Every conference starts with a call for papers, and how you collect those submissions shapes everything that follows. Conference Tracker gives you a dedicated submission portal where presenters can submit their session proposals directly, without the back-and-forth of email attachments or the formatting chaos of shared documents.

The proposal form comes with a built-in template covering presenter demographics, session details, preferred format, length, and attendance mode. Expand it with additional field types including text, dropdown, radio list, checkbox list, rich text, and file uploads to capture exactly the information your event requires. Share the form by direct link, embed it on your website, or promote it on social media.

Whether you are running a call for speakers at a regional association meeting or managing a call for abstracts for a multi-track academic conference, the process works the same way. Proposals come in organized and standardized, so your team can start reviewing without spending hours reformatting data or reconciling duplicate entries.

With one centralized dashboard, every submission is captured and organized the moment a presenter clicks submit. There is no inbox hunt and no manual data wrangling. Instead, you get an immediate, complete view of your content pipeline. You can instantly open a proposal, see every relevant detail, and filter by topic to surface the sessions that fit your program. This becomes your single source of truth where information stays accurate, accessible, and aligned.

Status tracking is built to save hours of back and forth. Move a proposal from Pending to Accepted, Rejected, or Asked for Revisions and the system can notify the presenter right away. That means fewer follow up emails for you and a clear, professional experience for speakers. Presenters know exactly where they stand without you writing the same message again and again.

Create Score Sheets and Assign Reviewers with Confidence

Once proposals start arriving, the next challenge is getting the right people to evaluate them. Conference Tracker lets you build custom score sheets that reflect your evaluation criteria, whether that means rating relevance, originality, speaker qualifications, or any combination your committee agrees on.

Adding reviewers is straightforward. Enter your review committee members, and then assign proposals to them manually or let the system distribute submissions automatically. Automatic assignment saves hours when you are dealing with dozens or hundreds of proposals across multiple tracks and need to balance the workload across your team.

Reviewers access their assigned proposals through the platform, fill out the score sheet, and submit their evaluations. You do not need to send files back and forth or chase reviewers for updates. Everything lives in one place, and you can check progress at any time to see which proposals have been scored and which are still waiting for review.

Review Scores and Select the Best Sessions for Your Program

After your reviewers finish their evaluations, Conference Tracker compiles the results so you can compare proposals side by side. View individual score sheets and read reviewer comments, all from the same interface where you manage the rest of your conference planning.

This visibility makes selection decisions faster and more defensible. Instead of relying on memory or scattered notes from a committee meeting, you have concrete scores tied to the criteria you defined. Filter by topic or track to surface the strongest proposals in each category, then mark your selections.

When you are ready, update each proposal’s status to Accepted, Rejected, Pending, or Asked for Revisions. These status changes are not just internal labels. They drive the communication that saves you from writing individual emails to every submitter.

Build the Session Schedule and Notify Presenters

Accepted proposals need time slots, rooms, and a place in your published agenda. Conference Tracker connects the selection process directly to the Schedule Builder, so you do not have to re-enter session details into a separate tool. When you save changes in the Schedule Builder, the platform automatically converts accepted proposals into sessions and creates presenter accounts using the names and emails already on file.

Use the drag-and-drop calendar in Week, Day, or List view to place sessions into open slots. Filter by room and hide already-scheduled sessions to focus on what still needs a timeslot. Click any session block to edit details or move it to a different time.

When your schedule is set, click Notify Presenters of Their Timeslots to send a single email to all presenters with their assigned session details. This keeps communication consistent and professional without requiring you to write individual messages.

The same status-driven messaging applies to rejected or waitlisted proposals. Submitters receive a professional, timely response about their status, which reflects well on your organization and reduces the volume of “what happened to my submission?” emails your team has to field.

Why Conference Organizers Choose Conference Tracker for Abstract Management

Managing conference proposals across email, spreadsheets, and disconnected tools costs hours and introduces errors. Conference Tracker consolidates the entire workflow, from call for papers through published schedule, into a single platform built specifically for conference and event organizers.

Associations, universities, government agencies, nonprofits, and businesses use Conference Tracker to manage events ranging from small regional meetings to large multi-track conferences. The platform handles the operational details so your team can focus on curating content and delivering a strong attendee experience.

If you are evaluating abstract management software or call for speakers software for an upcoming event, schedule a live demo to see how Conference Tracker fits your workflow. Our team will walk you through the submission portal, reviewer tools, scoring dashboard, and schedule builder so you can assess the fit before you commit.