🤔The starting point: Because they handle everything from training events to multi-day congresses, Conventive was looking for software capable of managing all types of events. It also needed to include all the features required to manage an event from start to finish.
High effort requires significant resources – the challenge
As a congress agency, the Conventive team manages multiple clients and their events simultaneously. It became clear that individual workflows, and particularly the setup of congresses, were consuming a vast amount of resources.
Especially because these were routine tasks, the manual steps were becoming a hindrance. A thorough check of all data was always necessary, as the team had to at least account for the possibility of errors creeping in.
While errors could be kept in check through careful verification, error-free and time-efficient work were difficult to reconcile – until Conventive discovered Converia in 2022.
Converia handles it now – the solution
Conventive has since successfully integrated a different kind of routine into its daily work as a congress agency: The team now uses Converia for the approximately 25 conferences and meetings they host each year.
What exactly has changed for the team, and how does Converia help?
Ready for more congresses at any time
Thanks to the framework agreement model, Converia is available to the Conventive team around the clock.
💡This means: There is no lower or upper limit on the number of congresses that can be set up throughout the year. As soon as a new one comes up, Converia is ready to go.
This also applies to the individual functions of the tool. Here, Converia aligns perfectly with Conventive’s way of working: The organizers who collaborate with the agency often have very different requirements. For instance, some congresses only require participant registration, while others also need to manage the submission and review of scientific papers.
Now, Conventive no longer has to search for new software for every congress to meet specific requirements; they simply select the exact Converia modules needed for each event.
This also eliminates the often tedious process of negotiating contracts and reviewing data protection agreements that usually precedes the initial use of any software.
All congresses at a glance
The Conventive team manages multiple events in parallel within Converia and no longer needs to switch between different tools to get a comprehensive overview. For example, the dashboard and statistics in Converia provide real-time information on how many people have registered for a conference and how many payments are still outstanding.
This also creates a pleasant experience for congress participants, who can find everything related to the event in Converia using just a single login.
Automation for online congress registration
A key feature of Conventive congresses is the use of Converia's online registration. It provides all the functions and options needed to set up the registration process exactly as the client desires.
Conventive then continues working with the data provided by individuals during registration – all within Converia:
🗂️The software generates booking confirmations, tickets, and invoices for every person. Converia automatically populates these templates with participant data and makes them available. Tedious manual checks are a thing of the past, saving the Conventive team significant time.
An underestimated problem: credit card payments
Many Conventive clients do not have their own credit card processing agreements and prefer not to set them up. For congresses without international participants, this is relatively straightforward, as attendees can simply pay the registration fee via bank transfer.
However, Conventive has also organized conferences with international audiences, such as events held in Turkey. In these cases, offering bank transfer as the only payment method is impractical, especially for those accustomed to paying by credit card.
💶Converia therefore handles all registration fees. Payments (including credit card!) are received in a central account and disbursed at the end of the conference. Converia also manages rebookings and cancellations. This saves Conventive many hours of administrative work, allowing the team to focus entirely on congress organization while payment management runs in the background.
If the congress doesn't have a website, Conventive creates one
There are also differences among Conventive clients when it comes to websites.
Some already have their own congress website. In this case, clicking the registration button takes interested parties directly into the registration process to begin booking their ticket in Converia.
Other organizers do not yet have their own website. Conventive can provide a solution here as well, without needing to bring in a web design team.
With another Converia module, Conventive can assemble a comprehensive congress website, including registration, abstract submission, and additional information such as venue details, cancellation policies, hotel allotments, or sponsor information.
☀️With Converia, Conventive has a software solution that allows the team to handle a wide range of congress tasks under one roof. It can be used for any number of events, eliminating the need to search for a suitable tool.
