The initial situation
The professional association regularly hosts scientific conferences involving abstract submissions, peer reviews, and multi-day programs. Before Converia, submission, reviewer assignment, program planning, and attendee registration were handled using separate tools and spreadsheets. Data had to be manually transferred at every stage of the process.
The decision
The deciding factor was that abstract submission, the review process, and program planning all run on a single database—and that the software complies with German data protection and accounting requirements.
How the professional association uses Converia
- Abstract submission via submission forms, review process via review interfaces with double-blind procedures and section chairs
- Program planning based on accepted abstracts, with collision-free track scheduling
- Attendee registration with member rates and price groups requiring verification, all using the same contact database
- Invoices compliant with the Value Added Tax Act, with invoicing exports for accounting
- On-site check-in with QR codes and badges
The Result
The program schedule, which used to take about ten days of manual work, is now generated automatically from the accepted submissions. 200 presentations, 60 reviewers, and 1,200 participants are managed within a single system, eliminating the need for spreadsheet handovers. Inquiries from the accounting department in January have become a thing of the past because registration and invoicing are linked to the same data record.
