Airballoon

AirBalloon is a web and API platform for managing academic conferences, from paper review to attendee networking. It is a strong fit for organizers who want scholarly and event workflows connected in one system. Its free core is substantial, but registration and presentation use can add charges.

Overview

AirBalloon splits conference work across modules: AirMaster for administration, AirReview for submissions and peer review, AirReg for registration, AirUp for presentations, AirExplore for publishing, and AirUpNet for networking. That breadth suits conferences that need both academic review and live or hybrid event operations; teams seeking only one narrow function may find the modular setup more than they need.

Review workflows support blind review, mixed submission types, and custom stages. Organizers can configure forms, anonymity checks, expertise matching, bids, conflict detection, decisions, and camera-ready collection. AI review assistance is also offered. AirBalloon says submitted content is not used to train general-purpose models, and AI subprocessors may use it only to return results for the user's request.

Key features

AirMaster brings committee roles and consoles together with multiple programs and tracks, a drag-and-drop website builder, channels, announcements, and webmail. This gives organizers a central place to set up the conference and communicate with participants.

AirReg handles ticket types, add-ons, invite codes, fee exemptions, Stripe checkout, receipts, invoices, and refunds. Its payment support covers much of the registration workflow, though its transaction charges mean it is not cost-free for paid events.

AirUp supports session planning, schedules, rooms, session chairs, and speaker uploads for onsite or hybrid conferences. AirExplore adds DOI and citation metadata registration, scholarly indexing, and proceedings with ISBNs or ISSNs for recurring series. These tools extend AirBalloon beyond administration into event delivery and scholarly dissemination.

AirUpNet gives attendees a personal agenda, real-time notifications, attendee connections, QR contact exchange, one-to-one chat, and an event community feed. Integrations include Stripe, Zoom, Microsoft Teams, Google Meet, Cisco Webex, ORCID, institutional SSO, and ICS calendar standards or integrations.

Security measures include encryption in transit and at rest, role-based access controls, least-privilege IAM, audit logging, vulnerability scans, dependency monitoring, backups, and disaster-recovery procedures. Organizers can try sandbox conferences, but these remain hidden from public listings, do not process real payments, are limited to 10 attendees, and auto-archive after 30 days unless promoted.

Pricing

The core modules are free, but the charges differ by service, so organizers should estimate costs against their conference's transactions and presentation materials.

• BalloonUp (Event app): free. The companion event and networking app is included at no additional charge, with no paid service tiers stated.
• AirCore, full conference (Shared participant identity and data): free, billed Free on or before December 31, 2026; 3.0% after that date. This covers the full conference.
• AirMaster (Conference management): free. Conference setup and management are included at no charge, with no paid service tiers stated.
• AirReview (Submission & Review): free, with no current per-submission fee. A fee to unlock or download submissions may be introduced in the future, with advance disclosure.
• AirReg, full conference (Registration): custom pricing; 2.9% + $0.99 once per transaction, with Stripe processing fees additional.
• AirReg, standalone (Registration): custom pricing; 3.0% + $0.99 per registration, also with Stripe processing fees additional. This is for registration without the full conference platform.
• AirUp (Presentation system): custom pricing; $5 per presentation for documents plus $5 per 200 MB of video, summed across the Conference and billed once at its end. The charge covers three years of storage; an additional fee may apply afterward.

The free AirMaster and AirReview plans suit organizers who need administration and peer review without current usage fees. AirCore's future 3.0% charge is important for teams planning beyond December 31, 2026, while AirReg and AirUp are the main costs to budget for when an event collects registrations or handles presentation files.

Platforms

AirBalloon is available on the web and through an API. Its integrations connect event operations with video meeting services, calendars, identity providers, and payment processing.

Who it's for

Academic conference organizers are the clearest fit, particularly those coordinating committee review, registration, schedules, and participant communications in one platform. Authors, reviewers, program committee members, and attendees also have tools within the event workflow. Organizers running small trial events can use the sandbox, subject to its 10-attendee cap, no real payments, and 30-day archive unless promoted.

Pros and cons

• Pro: Broad coverage spans submission, review, registration, presentations, publishing, and networking, reducing the need to piece together separate conference workflows.
• Pro: Blind review, configurable stages, conflict detection, and expertise matching address important academic review needs.
• Pro: AirMaster and AirReview are free, and the event app has no additional charge.
• Con: Registration involves percentage and per-transaction charges, with Stripe fees on top, so paid events need to account for more than a nominally free platform.
• Con: AirUp charges by presentation documents and video volume, and storage beyond three years may cost extra.
• Con: The sandbox is not a full rehearsal for public events because it cannot process real payments and is capped at 10 attendees.

Alternatives

For a broader comparison of submission tools, see Call for Papers Software.

• ConfTool is worth comparing if its free license for smaller non-commercial events fits: it covers up to 150 participants, requires local installation, and comes without support.
• Fourwaves may suit teams wanting a defined submission allowance on a free plan: Starter includes 25 abstract submissions per year, unlimited registrations and events, and a 3% service fee.
• HotCRP is another freemium option for conference review workflows.
• Sessionize is a freemium option with a free plan limited to community events rather than private, promotional, marketing, profit, or commercial events.
• AbstractWiz may fit a small event that can stay within 20 submissions on its free plan; its Standard plan is $270 per event for unlimited submissions and all features.
• EasyChair offers a free plan capped at 20 submissions without technical support, making it an option for organizers with a small review load.
• Fireside is a free, open-source alternative under the Apache-2.0 license.
• MeetingHand Abstract Management offers a free plan for up to 25 registrations or abstracts.

Verdict

Choose AirBalloon if you are organizing an academic conference and want review, registration, presentations, publishing, and attendee engagement in one connected platform. Its broad free core is a persuasive starting point, but organizers should look elsewhere if transaction and presentation charges undermine their budget or if they need a sandbox that can handle a larger paid-event rehearsal.