Abstract management and collection plays a critical role in the professional conference planning and building process. XTag’s abstract management and collection system provides professional, user-friendly and convenient answers to every step of the process: abstract collection and submission, referral to the appropriate reviewers, and management of the entire review procedure all the way to building the complete conference agenda and abstract book.
Abstract management for professional conferences is carried out in several steps, from sending out a request for submission of abstracts, through management of the abstract review to the final outcome – the creation of a conference program and abstract book.
An abstract management system generates login details per submitter. A request for submission of abstracts is sent to the writers with access details and the address to a designated form through which the abstracts are collected and submitted. This form is linked to the conference’s website and ensures full completion of the details of the submitter and institute compliance with writing rules and limitations. After submission of the abstract, an e-mail message is sent with the system’s confirmation of receipt. The writer is able to login to the system and introduce changes to the submitted abstract up to a date set by the event manager.
Upon completion of the abstract submission, the event manager refers abstracts to reviewers. An abstract management system allows the conference manager to define the number of reviewers required per abstract and the number of abstracts assigned per reviewer, formulate questions to guide the reviewers and put together an overall mark calculation formula. After all this, the reviewers login to the system and begin reviewing their assigned abstracts. This is carried out under the supervision of the conference manager, who has the capability to edit the reviews at any given time. Upon conclusion of the submission of the reviews, the abstract management system will calculate the reviewers’ marks according to the predefined formula, in a way that the conference committee is able to use this data to determine which reviews to accept and which to reject.
The abstract management system's front panel makes building the conference program and abstract book a simple and user-friendly procedure. Furthermore, the management panel provides access to conference dates, lectures and parallel session set-up, allows for abstract book export in a variety of formats, and eventually presents the abstract book and conference program from within the conference’s designated application and website.