How Fourwaves Transformed the University of Florida’s COM Celebration of Research
The University of Florida’s annual Celebration of Research showcases over 500 research posters from the College of Medicine. After struggling with generic event software, organizers switched to Fourwaves.
Annual academic research poster showcase
Higher Education – University of Florida College of Medicine
Over 500 posters
University of Florida’s COM Celebration of Research: A Spotlight on Medical Innovation
The Celebration of Research at the University of Florida’s College of Medicine is a prestigious annual showcase of groundbreaking medical discoveries and research excellence. Originally modest in size, the event quickly expanded to accommodate an impressive roster of over 500 research posters, ultimately requiring relocation from a local hotel to the university’s expansive basketball arena.
The Celebration of Research is a crucial opportunity for the medical academic community to present, discuss, and celebrate the latest advancements in research, spanning diverse medical specialties. This celebration brings together hundreds of attendees eager to share insights, foster collaboration, and celebrate their collective achievements.
Our event revolves entirely around poster presentations—hundreds of them. As we grew, we needed a solution built explicitly for managing large-scale academic sessions.
Research Administration Manager, Office of Research, University of Florida College of Medicine
The Challenge: Generic Conference Platforms Produce Generic Results
Initially, event management relied on printed booklets listing poster titles and authors; however, as the convention grew exponentially, digital management became imperative. Organizers adopted a widely recognized digital conference platform designed for traditional conferences, featuring multiple speakers and sessions. Unfortunately, this generic software created numerous challenges.
The software’s restriction on abstract length frustrated researchers who needed more detailed submissions. Furthermore, the software incorrectly labelled poster presenters as “speakers,” creating confusion and complicating administration. These limitations made it difficult for organizers to adapt the software to their specific reality, resulting in frustration for both delegates and event planners.
We tried to shoehorn our poster event into software designed for traditional conferences. It simply didn’t fit. We hit numerous walls and knew we needed a solution specifically designed for academic conferences.
Research Administration Manager, Office of Research, University of Florida College of Medicine
Fourwaves: Customized to Meet the Unique Needs of Poster Events
After extensive research, the University of Florida team found Fourwaves. Unlike generic conference platforms, Fourwaves provided precisely what the COM Celebration of Research needed: flexibility, intuitive academic poster management, and streamlined peer reviews.
The Fourwaves interface was immediately easy to use, requiring minimal training. Todd and Katherine Blackburn, Assistant Director, Strategic Research Initiatives, were particularly impressed by Fourwaves’ responsive, personalized support team. The onboarding process was notably smooth, with proactive guidance that the Fourwaves team proudly calls "white glove service."
Fourwaves seamlessly integrated with the university’s existing Single Sign-On (SSO) system (GatorLink), significantly simplifying the user experience for both participants and reviewers. Faculty members quickly embraced Fourwaves’ straightforward abstract review interface, streamlining their evaluations and improving the overall review process.
Working with Fourwaves felt genuinely refreshing. The team understood our requirements instantly. Their support was unparalleled: responsive, attentive, and proactive.
Research Administration Manager, Office of Research, University of Florida College of Medicine
Beyond these primary improvements, Fourwaves provided several additional features and benefits:
- Unlimited abstract length: Removed restrictive word limits, fully accommodating detailed academic submissions.
- Efficient review process: Provided a user-friendly interface for reviewers to evaluate and score hundreds of abstracts rapidly.
- Real-time updates and communication: Allowed immediate visibility into abstract statuses and reviewer feedback, enhancing communication between reviewers, organizers, and presenters.
- Tailored website: Enabled organizers to create an attractive, custom-built public website specifically highlighting posters and key information.
- Product feedback incorporated: Open lines of communication directly with Fourwaves’ product team ensured that user feedback became meaningful feature improvements.
The simplicity and flexibility of Fourwaves genuinely made our jobs easier. It was reassuring to know the development team directly heard our feedback.
Assistant Director, Strategic Research Initiatives, University of Florida College of Medicine
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Future Plans: Continuous Enhancements for Ongoing Success
With overwhelming satisfaction from participants and organizers alike, the University of Florida plans to continue using Fourwaves for future editions of the COM Celebration of Research. The team is excited to implement additional enhancements based on their feedback, further tailoring the platform to their evolving priorities.
Inspired by this successful experience, the College of Medicine is considering leveraging Fourwaves’ versatile capabilities for other academic conferences, potentially expanding its role within the broader university community.
About the University of Florida College of Medicine
Established in 1956, the University of Florida College of Medicine is the largest college within the UF Academic Health Center, dedicated to training highly skilled physicians, advancing health care for Florida’s residents, and fostering groundbreaking medical research. With campuses in Gainesville and Jacksonville, the college offers various graduate programs, including Medical Sciences, Biomedical Engineering, Physician Assistant Studies, and the Graduate Program in Biomedical Sciences. To date, it has graduated more than 5,000 physicians, employs more than 1,400 faculty members in Gainesville, and hosts over 450 physicians and scientists in Jacksonville who deliver care, perform research, and educate future medical professionals.