1. You don't do any preliminary planning
Before you decide on conference management software, you should first ask yourself the following question: What does the software need to do?
Perhaps the nature of your event creates specific requirements, or you have special needs that the conference management software should meet. Define these before you start searching for software to manage your conference.
Don't just consider how the software you're looking for will make your work easier. Also consider the legal framework that applies to you: correct invoicing with appropriate VAT accounting, legally mandated accessibility, or the General Data Protection Regulation (GDPR) are just a few of the topics you should have on your radar. Not all providers are equally well-positioned in all these areas. Ignoring them can lead to very expensive follow-up claims later on (which is why we at Converia place great importance on offering our customers the most legally secure solutions possible).
2. You don't research the conference management software provider
The provider's website promises the best conference management software, but do others agree? Find out who they are currently working with and what their customers have to say. If you can't find a single customer testimonial and the most recent project was completed back in 2012, continue your search for conference management software elsewhere.
3. You don't want to spend any money
Conference management software that costs nothing? It exists. However, free software usually reaches its limits quite quickly when it comes to conference management. Therefore, don't expect too much when choosing a free solution, and certainly don't expect individual solutions, comprehensive support services, or a vast range of features.
In the worst case, you end up paying a high price for seemingly free conference management software because it creates a significantly higher administrative burden for you, or you discover to your surprise that important features are not available as expected for your time-critical project.
4. You plan without considering your participants
Don't forget that your participants will also be using the conference management software, for example, to register and submit papers. The menu navigation must not be overly complicated. Furthermore, when designing the website, think about mobile users. The site should be well-displayed even on smaller screens.
The conference management software provider may also be able to provide an app that helps all attendees find up-to-date information at all times. Keep in mind that the app should run on various operating systems.
5. You haven't tested the conference management software yet
You already know what the future software for your conference management can do. But have you tested the features yet? The best way to find out if the conference management software lives up to its promises and if the handling is truly user-friendly is to find out for yourself—provided the provider gives you the opportunity via an online demo or a test installation.
6. You don't address the topic of support
"We can handle that ourselves!" – But even the most proactive organizer will find that when managing conferences, there is usually no time to get to the bottom of every software problem and search for the right solution yourself. It is better to ask those who are familiar with it right from the start. A prerequisite for this, of course, is that there is actually someone with an open ear for your concerns.
Also, check whether training sessions are offered or specifically ask how the provider can prepare you and your team for working with the conference management software.
7. You don't know the exact prices
What seems inexpensive at first can look very different on the final invoice.
It is best to find out in advance which services are charged and ask directly if there will be any additional fees. If the provider is vague here and does not provide concrete details, a different conference management software is the better choice.
8. You combine conference management software from different providers
One software just for participant registration, another for abstract management, and a third to create the conference schedule. Even if each of the programs runs without errors, you won't be working particularly effectively this way, as the applications often cannot exchange data with each other.
Therefore, always choose a single provider whose conference management software combines all the features you need. This makes it possible, for example, to automatically compile the program from accepted abstracts or to send emails to participants directly from within the conference management software.
9. You don't have an overview of current figures
As an organizer, you should know the status of your conference at all times. How many payments are you still waiting for? How much longer can abstracts be submitted? The right conference management software provides you with the answers without you having to count or calculate anything yourself. By the way, you can ideally handle reminders for outstanding reviews and payments using the email function of the conference management software.
10. You don't know what happens to your participants' data
… because only the conference management software provider has access to it. You never find out what the addresses and bank details are actually used for or how long they are stored.
If you would prefer more transparency, you should add data protection to your list of decision criteria. Ask about the privacy policies that apply when using the conference management software, where the servers storing the data are located, and what happens to the data after the event ends.
You should also get to know Converia. Our software has already proven itself in managing both large and small conferences. Contact us or test Converia immediately.
