference app
What does WebMobi do for an academic conference?
WebMobi runs an academic or scientific conference as one connected workflow: a call for abstracts on your conference website, peer review with blinding and conflict-of-interest rules, decisions, papers and posters, a program built from accepted work, an abstract book, registration, CME/CPD credits and the conference app. Each step feeds the next, so nothing is typed twice.
General event software starts at registration. An academic conference starts months earlier, when the call for abstracts opens — and the scholarly work that arrives has to be reviewed, decided, scheduled and published before anyone registers to hear it. WebMobi carries that work from the first submission to the last session as one record.
Free to start · no card needed
One workflow, from the first abstract to the last session
Each step feeds the next. Here is what happens at each one.
Step 01
Call for abstracts
Publish the call as a page on your conference website: submission types, tracks, word limit, the fields you need and your guidelines, opened and closed on schedule in your time zone. Authors submit without an account and receive a reference number; every entry is checked against your rules before it is stored.
Step 02
Peer review
Invite reviewers to this event only. Assign by hand, by a topic-and-workload rule, or from AI suggestions you confirm. Reviewers are never given their own work, colleagues from an author’s institution are skipped, and under double-blind review author names and affiliations never reach the reviewer.
Step 03
Decisions
Every review side by side, with the average score, each recommendation and an AI summary. The committee accepts, rejects or requests a revision, and each decision is recorded with who made it and when. AI summarizes; it never decides.
Step 04
Papers & posters
Each accepted abstract becomes a presentation, oral or poster, following the author’s preference unless you change it. Set the paper types you expect — full paper, extended abstract or presentation only — the paper deadline, the poster format (PDF or PNG) and the poster deadline, then mark each paper and poster received as it arrives, so the list always shows who still owes what. WebMobi tracks what has arrived; it does not store the files. The title, abstract and authors stay tied to the submission, so there is only ever one version of each.
Step 05
Program
Set tracks, rooms, days, daily hours, session length and talks per session. AI or a fixed rule proposes sessions; any proposal that double-books a room or puts a presenting author in two places at once is refused. Apply it and the sessions join your event’s one agenda.
Step 06
Abstract book
Generated from the accepted, published abstracts — ordered by track, presentation type or title, with a table of contents and numbered affiliations — as a PDF and as a page on your conference website.
Step 07
Registration
Delegate, student and one-day tickets with early-bird dates, sold on your conference website. Delegates pay you directly through your own payment provider, and WebMobi takes 0% of what you charge. On the day: QR check-in for each session, walk-in registration, and scanning that keeps working without signal.
Step 08
Conference app
Your conference in the WebMobi app for iOS and Android: the program by track and room, a personal schedule, speaker profiles and session check-in. An app under your society’s own name is an optional add-on.
Step 09
CME, CPD and CE credits
Give each session a credit value and a minimum attendance; credits are calculated from session check-ins, so nobody types a total. Certificate settings, a preview and the list of eligible attendees are in place, and issuing is set up with you on request.
One record per submission. Nothing typed twice.
Every submission gets a reference, such as ABS-7K2M9Q, when it arrives. The reviewers’ queue, the committee’s decisions, the presentation, the session it is scheduled in and its entry in the abstract book all refer back to it.
So nothing is re-typed between steps. Accept an abstract and it is ready to schedule; switch it from oral to poster and it leaves its talk session; withdraw it and it leaves the program in the same step; publish the accepted abstracts and the abstract book lists them.
The program is your event’s one agenda. The website’s schedule, the app, session check-in and credits all read it, so a session moved once is moved everywhere.
Where AI helps, and where it stops
- Describe your conference in a sentence and AI proposes the event and its website, then asks for what it cannot infer.
- AI suggests reviewers by topic, choosing only among those the conflict rules allow. You confirm.
- AI summarizes the reviews of each submission. The committee decides — the screen says so under every summary.
- AI proposes a program from your tracks, rooms and author conflicts. You apply it, change it or discard it.
None of this appears unless an event needs it. Modules are switched on per event, each one says what it depends on — the program needs accepted submissions, the abstract book needs published abstracts — and switching one off deletes nothing.
Who it is built for
Scientific and professional societies
Annual meetings with a call for papers, several tracks and a program committee that reviews hundreds of abstracts.
Universities and research institutes
Symposia, departmental conferences and doctoral workshops. Start with a website and registration; add abstracts and review when a meeting needs them.
Medical and clinical congresses
Case reports and research abstracts under blind review, with CME, CPD or CE credit counted from session attendance.
Conference organizers
Teams running meetings for several societies, who need each event’s workflow switched on to exactly the modules it uses.
Running a clinical meeting? Medical conference management software →
Pay per conference, or talk to us
The academic modules — call for abstracts, peer review, papers and posters, the program builder, the abstract book and credits — are part of Conference and Society.
Free
$0 forever
Build and preview the whole conference before you commit.
- Conference website
- Your conference inside the WebMobi app
- Program and speakers
- AI conference builder
- Up to 50 registrations a year
Conference
Recommended$999 per conference
Full scientific conferences, up to 999 participants.
- Everything in Free
- Paid registration through your own payment provider
- Ticket types — delegate, student, one-day, early bird
- QR check-in, walk-ins and offline check-in
- Session attendance reports
Society
Custom annual
Societies and universities running several meetings a year.
- Several conferences a year
- Everything in Conference
- Dedicated onboarding
The Conference figure is $999 for one conference, up to 999 participants. A larger meeting is quoted. Universities and societies can ask us about paying by invoice or purchase order.
Guides, templates and tools
The modules, one by one
- Academic conference management softwareWhat academic conference management software must do at each stage, what to check before choosing one, and how WebMobi connects abstracts, review and program.
- Call for abstracts softwarePublish a call for abstracts on your own conference website, open and close it on schedule in your time zone, and take submissions only while it is open.
- Abstract submission softwareA structured abstract form that checks word limits, co-authors and required fields as authors submit, with one list and a reference for every entry.
- Conference peer review softwareInvite reviewers, skip conflicts of interest, run single-blind, double-blind or open review, score against your criteria and record every decision.
- Conference program softwareTurn accepted abstracts into sessions across tracks, rooms and days, with room clashes and presenting-author clashes caught before the program is published.
- Abstract book softwareGenerate the book of abstracts from accepted, published abstracts, ordered by track, type or title, as a PDF and as a page on your conference website.
- Medical conference management softwareFor medical congresses: case reports and abstracts under blind review, reviewer conflict rules, per-session CME/CPD/CE credit and attendance evidence.
- Academic conference website builderA conference website built from your event: schedule, speakers, registration, the call for abstracts and the abstract book, drafted by AI, previewed first.
- Academic conference appThe program on attendees’ phones: sessions by track and room, a personal schedule, speaker profiles, and session check-in that keeps working without signal.
- CME credit & certificate softwareSet credit per session, measure attendance from session check-ins against a minimum, and see credits earned and who is eligible for a certificate.
Guides
- How to create a call for abstractsEight steps to a call for abstracts: scope and tracks, submission types, word limit, fields, dates in one time zone, guidelines, publishing, promotion.
- How to organize peer review for a conferenceA step-by-step plan for conference peer review: model, scoring criteria, reviewer pool, conflicts of interest, assignment, deadline and decisions.
- Single-blind vs double-blind reviewSingle-blind, double-blind and open peer review compared for conference abstracts: who sees whom, what each protects against, and what each asks of authors.
- How to build a conference programBuild a conference program from accepted abstracts: fix days, rooms and session length, group talks and posters, check room and author clashes, then publish.
- How to create a conference abstract bookCreate a book of abstracts without copy-and-paste errors: freeze the list, fix the order and entry format, number affiliations, publish PDF and web together.
Templates
- Abstract submission form templateA ready-to-use conference abstract submission form: every field with its rule and help text, a printable version, and a CSV of the fields. Free to download.
- Conference review scoring rubricA 1–5 scoring rubric for conference abstract review: four criteria with a description of every score, an overall recommendation and a conflict declaration.
- Book of abstracts templateA book of abstracts template: title page, contents by track, a fixed entry layout with numbered affiliations, and an author index. Free Word download.
Free tools
- CME credit calculatorWork out CME credit for live sessions: designated credit per session, credit from minutes attended, and a minimum-attendance rule side by side.
- Abstract word count checkerCheck a conference abstract against the word limit, title length and keyword rules before you submit. Runs in your browser; nothing is sent anywhere.
Frequently asked questions
Do I pay per conference or per year?
Per conference today. One conference, one price, and nothing recurring. If you run several meetings a year, ask us for an annual arrangement — we will quote it rather than guess.
When do I start paying?
Building and previewing are free, and no card is needed to start. You pay when you open paid registration.
Can a small workshop use WebMobi without the academic modules?
Yes. The academic modules are switched on per event. A workshop can run on the website, registration and the app alone, and add a call for abstracts the year it needs one.
What happens to our data if we switch a module off?
It is kept. Switching a module off hides it from your website and workspace; submissions, reviews and decisions stay, and switching it back on restores them.
Does AI make decisions about submissions?
No. AI suggests reviewers, summarizes reviews and proposes a program. Organizers confirm assignments, the committee makes every decision, and nothing reaches the agenda until someone applies it.
Can our university pay by invoice or purchase order?
Not yet, and we would rather say so than let you find out at checkout. Card payment through your own provider works today. Invoicing and purchase orders are in development — tell us your finance requirements and we will show you where it stands.
Your conference starts with one sentence.
Describe your conference in a sentence. AI proposes the event and its website, and your workspace suggests the academic modules to switch on. Nothing is public until you publish.
Create your academic event →