Call for papers software

Run your call for papers from first submission to final programme

Collect structured abstracts, coordinate reviewers, score with a shared rubric, release decisions, and move accepted work into the event agenda from one connected workflow.

Open a structured call Keep reviews comparable Turn accepted work into sessions
Book a Demo See the workflow
EventHex call for papers workflow from submission to programme
Configure Call + form
Collect Abstracts
Assign Reviewers
Score Rubrics
Decide Notify authors
Programme Create sessions
Open the call

Set the Submission and Review Timeline Before Invitations Go Out

Define the call, dates, author options, and review configuration that belong to this event.

Submission window

Set opening and closing dates, availability, and limits.

Late submissions

Allow a separate late-submission window when required.

Multiple authors

Enable multi-author submissions for the call.

Review timeline

Set review start, deadline, decision deadline, and notification date.

Review settings

Choose reviewer counts, blind review, conflict flags, reminders, and decision behavior.

After the review

Keep Authors, Decisions, and the Programme Connected

EventHex author portal showing a submission record and status
Author follow-up

Give authors a clear path after submission

Authors can return to their own submissions, view released status and permitted feedback, upload an eligible revision, or withdraw before a final accepted or rejected state.

  • Submission history
  • Released decision
  • Reviewer feedback
  • Revision upload
  • Withdrawal
EventHex communication controls for call for papers notifications
Scheduled communication

Coordinate the messages that keep the review moving

Use event email settings and notification dates for confirmations, assignments, reminders, and decisions. Delivery depends on valid templates, recipients, and channel configuration.

  • Submission confirmation
  • Assignment notice
  • Reviewer reminder
  • Decision notification
  • Scheduled release
EventHex accepted-submission workflow connected to session management
From accepted abstract to agenda

Carry selected work into the event programme without rebuilding the record

Use the accepted-submission workbench to create corresponding sessions, then complete timing, stage, track, and lineup in Session Management. Export submission and score context as CSV when needed.

  • Ranked submission view
  • Bulk decisions
  • Push to sessions
  • CSV export
  • Complete the agenda
Submission to decision

A Review Workflow Your Programme Team Can Follow

Structured submissions

Collect the information your programme committee actually needs

Use the event form flow to capture author details, abstract content, files, and event-specific questions in a consistent submission record. Track every response through review and decisions from one central queue.

Custom fieldsAuthor detailsFile collectionSubmission status
EventHex abstract submission portal and response queue
Reviewer coordination

Move submissions to the right reviewers with a visible assignment workflow

Build the reviewer panel, assign work in bulk or through the available automatic assignment path, send configured notices, and give each reviewer a scoped portal for their assigned submissions.

Add reviewersAssign submissionsNotify reviewersScoped reviewer portal
EventHex reviewer assignment and scoped review workspace
Comparable review

Give every reviewer the same decision framework

Use stored rubric criteria and weights while preserving criterion comments, overall scores, recommendation, and confidence. Reviewers can save a draft before submitting their review.

Weighted criteriaCriterion commentsRecommendationBlind review setting
EventHex rubric scoring and reviewer recommendation interface
Programme decisions

Move from reviewer input to a clear author outcome

Review scores and committee context, then apply accepted, conditional, waitlisted, or rejected decisions individually or in bulk. Reviewer input informs the workbench; the organizer controls the decision.

AcceptedConditional acceptWaitlistedRejected
EventHex programme decision workbench with submission outcomes
Connected content operations

Continue Into the Workflow That Owns the Next Task

Keep each route focused while preserving the full programme journey.

Session Management

Schedule accepted work across days, stages, and tracks.

Speaker Management

Coordinate presenter profiles and wider speaker operations.

Event Notifications

Manage broader attendee and event communication workflows.

Event Website Builder

Publish the event programme and supporting pages.
Built for reviewed programmes

Use One Workflow Across Different Submission-Led Events

Configure the call, review, and decision model around the programme committee.

  1. 01

    Academic conferences

    Collect and review research abstracts.

    • Structured abstract forms
    • Blind review settings
    • Weighted scoring rubrics
    EventHex call for papers settings for an academic conference
  2. 02

    Association events

    Build member-led educational programmes.

    • Multi-author submissions
    • Reviewer assignments
    • Scheduled decision notices
    Published EventHex programme for an association event
  3. 03

    Medical congresses

    Coordinate structured submissions and reviewer panels.

    • Scoped reviewer access
    • Conflict flags
    • Criterion-level comments
    EventHex review rubric for a medical congress
  4. 04

    Tech conferences

    Select talks, workshops, and practitioner sessions.

    • Talk and workshop intake
    • Bulk reviewer assignments
    • Accepted-session handoff
    EventHex submission workspace for a technology conference
  5. 05

    Awards and showcases

    Adapt rubric-led review to judged submissions.

    • Weighted review criteria
    • Reviewer recommendations
    • Bulk programme decisions
    EventHex scoring rubric for awards and showcases
  6. 06

    Corporate programmes

    Curate internal experts and session proposals.

    • Internal expert submissions
    • Revision workflows
    • Session Management handoff
    EventHex session workspace for a corporate programme
Can EventHex collect custom abstract fields and files?

The call connects to the event form flow, so organizers can configure submission fields and file collection around the programme requirements.

Can reviewers work in a separate portal?

Yes. Reviewers receive scoped access to their assigned submissions and can save drafts, submit rubric scores, comments, recommendations, and confidence.

Does EventHex support blind review?

A blind-review setting exists in the abstract review configuration. Confirm exactly which author fields should be hidden and test the reviewer experience before opening the call.

Can reviewers be assigned automatically?

The API includes automatic assignment as well as bulk assignment. Review the event's reviewer pool, minimums, conflicts, and workload rules before relying on the result.

Can authors revise a submission?

An eligible author can upload a revision after a revision-requested or conditional-accept state; the revised submission returns to the review queue.

Can accepted abstracts become sessions?

Yes. The organizer can push accepted or conditionally accepted submissions into session records, then finish timing, stage, track, and lineup in Session Management.