Top 15 Academic-Friendly Hopin Alternatives

When academic conferences shifted to virtual formats during the COVID-19 pandemic, one thing became painfully clear: traditional academic conference platforms weren’t designed for poster sessions. Especially not those presented by undergrads and graduate students, which are the backbone of academic events where interaction and visibility are just as important as the research itself.

Many organizers turned to Hopin, now part of RingCentral, for a quick solution. The company promised virtual engagement and exhibitor booths through its “Expo” feature. But when it came time to collect poster files, assign presenters, and build out logical poster sessions that mimicked the real experience? That’s where the headaches began. Manual workarounds, countless back-and-forth emails, confusion over time slots, links, and filenames all started to take their toll. The effect: a difficult-to-manage event and a frustrating experience for both presenters and attendees.

That’s exactly the problem Fourwaves academic conference software set out to solve. From the outset, our priority has been on addressing academic needs. Not just live streaming and webinars, but the details that make or break academic communication, such as flawless virtual poster sessions, searchable presenter dashboards, and attendee-friendly browsing.

In this article, we’ll walk through the best Hopin alternatives for academic event organizers in 2025, mainly if your conference includes complex virtual aspects like poster sessions. Whether you’re planning hybrid, on-site, or fully online events, these products combine academic functionality with the flexibility and user experience you’ve been missing.

Why Academics Are Looking For Hopin Alternatives

Dr. Marcus Thompson, Associate Professor of Environmental Chemistry, had been organizing his department’s annual Graduate Research Symposium for nearly a decade. The event was a mainstay: an opportunity for master’s and PhD students to showcase their research on a range of topics, from microplastics in freshwater ecosystems to sustainable synthesis methods.

However, in late 2020, with travel restrictions still in place, the symposium had to transition fully to a virtual format. Dr. Thompson chose Hopin, drawn by its clean interface and promise of interactive components. The key challenge? Poster sessions. Dozens of students needed a space to present and discuss their work in a meaningful way.

Instead, the experience turned into a logistical nightmare. Poster files had to be collected manually, uploaded to makeshift “Expo booths,” and linked out one by one. There was no intuitive way to browse posters, and attendees often got lost or confused trying to figure out when and where to interact with presenters. Some students sat in virtual rooms for hours with no visitors.

By the time the event wrapped up, Dr. Thompson wasn’t alone in thinking: there’s got to be something better than this.

And he’s right. Here’s why academic organizers like Dr. Thompson are exploring Hopin alternatives for more complex events.

Academic-Focused Features Missing

Many virtual event platforms are intended for trade shows, product launches, and corporate meetups, not event management for academic conferences. Hopin is no exception.

While it promotes main stages and networking lounges, it lacks essential components for scholarly communication, particularly in managing abstracts, collecting poster files, and organizing structured poster sessions with straightforward navigation.

For academic organizers juggling dozens (or even hundreds) of student presenters, this gap adds hours of manual coordination and often results in a lacklustre experience.

Networking and Poster Session Limitations

As one Reddit user put it: “The poster sessions are by far the hardest thing to get right.” Hopin’s “Expo” booths were never truly engineered for academic poster sessions. Presenters are often left isolated in virtual silos, without clear visibility or attendee flow. 

For students, especially first-time presenters, it’s a missed opportunity to share, engage, and get feedback. For organizers, it’s a constant worry: is anyone actually seeing the work?

Developed for Marketing, Not Research

Hopin’s DNA is rooted in event marketing, not academic knowledge-sharing. That’s why Hopin allows users to create stellar keynotes and sponsor visibility, but falls short in meeting core academic needs. 

Elie Bilmes noted on Trustpilot: “Pushy sales team, lacks key features… lacks breakout rooms, >20 people on camera…” These limitations become critical when you're trying to host interactive research sessions, roundtables, or collaborative panels.

Pricing That Doesn’t Fit Tight Academic Budgets

For many universities and research groups, event budgets are modest and closely scrutinized. Hopin’s pricing tiers quickly become a barrier. 

As one Capterra user put it: “We signed up to the (not inexpensive) Growth plan… many features we needed were only accessible to business customers.” That kind of paywall leaves academic teams paying more for less or rushing to piece together missing functionality with third-party software.

Steep Learning Curve and Poor Onboarding

Hopin’s onboarding process can also slow down already time-strapped academic teams. Without dedicated academic support or clear guidance for non-marketing use cases, setup becomes frustrating. 

As Stephanie S. shared on Capterra: “It took them 45 days to activate the account…the onboarding process was not effective.” For seasonal organizers or rotating committees, delays like these can derail timelines before the event even begins.

Top Hopin/RingCentral Alternatives for Academic Events

After his frustrating experience with Hopin, Dr. Marcus Thompson didn’t give up on virtual or hybrid events. He just knew he needed a better fit.

He started asking around: colleagues in the biology department, conference chairs at neighbouring universities, even a former student now organizing workshops in Europe. The same names kept coming up. Event planning software that didn’t treat poster sessions like an afterthought. Solutions that supported structured workflows, easy file collection, and real engagement between presenters and attendees. Event management software that respected both tight budgets and tight deadlines.

Here are the event management platforms Dr. Thompson and hundreds of academic organizers like him are turning to instead.

Fourwaves: Best for Academic and Research Conferences

Specialized for academic events, Fourwaves simplifies everything from abstract collection and poster session organization to attendee registration and engagement. With functionalities around the realities of university-led conferences or scientific societies, it takes the pressure off organizers and puts the spotlight back on student work and knowledge sharing.

What sets it apart is its focus on the needs of academic, scientific and research-focused events. For example, it includes a dynamic virtual poster module for interactive sessions where participants can talk to eachother and present their work. The platform also includes:

• A fully customizable event website that's easy to edit;
• A customizable registration forms and payment system;
• Flexible and robust abstract submission forms, able to collect precise author information, presentation materials and more;
• Managing track/topic committees;
• Managing the peer-review that adapts to your own custom flow needs
• Publishing a detailed conference program
• Exporting a custom abstract booklet
• Sending mass emails to registrants and presenters
• Generating ready to print name tags.
• Sending certificates and more.

Virtual Poster Sessions on Fourwaves

The platform allows organizers to organize an engaging virtual poster session in minutes:

• Collect abstracts and posters.
• Determine the time of the poster session.
• Choose the poster submissions part of the session.
• Voilà!

The experience is much better than any other platforms out there:

• See in front of which posters participants are in real-time and if there's a video conversation happening.
• Presenters don't need to wait alone in front of their posters: they can go talk to others and get notified when someone requests a conversation.
• The laser pointer allows to present seamlessly without any screensharing issues or friction.

In conclusion

You don’t need any technical expertise when using Fourwaves. It was built so that an event can be set up in minutes, not weeks. No technical expertise is required and the learning curve is small.

If you're exploring Hopin alternatives, Fourwaves is a fantastic option.

Feature	Included
Academic, Research, Scientific focused	✔
Abstract management	✔
Can you capture the author information in the submission form?	✔
Peer-review capabilities	✔
Track/Topic committee management	✔
Conference website builder	✔
Program builder with sessions and nested submission	✔
AI assistant	✔
Certificates of attendance	✔
Virtual poster sessions	✔
Integration capabilities (API)	✔
Pricing model	Per year, customizable.
Ease of use	High
Lead Retrieval	No

Ready to Simplify Your Next Conference?

Get started with Fourwaves today and handle abstracts, reviews, scheduling, and registration—all in one intuitive platform.

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Eventbrite: Best for Simpler, Public-Facing Events

If you're hosting a single-track webinar, public lecture, or local research showcase, Eventbrite’s familiar interface and strong ticketing functionalities might be all you need. It’s not architected for poster sessions or complex academic workflows, but for straightforward, open-access events. It’s fast, user-friendly, and widely adopted.

Feature	Included
For academic, scientific and research-based conference	X
Abstract management	X
Can you capture the author information in the submission form?	X
Peer-review capabilities	X
Track/Topic committee management	X
Conference website builder	✔
Program builder with sessions	✔
AI assistant	✔
Certificate of attendance	X
Virtual poster sessions	X
Integration capabilities (API)	✔
Pricing model	Service fees per ticket and payment processing fees
Ease of use	High
Lead Retrieval	X

Airmeet: Best for Immersive Online Events

Airmeet is a highly visual, interactive environment that mimics in-person socializing. Virtual tables, lounge areas, and stage sessions make it ideal for academic events that target attendee engagement and networking. However, it may require more manual effort for poster session logistics.

Feature	Included
For academic, scientific and research-based conference	X
Abstract management	X
Can you capture the author information in the submission form?	X
Peer-review capabilities	X
Track/Topic committee management	X
Conference website builder	✔
Program builder with sessions	✔
AI assistant	✔
Certificate of attendance	Through 3rd party integrations
Virtual poster sessions	✔
Integration capabilities (API)	✔
Pricing model	Pay-per-use and annual plans
Ease of use	Medium
Lead retrieval	✔

Bizzabo: Best for Complex Events Requiring Advanced Features

Bizzabo is marketed for large-scale, multi-track events with detailed workflows and sponsor visibility needs. For academic institutions with access to technical resources and bigger budgets, it has extensive integration options and customizability. However, its enterprise orientation can make it overkill for smaller or poster-heavy conferences.

Feature	Included
For academic, scientific and research-based conference	X
Abstract management	X
Can you capture the author information in the submission form?	X
Peer-review capabilities	X
Track/Topic committee management	X
Conference website builder	✔
Program builder with sessions	✔
AI assistant	✔
Certificate of attendance	X
Virtual poster sessions	X
Integration capabilities (API)	✔
Pricing model	Quote required
Ease of use	High
Lead retrieval	✔

Whova: Best for Attendee Networking and Mobile UX

Whova equips event organizers with a streamlined mobile experience for conferences, with a priority on attendee-to-attendee interaction, scheduling, and engagement. Its mobile-first approach works well for hybrid and on-site academic events, though virtual poster management still requires some workaround.

Feature	Included
For academic, scientific and research-based conference	X
Abstract management	✔
Can you capture the author information in the submission form?	X
Peer-review capabilities	✔
Track/Topic committee management	✔
Conference website builder	✔
Program builder with sessions	✔
AI assistant	✔
Certificate of attendance	✔
Virtual poster sessions	Limited
Integration capabilities (API)	✔
Pricing model	Quote-based
Ease of use	Medium
Lead retrieval	✔

Cvent: Best for Enterprise Organizations with Dedicated Teams

Cvent is a heavyweight in the corporate event world, known for powerful backend integrations and granular data control. For academic associations or institutions with centralized planning departments and large staff, Cvent can deliver, but it may feel overwhelming for smaller teams or ad hoc organizing committees.

Feature	Included
For academic, scientific and research-based conference	X
Abstract management	✔
Can you capture the author information in the submission form?	X
Peer-review capabilities	✔
Track/Topic committee management	X
Conference website builder	✔
Program builder with sessions	✔
AI assistant	X
Certificate of attendance	✔
Virtual poster sessions	X
Integration capabilities (API)	✔
Pricing model	Quote required
Ease of use	Medium
Lead retrieval	✔

Eventtia: Best for International Events

Eventtia supports multilingual interfaces, regional payment systems, and global attendee management, making it perfect for international academic conferences. If you’re expecting presenters and attendees from multiple time zones and languages, Eventtia can help keep things smooth and centralized.

Feature	Included
For academic, scientific and research-based conference	X
Abstract management	Only speaker management
Can you capture the author information in the submission form?	X
Peer-review capabilities	X
Track/Topic committee management	X
Conference website builder	✔
Program builder with sessions	✔
AI assistant	X
Certificate of attendance	X
Virtual poster sessions	X
Integration capabilities (API)	✔
Pricing model	License plans
Ease of use	High
Lead retrieval	✔

Splash: Best for Visually Stunning Event Pages

If your academic event relies on first impressions, whether to attract attendees, funders, or public interest, Splash helps you create beautiful, polished landing pages. While it’s not a full conference management platform, it can assist event planners at branding and registration flow. Pair it with a more functional backend tool if your event needs abstract submissions or complex scheduling.

Feature	Included
For academic, scientific and research-based conference	X
Abstract management	X
Can you capture the author information in the submission form?	X
Peer-review capabilities	X
Track/Topic committee management	X
Conference website builder	✔
Program builder with sessions	Partial - No nested presentations
AI assistant	X
Certificate of attendance	X
Virtual poster sessions	X
Integration capabilities (API)	✔
Pricing model	Subscription plans
Ease of use	High
Lead Retrieval	✔

Mighty Networks: Best for Community-Driven Events

When your event is part of something bigger, such as an academic cohort, a professional network, or an ongoing collaborative project, Mighty Networks lets you foster a thriving digital community around it. More than just a conference tool, it supports long-term engagement before and after the event through discussions, resources, and member groups.

Feature	Included
For academic, scientific and research-based conference	X
Abstract management	X
Can you capture the author information in the submission form?	X
Peer-review capabilities	X
Track/Topic committee management	X
Conference website builder	✔
Program builder with sessions	Basic
AI assistant	✔
Certificate of attendance	X
Virtual poster sessions	X
Integration capabilities (API)	Limited
Pricing model	Monthly plans
Ease of use	High
Lead Retrieval	✔

Sched: Best for Budget-Conscious Simpler Events

Sched is a lightweight, affordable, and easy-to-use event management solution for single-track research days or faculty symposiums with straightforward needs. While it lacks deep integrations or virtual engagement, it’s a good option for organizers who value simplicity over bells and whistles.

Feature	Included
For academic, scientific and research-based conference	X
Abstract management	X
Can you capture the author information in the submission form?	X
Peer-review capabilities	X
Track/Topic committee management	X
Conference website builder	✔
Program builder with sessions	✔
AI assistant	X
Certificate of attendance	X
Virtual poster sessions	X
Integration capabilities (API)	X
Pricing model	Licence plans
Ease of use	High
Lead Retrieval	✔

Webex Events (formerly Socio): Best for Cisco-Aligned Institutions

For universities already embedded in the Cisco ecosystem, Webex Events, previously known as Socio, powers a familiar infrastructure with secure video and reliability. It’s a strong fit for IT-governed institutions that need compliance and scale, though additional setup may be needed for poster sessions and student presentations.

Feature	Included
For academic, scientific and research-based conference	X
Abstract management	X
Can you capture the author information in the submission form?	X
Peer-review capabilities	X
Track/Topic committee management	X
Conference website builder	✔
Program builder with sessions	✔
AI assistant	X
Certificate of attendance	X
Virtual poster sessions	X
Integration capabilities (API)	✔
Pricing model	Licence plans
Ease of use	Medium
Lead Retrieval	✔

Accelevents: Best for Interactive Virtual Expos

Accelevents gives academic organizers the framework to create dynamic virtual exhibit halls for research showcases, innovation fairs, or student club presentations. With sponsor-friendly elements and attendee interaction baked in, it’s one of the better attendee experience options for creating a digital “event floor” that still feels engaging.

Feature	Included
For academic, scientific and research-based conference	X
Abstract management	✔
Can you capture the author information in the submission form?	✔
Peer-review capabilities	✔
Track/Topic committee management	Limited to tracks in the program, not committees
Conference website builder	✔
Program builder with sessions	✔
AI assistant	X
Certificate of attendance	X
Virtual poster sessions	X
Integration capabilities (API)	✔
Pricing model	Tiered licensing plans
Ease of use	High
Lead retrieval	✔

Hubilo: Best for Engagement-Heavy Conferences

For academic events centered on real-time interaction (think panel discussions, workshops, or mentoring sessions), Hubilo’s attended experience capabilities are impressive. Polls, chat, gamification, and personalized experiences help keep participants active throughout the program. It’s not the simplest tool to set up, but the payoff is high for dynamic agendas.

Feature	Included
For academic, scientific and research-based conference	X
Abstract management	X
Can you capture the author information in the submission form?	X
Peer-review capabilities	X
Track/Topic committee management	X
Conference website builder	✔
Program builder with sessions	✔
AI assistant	✔
Certificate of attendance	X
Virtual poster sessions	Limited
Integration capabilities (API)	✔
Pricing model	Quote based on your needs
Ease of use	Medium
Lead retrieval	✔

Swapcard: Best for AI-Powered Matchmaking and Exhibitor Tools

Swapcard’s smart capabilities shine in larger academic events where networking and discovery matter. Its AI recommends sessions, people, and content based on attendee profiles, which helps connect researchers with shared interests or match students with potential collaborators. It also enables functionalities for exhibitors and sponsors.

Feature	Included
For academic, scientific and research-based conference	X
Abstract management	X
Can you capture the author information in the submission form?	X
Peer-review capabilities	X
Track/Topic committee management	X
Conference website builder	✔
Program builder with sessions	✔
AI assistant	✔
Certificate of attendance	X
Virtual poster sessions	Limited
Integration capabilities (API)	✔
Pricing model	Quote required
Ease of use	High
Lead retrieval	✔

InEvent: Best for White-Labeling and Full Customization

When branding and control are priorities, InEvent gives you the functionalities to make your conference truly your own. With extensive customization options and white-label capabilities, it’s suited for academic institutions that want full design freedom and a software solution that can adapt to their workflow, not the other way around.

Feature	Included
For academic, scientific and research-based conference	✔
Abstract management	X
Can you capture the author information in the submission form?	X
Peer-review capabilities	X
Track/Topic committee management	X
Conference website builder	✔
Program builder with sessions	✔
AI assistant	✔
Certificate of attendance	X
Virtual poster sessions	✔
Integration capabilities (API)	✔
Pricing model	Per registration/per-adminisration/per webinar
Ease of use	High
Lead retrieval	✔

Must-Have Features to Look For in Hopin Alternatives

Not every event management solution is created for academia. That’s exactly the problem. While flashy interfaces and marketing functionalities might work for business expos or product launches, academic conferences have their own set of non-negotiables. Whether you're running a virtual research day or a multi-track hybrid symposium, look for the best Hopin alternatives that enable these core capabilities. 

Support for Abstract Submissions and Peer Review

Academic conferences begin long before the opening keynote. A scalable platform should support the full submission pipeline, from call for abstracts to peer review and final approvals. Integrated workflows for reviewers, easy communication with authors, and status tracking are essential to lighten the admin load and keep timelines on track.

Rich Poster Session Experience

Poster sessions aren’t optional; they’re often the centrepiece of student and early-career research. Whether in-person, virtual, or hybrid, your event management software needs to make it easy to upload posters, assign time slots, and enable interaction.

Make sure the platform you choose allows interactive poster sessions and makes the posters accessible online after the event for asynchronous Q&A.

Transparent and Academic-friendly Pricing

Event technology dedicated to enterprises often comes with corresponding pricing, leaving academic organizers caught off guard by hidden fees or expensive upgrades. Look for clear, tiered pricing that reflects academic realities. No one wants to sign up for an event management software, only to find essential components locked behind a corporate paywall.

Easy Role Management for Committees

Academic events often involve many hands: organizers, reviewers, moderators, session chairs, and student volunteers. Your event technology should include flexible, role-based access, allowing each person to perform their part without compromising the integrity or security of the event.

Analytics and Data Export with Archival Support

After the last session wraps, your work isn’t over. Good event management software provides clear insights into attendance, engagement, and session popularity. Just as necessary: the ability to export that data for reporting, funding requirements, or institutional records and preserve poster content and recordings for future access.

Ready to Experience a Hopin Alternative Tailored to Academic Events? 

Hopin may have gained traction during the virtual event boom, but it was never meant for academia. It lacks abstract submission and peer review workflows, as well as interactive virtual poster sessions. Add in a steep learning curve and pricing tiers that don’t reflect departmental budgets, and it’s easy to see why organizers are looking elsewhere.

Fourwaves is explicitly for academic and research conferences. From collecting abstracts and assigning reviewers to scheduling sessions and hosting engaging poster presentations, every feature supports the way academic events actually work. The interface is intuitive, the workflows are structured, and the experience is mapped out to serve both organizers and researchers.

Ready to try something new?

Schedule a demo with Fourwaves today.

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