EasyChair

EasyChair is a browser-based conference-management service for submissions, peer review, programs, registration and proceedings. It is best suited to academic organizers who need a configurable review workflow, from small workshops to very large events. The main choice is whether its submission-based pricing and hosted-only model fit your event.

Overview

EasyChair combines abstract and paper intake with reviewer assignment, reviewer-account management, online discussion and an author-rebuttal stage. Blind review, mixed submission types and customizable review stages let organizers shape a formal evaluation process, while the schedule builder helps turn accepted work into a program. Standard and multi-track conference models are supported, so it is a stronger fit for research events than for a basic speaker-application form.

Its scope extends beyond the review cycle. Smart CFP supports calls for papers, Smart Slide supports conference presentations, and the service also offers proceedings publishing and preprints. That breadth can reduce the need to stitch together separate tools, although organizers seeking only intake may not need all of it.

EasyChair says licenses include encrypted access, backup and replication. It stores account passwords encrypted, uses secure cookies and does not use third-party cookies on its web pages. The service is described as running 24/7/365 with uptime above 99.99% and live replicas on three additional backup servers. Those assurances suit conferences where submission continuity matters, but they do not change the free tier's lack of technical support.

Key features

• Structured review: Paper assignment, reviewer management, discussion and rebuttals support a complete scholarly review loop.
• Flexible conference setup: Blind review, mixed submissions, custom stages and standard or multi-track formats accommodate different calls and committees.
• Program planning: A schedule builder connects accepted submissions to event planning.
• Publishing connections: Executive and VIP licenses integrate with IEEE copyright management, ACM proceedings and Springer proceedings.
• Adjacent services: Smart CFP, Smart Slide, proceedings and preprints broaden its usefulness beyond submission handling.

Pricing

EasyChair uses a freemium model. The Free plan costs free, allows a maximum of 20 submissions and includes no technical support. It is appropriate for a small workshop or pilot, but the cap and self-service support make it unsuitable for a growing event that needs helpdesk assistance.

Professional costs $3.90, paid once, billed per submission, with a maximum of 60 submissions. Payment is by credit card only. This raises capacity for a modest conference, but the per-submission billing and ceiling are important constraints for organizers whose intake may expand.

Executive and VIP pricing starts at $6.10, paid once, billed from USD 6.10 per submission, with unlimited submissions. Executive and VIP rates shown for fixed-price plans are based on prepayment, and other plans may cost more. VIP also has a setup fee shown as [*VIP-FIX-SET*]. These licenses add helpdesk and technical support; VIP additionally includes an assigned EasyChair manager. They are the practical tier for high-volume conferences or teams that need operational assistance, while Executive and VIP integrations add value for proceedings workflows.

Platforms

EasyChair is delivered on the web and hosted on its own high-performance server. It cannot be installed on a customer's server, so organizations requiring self-hosting should choose another product.

Who it's for

Choose EasyChair for academic conferences that need configurable blind review, rebuttals, reviewer assignment and program scheduling in one service. The free plan fits events with no more than 20 submissions; Professional suits up to 60; Executive or VIP is aimed at larger events, including the very high submission volumes EasyChair says it serves. Look elsewhere if self-hosting, non-credit-card payment for Professional, or included support at no cost is essential.

Pros and cons

Pros

• End-to-end academic workflow: Submission, review, rebuttal, scheduling and publishing-related services sit in one system.
• Configurable review model: Blind review, mixed submissions and custom stages work for varied committee procedures.
• High-volume option: Executive and VIP licenses remove the submission ceiling and add support.
• Operational safeguards: EasyChair describes encryption, replication and uptime above 99.99%.

Cons

• Small free allowance: The free license stops at 20 submissions and has no technical support.
• Professional constraints: It tops out at 60 submissions and accepts payment only by credit card.
• Hosted only: Customer-server installation is unavailable.
• Higher-tier pricing complexity: Executive and VIP costs are per submission or prepaid fixed-plan rates, with VIP adding a setup fee.

Alternatives

ConfTool is worth choosing when Android, iOS or self-hosting matters; its free Standard license is for smaller non-commercial events, up to 150 participants, with local installation and no support.

Fourwaves fits organizers wanting mobile and API platforms, unlimited registrations and events on its free Starter plan, with 25 abstract submissions per year and a 3% service fee.

HotCRP is an alternative for conferences using its ACM- or USENIX-sponsored free programs, with API, Linux, self-hosted and web platforms.

Sessionize suits eligible community events seeking a free plan and free trial across Android, iOS and web.

AbstractWiz is a focused option with a free plan for up to 20 submissions and a paid unlimited-submission event plan.

Airballoon is another web and API option for organizers considering an event app alongside conference services.

Fireside is a free, open-source Apache-2.0 alternative with self-hosted and web platforms.

MeetingHand Abstract Management offers a free allowance of up to 25 registrations or abstracts and a monthly pay-as-you-go plan.

Verdict

EasyChair is a strong choice for academic organizers who want one hosted system for configurable review, rebuttals, scheduling and proceedings-oriented work. Its main reason to choose is the breadth of the conference workflow; its main reason to look elsewhere is the 20-submission free cap, per-submission paid model and inability to self-host.