/// EVENTS · CONFERENCESConference & Abstract
Management Software
Calls for papers, abstract submission, peer review, programme building and speaker management for academic, scientific, medical and professional conferences — in one system instead of email and spreadsheets.
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TRUSTED BY TEAMS
Behind every conference programme are hundreds of submissions, reviewers who must not see their colleagues’ work, decisions to send, sessions to schedule without clashes, and speakers who need chasing for slides.
Sodio builds conference management systems that run all of it: the call for papers, abstract submission and peer review, decisions, programme building, speaker management and proceedings — for academic, scientific, medical and professional conferences.
/// IS CUSTOM RIGHT FOR YOU?
When an Existing Conference Tool Is Enough
Academic conferences often use tools such as EasyChair, professional conferences use abstract management products such as Oxford Abstracts, and tech conferences use speaker tools such as Sessionize. If one fits your process, use it.
An existing tool fits when
- One conference a year with a standard review process
- Standard submission forms are enough
- Data can stay in the tool
- No accreditation or publishing requirements
Custom conference management fits when
- Many conferences, journals or meetings sharing reviewers and authors
- Submission and review rules are specific to your discipline
- Submissions, speakers and attendees must connect to your membership and registration systems
- Continuing education credits, disclosures or proceedings are required
/// WHAT IT COVERS
What Conference Management Software Covers
Call for papers
Abstract submission
Reviewer management
Peer review
Decisions and notifications
Programme building
Speaker management
Posters and presentations
Proceedings publishing
Accreditation and disclosures
/// FROM CALL TO PROGRAMME
From Call for Papers to Published Proceedings
The call for papers opens
Submission site live, with categories, guidelines and deadlines
Authors send their work
Abstracts, files and co-authors collected and checked for completeness
Experts assess submissions
Reviewers assigned by expertise, conflicts excluded, scores collected
The committee chooses
Decisions recorded and authors notified with feedback
Accepted work is scheduled
Sessions, rooms and timeslots arranged without clashes
The conference happens
Speaker materials ready; proceedings and recordings published
/// WHY PEER REVIEW IS HARD
Why Peer Review Is Harder Than It Looks
///AI FOR PROGRAMME COMMITTEES
Where AI Helps a Programme Committee
Programme committees spend most of their time on matching and sorting. AI is good at both — and the committee still makes every decision.
Reviewers matched by expertise
Submissions matched to reviewers whose own work is closest to the topic, with conflicts excluded.
Duplicate and overlap checks
Submissions that closely repeat earlier work, or each other, flagged for the committee to judge.
Programmes without clashes
Sessions arranged so related talks do not run at the same time and speakers are never double-booked.
Submissions matched to reviewers whose own work is closest to the topic, with conflicts excluded.
Submissions that closely repeat earlier work, or each other, flagged for the committee to judge.
Sessions arranged so related talks do not run at the same time and speakers are never double-booked.
/// COMPARE
Academic Tool, Conference Management Product or Custom System
/// COST AND TIMELINE
What Drives the Cost and Timeline
A working call for papers and review system typically arrives within 30 days, with a production platform in 90 — timed to open before your call for papers launches.
The cost moves with six things: how many conferences and calls it serves; how complex the review rules are; speaker and programme management; proceedings and publishing; accreditation requirements; and connections to your membership, registration and event systems.
/// FAQ
Frequently Asked Questions
Conference management software handles the content side of a conference: the call for papers, abstract submission, peer review, decisions, programme building and speaker management. It sits alongside registration and event platforms, which handle attendees, and is used most by academic, scientific, medical and professional conferences.
Abstract management software runs the process of collecting and selecting conference submissions. Authors submit abstracts through structured forms, reviewers score them, the programme committee makes decisions, and authors are notified — all in one system rather than across email and spreadsheets.
Submissions are assigned to reviewers by topic and expertise, with conflicts of interest excluded automatically — for example, reviewers from the same institution as an author. Review can be single-blind, where reviewers know who the authors are, or double-blind, where neither side does. Scores and comments are collected through consistent forms, and the committee sees them side by side.
Yes. Once a submission is accepted, the author becomes a speaker: the system collects their biography, photo, slides, consent to be recorded, travel details and any agreements, and reminds them before each deadline. Invited speakers who did not submit through the call are managed the same way.
Yes. Accepted papers can be compiled into proceedings in the formats your publisher needs, and registered with persistent identifiers such as DOIs through Crossref, so the work can be found and cited.
It can. Medical and professional conferences that award continuing education credits usually have to collect speakers’ disclosures of financial relationships and track attendance by session. The system collects disclosures with each submission and records attendance, so the information accrediting bodies require is ready.
/// RELATED SERVICES
Related Industries and Services
Routes where scope overlaps with conference management.
/// GET STARTED
Start With Your Next Call for Papers
Tell us how many submissions you receive, how review works, and what took longest last time. We will prepare a free solution architecture for a system that runs your programme from call to proceedings — ready before the call opens.