Managing an academic conference is no easy task. Whether you’re handling registration, organizing speakers, or coordinating virtual sessions, the process can feel overwhelming. The right conference management software can make all the difference, saving you time, money, and effort.
In this blog post, we’ll introduce the 5 best software tools for managing academic conferences in 2024. Our goal is to help you find the tool that suits your needs so you can focus on what matters most: delivering a successful and engaging conference.
Let’s dive in!
Why Managing Academic Conferences Is Challenging
Organizing academic conferences is complex. Here are a few challenges you might face:
- Multiple Tracks and Sessions: Academic conferences often have various presentations happening simultaneously.
- Registration and Payments: Handling sign-ups and payments efficiently can be tricky.
- Speaker and Attendee Coordination: You need to manage keynote speakers, panelists, and attendees seamlessly.
- Virtual and Hybrid Options: Many conferences now include virtual components, adding even more complexity.
These challenges are why you need specialized software to streamline the process. The right tool will not only simplify logistics but also improve the attendee experience.
What to Look for in Conference Management Software
Before we jump into the top tools, let’s go over the key criteria for choosing the right software for your academic conference.
1. Comprehensive Features
You need software that handles everything: registration, payments, scheduling, virtual hosting, and more. Look for tools that offer all-in-one solutions.
2. Ease of Use
You don’t want to spend hours learning how to use the software. Make sure it’s intuitive and easy to navigate for both you and your attendees.
3. Integration with Other Tools
The best software integrates with other platforms like email marketing systems, CRMs, and payment gateways.
4. Affordability
Academic conferences often have tight budgets. Choose software that offers good value for the price without sacrificing quality.
5. Scalability
Whether your event has 100 or 10,000 attendees, the software should scale to meet your needs.
The Top 5 Software Tools for Managing Academic Conferences
Now that we know what to look for, let’s dive into the top 5 tools that are perfect for managing academic conferences.
1. Whova
Overview:
Whova is a popular all-in-one conference management software known for its user-friendly interface and strong attendee engagement features.
Key Features:
- Customizable agendas and schedules
- Easy-to-use mobile app for attendees
- Live streaming and virtual event support
- Attendee networking tools
- Sponsor and exhibitor management
Why It’s Great for Academics:
Whova shines when it comes to attendee engagement. Its mobile app allows participants to network, engage with speakers, and stay updated on the event schedule. This is perfect for academic conferences where interaction is crucial.
Pros & Cons:
- Pros: Excellent attendee engagement, and robust features for in-person and virtual events.
- Cons: Can be expensive for smaller conferences.
Pricing:
Whova offers custom pricing based on the size of your event, but it does come with a free trial.
2. Cvent
Overview:
Cvent is an enterprise-level event management platform that’s ideal for large-scale academic conferences.
Key Features:
- Advanced registration and ticketing options
- Email marketing tools for event promotion
- Virtual and hybrid event hosting
- Detailed analytics and reporting
Why It’s Great for Academics:
Cvent is known for its robust features and customization options, making it perfect for large academic events with multiple tracks and sessions. The platform also allows you to manage hybrid events, which is essential for conferences with both in-person and virtual attendees.
Pros & Cons:
- Pros: Highly customizable, great for large events.
- Cons: Higher cost compared to other options, which may not be ideal for small events.
Pricing:
Cvent offers a variety of pricing plans, but it’s best suited for larger conferences with a bigger budget.
3. Eventzilla
Overview:
If you’re looking for a budget-friendly option, Eventzilla is an excellent choice. It’s known for its affordability and ease of use.
Key Features:
- Simple registration process
- Multiple payment options
- Virtual event support
- Real-time attendee management
Why It’s Great for Academics:
Eventzilla offers an affordable solution for small to mid-sized academic conferences. The platform is easy to set up, which means you can start using it right away without needing extensive training.
Pros & Cons:
- Pros: Affordable, easy to use.
- Cons: Limited advanced features compared to other tools.
Pricing:
Eventzilla is one of the most affordable options, with free plans available for smaller events and low-cost pricing for paid events.
4. Oxford Abstracts
Overview:
Oxford Abstracts is designed specifically for academic conferences, focusing on abstract submission and peer review.
Key Features:
- Abstract submission and management
- Peer review system
- Build custom conference programs
- Virtual and hybrid event support
Why It’s Great for Academics:
This tool excels at handling academic abstracts and peer reviews, which is a must for most academic conferences. If your event revolves around research presentations, this is the tool for you.
Pros & Cons:
- Pros: Great for abstract management, highly specialized for academic events.
- Cons: Lacks broader event management features.
Pricing:
Oxford Abstracts offers competitive pricing tailored to academic institutions.
5. Ex Ordo
Overview:
Ex-Ordo is another tool designed specifically for academic conferences, focusing on abstract management, peer review, and scheduling.
Key Features:
- Full abstract management system
- Conference program builder
- Speaker and session management
- Support for hybrid and virtual events
Why It’s Great for Academics:
Ex-Ordo is an excellent choice for academic conferences with a strong focus on research submissions and peer reviews. It’s designed to simplify the often complex process of managing abstracts.
Pros & Cons:
- Pros: Tailored for academic use, excellent abstract management.
- Cons: May lack versatility for non-academic events.
Pricing:
Ex-Ordo offers academic-friendly pricing, with a focus on providing value for institutions.
Comparison Table: Top Conference Management Tools
| Feature | Whova | Cvent | Eventzilla | Oxford Abstracts | Ex Ordo |
| Abstract Management | ✓ | ✓ | ✕ | ✓ | ✓ |
| Virtual Event Support | ✓ | ✓ | ✓ | ✓ | ✓ |
| Customizable Program Builder | ✓ | ✓ | ✕ | ✓ | ✓ |
| Attendee Networking | ✓ | ✓ | ✕ | ✕ | ✕ |
| Budget-Friendly | ✕ | ✕ | ✓ | ✓ | ✓ |
How to Choose the Right Tool for Your Conference
Here are a few tips to help you choose the best software for your academic conference:
- Assess Your Needs: Do you need abstract management or are you more focused on attendee engagement?
- Budget: If you’re on a tight budget, Eventzilla might be your best option. For larger conferences, consider Whova or Cvent.
- Virtual/Hybrid Options: If your event is hybrid, make sure to choose a tool with strong virtual event support like Ex Ordo or Whova.
Case Studies: Real Academics Using These Tools
Whova at a Large Academic Conference
Dr. Jane Smith organized a 1,000-attendee academic conference using Whova. The mobile app enabled attendees to connect before, during, and after the event, leading to a 20% increase in participant satisfaction compared to previous years.
Oxford Abstracts at a Research Symposium
Oxford Abstracts made it easy for Dr. John Doe to manage over 300 abstract submissions, automating peer review and saving his team hours of manual work.
Conclusion
Choosing the right software for your academic conference can save you time, money, and stress. Each of the tools we’ve discussed offers unique strengths, whether it’s abstract management with Oxford Abstracts or large-scale event hosting with Cvent.
By assessing your specific needs and budget, you can find the perfect fit to ensure your conference is a success.
Try one of these tools for your next academic conference and see the difference for yourself. Sign up for a free trial or request a demo today to streamline your conference management process!
