Emails are a central part of conference organization. Converia handles confirmations, invitations, reminders, invoices, and countless status updates – many of them fully automated and in large volumes. To ensure these messages reliably reach the recipients' inboxes, we must adhere to rules that have become noticeably stricter in recent years.
Email servers worldwide are being configured with increasing stringency. Providers like Google, Microsoft, and GMX are fighting spam and abuse, and they now carefully verify whether an incoming email truly originates from the stated sender. Messages that fail these checks end up in the spam folder – or are rejected entirely. For automated emails sent from a system like Converia, this is a risk we are actively addressing.
Raising our security standards
For this reason, we are moving our Express customers to a new email delivery environment. Future emails will be sent via a dedicated SMTP server. Crucially, emails are only transmitted to this server via authentication. This prevents anyone from sending messages through our infrastructure unnoticed – an important step in protecting the reputation of our sending domains and maintaining high delivery rates for you.
The basic setup: reliable by default
To ensure this protection applies to everyone, every customer in the new environment receives a dedicated sender address with a Converia domain. On our Express installation, this address follows this format:
conferencecode@express.converia.de
We use this address as the sender for all automatically generated emails. Because the delivery is technically routed through our own secure mail server, it is optimized for the highest possible success rate from the start – with no setup required on your end.
To ensure you stay in the loop with your participants, we automatically forward all replies and incoming messages sent to this address to you. The process remains unchanged for your recipients – they reply as usual, and the message reaches you.
Optional: Sending via your own domain
Some organizations prefer their emails to be visibly sent from their own domain – for example, info@your-organization.de instead of a Converia address. This remains possible, but it requires a small, one-time configuration in your domain's DNS settings. This allows you to explicitly authorize our new mail server to send emails on behalf of your organization.
Specifically, the following SPF record is required for your domain: TXT v=spf1 include:spf.converia.de -all
A practical note: If an SPF record already exists for your domain, you must not add a second one. A domain may only have a single SPF record. In this case, simply add the include:spf.converia.de component to your existing record. If you are unsure, we are happy to help you ensure everything is configured correctly.
What this means for you
We will handle the basic setup for you; no action is required. If you wish to send emails via your own domain, please contact us – we will provide the exact DNS records and assist with the setup. Together, we ensure your messages continue to reach their destination: the inbox.
