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Your task: organize a conference. Your tool of choice: Microsoft Excel. Say what? You’re neither a formula wizard nor a master of spreadsheet gymnastics? How many days would you survive in that jungle of tabs?! Better idea: stop worrying about formula errors and broken cell references! Use this well-thought-out Excel template for your conference planning. Available for free download. How can you successfully manage attendee data, payments, and abstracts with it? And where does your conference face the risk of an Excel meltdown? That’s what this post is all about.

Secure procedures, unsettled organizers: The existing authentication process for online transactions will be replaced by the new 3D Secure 2.0 security protocol starting September 14. In the context of conferences, this means that ticket purchases will be more secure. But what exactly do conference organizers need to do now to ensure everything runs smoothly by the time registration opens?

Event planning involves a lot of tasks. A whole lot. While you might eventually settle into a routine, most things simply cannot be planned for entirely. Processing registration fees and bookkeeping are standard parts of the job, but unfortunately, they often prove to be time-consuming chores. Many organizers would love to offload this unpleasant task – and they can, because payment processing might already be part of their event management software provider's portfolio.

A conference we were managing recently encountered an unusual situation, though one that is not entirely uncommon for international events. The organizing team received an inquiry from a Nigerian association whose members wished to attend the conference. Since the organizers are very keen on fostering exchange with African scholars, they were initially very positive about the request. But then, the attempt to pay the registration fee suddenly failed. As it turned out, that was not the only problem.

The fine print is essential. Many unpleasant surprises can be avoided if everyone is informed about their rights and obligations. As an organizer, you define all the details regarding participation in the event within your terms and conditions. But what exactly should be included, and what do you need to watch out for?

Your conference was a complete success, both scientifically and financially. But be careful: if you neglected to register with GEMA, it could have serious financial repercussions long after the conference has ended!