Free Abstract Submission Software: What to Look For + Top Options

Back when I was a PhD Student, I had to manage abstracts and peer-reviews for a conference called 3DSIG (a satelitte meeting of ISMB/ECCB). It wasn’t huge (around 100-130 abstracts), but still the amount of work was enormous.

Like many others I patched tools together and it sort of worked… but I wish I had a free software.

If you’re here, I suppose you’re in a similar situation and are looking for a cost-free solution for managing your abstract submissions.

Luckily for you, there is a solution. Let me walk you through what you need to know when selecting a free abstract submission software. I will also provide more detailed information on Fourwaves, a modern tool, built for academics and research conferences used all around the world.

The Challenge of Abstract Management

The process of collecting, reviewing, and organizing abstracts presents numerous logistical challenges.

Manual processes are inherently inefficient, prone to errors, and consume valuable time that could be dedicated to other aspects of event planning. Submissions vary in format, the peer review process can be intricate, and communication with authors requires streamlined tools.

Moreover, the budgetary constraints of many organizations often preclude investment in expensive software like Cvent, which isn't even that good for academic and research conferences.

What to Look for in a Free Abstract Management Software

When evaluating free abstract management software, specific functionalities are super important:

• User-friendly interface: Submitters, reviewers and conference organizers need to navigate the system with ease.

• Customizable forms: The ability to tailor submission fields to your specific event requirements is crucial: different submission types, author information, tracks and more.

• Review management: Efficiently do the reviewer assignment, support for double-blind review, analyze reviewer feedback and look at the final score.

• Easy decision-making: The ability to see accepted abstracts in real-time.

• Communication tools: Integrated messaging features facilitate direct interaction with authors for clarifications or notifications.

• Abstract booklet: The capacity to export accepted abstracts into a uniform abstract booklet, ideally in Word format.

• Security and privacy: Ensuring the confidentiality and integrity of submitted data is non-negotiable.

• Integration with other tools: For example, event registration, online agenda, mobile event app, event website, and more.

Of course, not all of those features will be available in a free software. If you can, get a free demo on the platform for a real test drive.

Free Abstract Submission Software Options

Several platforms stand out in the free abstract submission and management arena. Each offers distinct advantages, catering to varying levels of technical proficiency and event scales.

Fourwaves

• • Description: a modern conference software built for academic and research conferences that includes a free abstract submission option.

  • Key Features: flexible submission forms, decision status, abstract booklet, ability to collect materials (posters, images, slides), unlimited users, basic event website, free event registration tool, and more.

  • Ideal For: academic and research conference organizers looking for a powerful, yet simple and easy-to-use solution for call for abstracts, call for papers, session submissions, and more. Perfect for symposia, colloquiums, annual research days, and graduate student conferences and more.

Open Conference Systems (OCS)

• • Description: Developed by the Public Knowledge Project (PKP), OCS is a free open-source web application designed to manage the entire conference workflow, including abstract submissions. It is widely recognized in academic circles.

  • Key Features: Comprehensive submission forms, multi-stage review process, reviewer assignment, communication tools, scheduling modules.

  • Ideal For: Academic conferences, scholarly journals, and research institutions seeking a robust, all-in-one solution.

  • Note: OCS is no longer maintained, which means you can still use it, but at your own risk.

EasyChair (Basic Features)

• • Description: EasyChair is a popular platform for conference management. While it offers premium paid features, its basic abstract submission and review functionalities are available for free for smaller conferences.

  • Key Features: Simple abstract submission, basic review process, automated email notifications.

  • Ideal For: Smaller academic workshops, focused symposiums, or organizers comfortable with its specific workflow.

  • Note: Availability of the free version to be confirmed.

Google Forms (with Scripting)

• • Description: While not a dedicated abstract management system, Google Forms can be adapted for abstract submissions. Combining it with Google Sheets and custom scripts allows for a surprisingly powerful, free solution.

  • Key Features: Highly customizable forms, direct data collection into spreadsheets, potential for automated email responses via scripts, collaborative review via shared sheets.

  • Pro Tip: This approach requires some manual effort for reviewer assignment and communication, and familiarity with Google Apps Script for automation. However, it offers ultimate flexibility for those willing to invest time in setup.

  • Ideal For: Organizations with limited technical resources, smaller events, or those preferring the Google ecosystem for data management.

Microsoft Forms (Limited Scope)

• • Description: Similar to Google Forms, Microsoft Forms provides a free, cloud-based tool for creating surveys and quizzes. It can be used for basic abstract collection but lacks advanced management features.

  • Key Features: Simple form creation, integration with Excel for data collection.

  • Ideal For: Very small, informal events where only basic data collection is needed without an extensive review process.

Considerations for Choosing Free Software

Selecting the appropriate free abstract submission software involves careful consideration of your specific event requirements and organizational capabilities.

• Event Scale: For large conferences with complex review hierarchies, dedicated platforms like OCS offer superior functionality. For smaller events, Google Forms might suffice.

• Technical Proficiency: Open-source solutions often require more technical comfort for installation and maintenance. Cloud-based form builders are generally easier to set up.

• Future Growth: Consider if the free solution can scale with your event. While free, some platforms may eventually require an upgrade for advanced features.

• Customer Support: Find a software that is praised for its customer support.

Fourwaves: Perfect For Scientific Conferences

Key Features Of The Free Version

• Flexible abstract submission form: Add as many questions as you need to fit your specific needs: ask for presentation type (oral, poster), tracks or topics.

• Drag-and-drop interface: Easily build your submission form with text input, file uploads, multiple choice questions, and more.

• Capture author information: Collect all the information you need from authors including their name, email, and affiliations and if they are a presenter.

• Dedicated abstract field: Submitters can write their abstract using a rich text editor, and you can limit the number of words. No need to provide a template.

• Collect materials (eg. posters): Submitters can upload posters, images, and slides.

• Dashboard: See how many submissions did you collected in real-time, their submission status and and export to Excel (or CSV) and more.

• Decisions: Once you've finished the abstract reviews, classify submissions as accepted or rejected based on the results.

• Publish presentations: Publish the accepted submissions online automatically with title, abstract, posters, and more.

• Conference program: Publish a complete conference program with sessions and nested presentations with author information.

• Conflict checker: identify submissions for which the presenters are double-booked.

• Abstract booklet: export submissions into a uniform abstract booklet in Word format. Group, sort, and decide which information is exported.

• Unlimited organizers: No limit to the number of users. Invite all of your colleagues!

• Event registration (unlimited registrants): host event registrations on the same platform.

Try It Yourself In Seconds

Of course we're a biased, but don't take our word for it. You can:

• Get started now to give it a test drive
• Explore how others have used Fourwaves
• Read customer testimonials
• Check out our G2 software review page

There are some limitations to the free plan. For example, more complex review workflows (custom scoring grid, reviewer assignments) or the ability to create track-specific committees comes with paid plans.

Yet, it's a perfect abstract management software for academic events that will streamline your abstract submission process.

You can also check out the pricing page for all the details.