Fourwaves

Fourwaves is conference-management software built around academic events, from abstract intake and peer review to registration and attendee tools. It best suits universities, scientific societies and research networks that need a coordinated conference workflow. Its main trade-off is clear: paid plans increase submission capacity, but all listed tiers retain a 3% service fee.

Overview

Created in Canada in 2012 by four PhD students in bioinformatics, Fourwaves focuses on the operational needs of academic and scientific conferences. It brings event websites, programs, registration and submission management together, with session tracks, room scheduling, speaker management and hybrid event support also in scope. That breadth is useful for organizations running research events, though the annual submission caps make plan choice consequential for conferences with larger calls for work.

Key features

Submission and peer review

Organizers can build forms for calls for papers and abstracts, then export abstract books with an author index. Single- or double-blind review, conflict detection and custom scoring grids help structure evaluation rather than leaving organizers to coordinate reviews separately. This is a strong fit for events where submissions and reviewer assignments are central; the annual caps, however, constrain how much work each plan can accept.

Conference operations and attendee app

Fourwaves covers registration, event websites and programs alongside session tracks, room scheduling and speaker management. Its iOS and Android app gives attendees a program, personal agenda, participant list and presentation materials, and works offline. That combination gives conference organizers a route from planning through the attendee experience without limiting the product to abstract handling.

Integrations, payments and data protection

The API uses organization-specific keys and has endpoints for events, registrations, forms, submissions and sessions, making it relevant to organizations connecting conference data with other systems. Supported payment providers include Stripe, PayPal, Global Payments, TouchNet, Moneris, Worldline (Bambora) and Authorize.net.

Fourwaves states that personal data is encrypted at rest and protected with security measures proportionate to its sensitivity. Its data processing agreement identifies GDPR, UK GDPR, PIPEDA and CCPA among applicable laws and describes processing safeguards—relevant considerations for organizations handling attendee and submission data across jurisdictions.

Pricing

Starter costs nothing (billed $0 USD / year) and allows 25 abstract submissions per year, with unlimited registrations and events and a 3% service fee. It is a meaningful way to run a small event without a subscription charge, but the cap may be restrictive for a busy call for papers.

Essential costs $999 a year (billed $999 USD / year) and raises the annual allowance to 100 submissions, while keeping unlimited registrations and events and the same 3% service fee. It suits organizations that need more capacity than Starter provides but do not expect to exceed 100 submissions.

Advanced costs $2,599 a year (billed $2,599 USD / year) and permits 300 submissions per year, again with unlimited registrations and events and a 3% service fee. It also includes an onboarding call, making it the more appropriate listed tier for organizations with higher volume that want onboarding support.

Pro has custom pricing, a custom number of events, custom submission volume and a custom service fee. It is the tier to consider when fixed submission limits or event counts do not fit an organization's needs. Starter includes AI, chat and email support; an onboarding call is listed for Advanced.

When an organization reaches its yearly submission cap, Fourwaves pauses new submissions until it upgrades. Existing submissions, registrations and event websites remain accessible, so the cap interrupts intake rather than removing access to work already in progress.

Platforms

Fourwaves is available on web, Android and iOS, and provides an API. The mobile app is relevant to attendees who need program and presentation materials at the event, including offline; the API offers a path for organizations that need access to conference data through their own integrations.

Who it's for

Fourwaves is best suited to academic and scientific research communities—particularly universities, scientific societies and research networks—that need to manage reviewed submissions alongside conference logistics. It is less compelling for an event whose needs do not center on research submissions, or for an organization that expects to exceed its chosen plan's cap without moving to a higher tier or custom arrangement.

Pros and cons

• Pros: Submission forms, structured peer review and author-indexed abstract-book exports support the research workflow from intake through publication.
• Pros: Unlimited registrations and events on Starter, Essential and Advanced let organizations run multiple events without an event-count limit on those plans.
• Pros: The attendee app includes agendas and presentation materials and works offline, useful when conference connectivity is unreliable.
• Cons: The 25, 100 and 300 annual submission caps can halt new intake when reached, requiring an upgrade to continue.
• Cons: Each of the three listed plans carries a 3% service fee, including the free Starter tier.

Alternatives

Zoho Backstage is worth considering for event organizers whose stated needs fit its Free plan's limits of 100 attendees, 300 RSVP invites, three sessions and three speakers per event; Fourwaves is more specifically focused on academic submissions and peer review.

Agorify may suit organizers who want a free plan for events of up to 200 attendees or a paid monthly option with 400 attendees per event on Essential at €119 a month. Fourwaves instead puts academic submissions at the center of its workflow.

ConfTool is an option for smaller non-commercial events that can use its free license for up to 150 participants and accept local installation only with no support. Fourwaves offers web and mobile access, but its free plan is capped at 25 submissions a year.

Sessionize is a fit when the event qualifies for its free Community event plan; that plan excludes internal, private, promotional, marketing, profit-making and commercial events. Fourwaves is oriented toward academic conference submissions and review.

Indico is a free alternative for readers comparing conference software.

Gythr is another freemium option to consider.

pretalx is a free alternative for readers comparing event software.

GetSpot is a free option available on iOS and Android.

For narrower needs, compare event scheduling software, event abstract management software, call for papers software and speaker management software.

Verdict

Fourwaves is a strong choice for academic organizations that want one service for reviewed submissions, conference operations and attendee resources. Its integrated workflow and offline-capable app are persuasive strengths, but the submission ceilings and 3% service fee on every listed tier should shape the decision. Look elsewhere if the event does not need research-focused review tools or if its expected volume makes the fixed caps a poor fit.