Call for abstracts software

The setup screen is filled in from your event first — its dates, its time zone — so you change what differs rather than start from a blank form. Everything below can be edited later.

Opening and closing dates

When submissions open and when they close. A call cannot be opened without a closing date, and the close has to fall after the open.

Time zone

Pre-filled from the event. Deadlines are shown in it, so “closes 31 January, 23:59” means the same moment for an author in Lisbon and one in Seoul.

Submission types

Any combination of Oral presentation, Poster, Workshop, Case study and Other. Authors choose one of the types you offer.

Tracks

Up to 30. The track field can be switched off, left optional or made required; if it is required, you need at least one track.

Word limit

Anywhere from 50 to 2,000 words, 300 by default. Authors see a live count while they type.

Co-authors

Up to 30 per submission, or none at all if the call is for single-author work.

Optional fields

Co-authors, affiliations, co-author email addresses, track, keywords and presentation preference — each off, optional or required. Title, abstract and the submitting author’s name and email are always collected.

Guidelines

Plain text shown above the form: scope, formatting rules, what happens after review. Up to 10,000 characters.

Once you publish the call, a “Call for abstracts” page is added to your event’s menu, next to the overview, speakers and schedule. Authors read the guidelines and submit on the same site where they will later register and find the program — there is no second portal to brand, link or explain.

Until you publish, the call is a draft and nothing appears on the website. An event that never uses a call for abstracts looks exactly as it did before; the page and the menu item only exist for events that have a call.

A call is Draft, Open or Closed. While it is open and inside its dates, the page shows the form. Before the opening date and after the close, it shows the dates instead.

The deadline is enforced where the submission is stored, not only on the page. A form left open in a browser tab overnight cannot slip a submission in after the close, and a call that has been closed early takes nothing more — which is what makes a deadline announced to hundreds of authors something you can stand behind.

Every submission is already in one list, with a reference number, its status and its authors — see abstract submission software for what arrives and how it is checked. From there the same records move into peer review, then into the program and the abstract book. Nothing is re-keyed between steps.

Writing the call itself — scope, tracks, the word limit that suits your field — is covered step by step in how to create a call for abstracts.

Abstracts is a capability you add to an event, not a separate product. A 50-person workshop never sees it; a society congress turns it on in the workspace. Turning it off takes the call off your website and keeps every submission — turning it back on brings them all back.