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The Challenge: Managing a High-Volume, High Stakes Submission Cycle
For the American College of Gastroenterology (ACG), managing thousands of abstract submissions isn’t new, however the scale and complexity of the process have continued to grow each year.
With over 7,300 submissions in this most recent cycle (1,000 more the previous year), ACG faced the challenge of maintaining a seamless submission experience. Additionally, ACG needed to account for the fact that 90% of entries would most likely be submitted on the final day, creating a predictable but intense surge in user activity at once.
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The Solution: ACG’s Proven Process, Powered by Eventscribe’s Submissions & Review Solution
ACG and Cadmium worked together to prepare for a high-volume abstract cycle, aligning on timelines, system configuration and potential pressure points. ACG brought their signature discipline to the table: clear internal deadlines, detailed task logic, and a deeply structured workflow they refined over the years. Cadmium supported that precision by helping fine-tune their system setup and ensuring Eventscribe’s Submissions & Review solution was prepped to meet ACG’s exact requirements.
Rather than operating in silos, both teams stayed in consistent communication with each other as the deadline approached. With submission types ranging in complexity, and thousands of users funneling in at once, the shared goal was system stability and user clarity. Eventscribe’s flexibility made it easy for ACG to build task structures that matched their processes, while Cadmium’s team remained on standby to address any last-minute needs or submitter tickets.
The Result: A Record-Breaking Submission Year Without the Chaos
The outcome was more than just operational success; it was a strategic win for ACG. With over 7,300 submissions processed, ACG exceeded their previous year’s numbers and drove meaningful engagement during a challenging time for the medical industry where many associations are seeing declining participation. This high volume also directly fuels downstream activities such as abstract review, conference programming, and ultimately revenue tied to education, event attendance, and member value.
Most importantly, submitters had a smooth experience. Despite the high volume, support requests were minimal, and users were able to complete their tasks and navigate the system without confusion or technical issues. The combination of ACG’s user-focused setup and the stability of Eventscribe’s Submissions & Review feature gave ensured a smooth transition into ACG’s abstract review process, preserving their tight internal schedule and ensuring their programming efforts stayed ahead of plan.
“The final day of our abstract submission process concluded without a single system hiccup. We only had a handful of user support requests, which is practically unheard of with this kind of traffic. The Cadmium team was responsive, dependable, and quietly ensured everything ran smoothly in the final hours of our submission period. It was one of our smoothest submission cycles yet.”
- Kristen Leotti, Conference Content Manager at American College of Gastroenterology
About Cadmium
Cadmium empowers associations to harness the power of learning experiences by providing an integrated suite of solutions that streamline event management and continuing education. We understand that learning is about transformative moments, and we’re here to help associations share those moments, create community, and drive meaningful change. For more information, visit gocadmium.com.
