Product overview
Academic conference management software
What is academic conference management software?
Academic conference management software runs the scholarly side of a conference as well as the event itself: it collects abstracts, assigns and blinds peer review, records decisions, turns accepted work into a program and an abstract book, and connects that program to registration, the website, the attendee app and continuing-education credits — from one record per submission instead of spreadsheets and email.
General event software handles tickets, badges and a schedule. A scholarly meeting needs all of that plus a content pipeline: work is submitted, judged, accepted, scheduled and published before anyone registers to hear it.
At a glance
- Call for abstracts on your conference website
- Structured abstract submission with a reference for every entry
- Single-blind, double-blind or open peer review with conflict rules
- Committee decisions with an AI summary of the reviews
- Papers and posters tracked for every accepted submission
- A program built from accepted work and checked for clashes
- An abstract book as a PDF and on the web
- Registration, session check-in, CME/CPD credits and the conference app
What it has to cover, stage by stage
| Stage | What the software has to do | In WebMobi |
|---|---|---|
| Call for abstracts | Publish the call, its rules and its deadline; accept work only while open. | Call page on your conference website, opened and closed in the event’s time zone. |
| Submissions | Collect structured abstracts and check them against the call’s rules. | Form with live word count; a reference such as ABS-7K2M9Q for each entry. |
| Peer review | Assign reviewers, keep conflicts out, blind authors, collect scores. | Single-blind, double-blind or open; scores 1–5 against your criteria. |
| Decisions | Put the reviews in front of the committee and record what it decides. | Accept, reject or request revision; AI summarizes, the committee decides. |
| Papers & posters | Know which accepted authors still owe a paper or a poster. | Each accepted submission marked oral or poster, with papers and posters marked received. |
| Program | Turn accepted work into sessions without room or author clashes. | Proposal from AI or a rule, checked before it is applied. |
| Abstract book | Publish every accepted abstract in a consistent format. | Generated PDF and web book from published abstracts. |
| Registration & app | Sell delegate, student and day tickets; put the program on phones. | Ticket types through your own payment provider; the conference app. |
| Credits | Measure attendance per session for CME, CPD or CE. | Credits computed from session check-ins against a minimum threshold. |
Why the handoffs matter more than the features
Most conference offices already have a tool for each stage — a form builder, a review spreadsheet, a scheduling document, a word processor for the abstract book. The work that goes wrong is between them: the accepted list re-typed into the program, the program re-typed into the website, a corrected author name fixed in one place and not the other three.
Connected software removes the handoffs. In WebMobi a submission is one record from the moment it arrives: review, decision, presentation, session and book entry all refer back to it by its reference. Accept an abstract and it becomes a presentation ready to schedule; withdraw an accepted paper and it leaves its session in the same step; publish the accepted abstracts and the abstract book lists them exactly as they were accepted.
Questions to ask before you choose
Feature lists look alike. These questions separate tools that run a scholarly workflow from tools that decorate one:
- Is the submission deadline enforced where submissions are stored, or only on the form?
- Under double-blind review, is author information withheld from reviewers’ data, or only hidden on their screen?
- Are conflict-of-interest rules applied to every way an assignment can be made — manual, automatic and suggested?
- Can AI change a decision or an assignment on its own? (It should not.)
- Does the program check presenting authors for clashes, not just rooms?
- Is the abstract book generated from the accepted abstracts, or copied from them?
- Is attendance measured per session, and does check-in keep working without signal?
- What happens to your data if a module is switched off?
For WebMobi the answers are on each module’s page: the deadline is enforced on storage, double-blind data never reaches the reviewer, conflict rules cover every assignment route, AI suggests and summarizes but never decides, the program is checked for author clashes, the book is generated, session check-in works offline, and switching a module off deletes nothing.
Where AI helps, and where it stops
- Setting up: describe the conference in a sentence and AI proposes the event and its website for you to review.
- Assignment: AI suggests reviewers by topic among those the conflict rules allow. You confirm.
- Decisions: AI summarizes the reviews of each submission. The committee decides.
- Program: AI proposes sessions using tracks, rooms and author conflicts. You apply, change or discard the proposal.
Only what each meeting needs
The academic modules are switched on per event. A departmental workshop can run on the website, registration and the app alone; a congress with a call for papers adds abstracts, review, the program and the book. Each module shows what it depends on — the program needs accepted submissions, the book needs published abstracts — so nothing appears half-configured.
For who WebMobi is built for, and what it costs per conference, see academic conference software. Medical and clinical meetings have their own page: medical conference management software.
Frequently asked questions
How is academic conference management software different from event management software?
Event management software starts at registration. Academic conference management software starts earlier, with the scholarly content — the call for abstracts, peer review and decisions — and carries that content into the program, the abstract book and the attendee app.
Can we use only some of the modules?
Yes. Modules are switched on per event, and each one lists what it depends on. The program builder, for example, schedules accepted submissions, so it follows abstracts and review.
Can we move to WebMobi part-way through a conference cycle?
Partly. The website, registration, the agenda and check-in can be set up at any point. The academic modules work on abstracts submitted through WebMobi’s own call, and there is no import for submissions or reviews collected elsewhere, so the cleanest time to move is before your call opens.
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 →