| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Operation on multiple redundant servers optimized to Converia in a German datacenter (certified to ISO 27001) | |||
| Alternatively operation on client's own servers | |||
| Unlimited amount of conferences | |||
| Multi-lingual conferences | |||
| Free customizable templates that can be adjusted to match the organizer's corporate design | |||
| Use of own domains possible | |||
| White labeling the frontend possible | Branded with the organizer's design | ||
| Regular updates with optimizations and new features |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Central person database | |||
| Cross-conference login | |||
| Customize additional fields | |||
| vCard export for persons | |||
| Export of filtered person data to MS Excel | |||
| Versatile filter options by persons and roles | |||
| Accessing person data from other systems via REST API | |||
| User-definable selection of academic titles for each conference | |||
| Intelligent reconciliation of duplicate person entries | |||
| Conference history for each person | |||
| Import of person lists from MS Excel |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Mass emailing with dynamic placeholders for personal information | |||
| Correctly gendered form of address in mass emails | Dear Ms. Doe, Dear Dr. Smith, … | ||
| HTML, plain text and multi-part emails | |||
| Emailing using custom sender address | |||
| Customizable email subject lines, sender and content | |||
| Automated scheduled sending of emails | |||
| Emailing using own SMTP server | |||
| Sending file attachments | |||
| Free selection of recipients | e. g. with free-text search or all reviewers that aren't registered yet, or all attendees that haven't paid yet |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Exports | Exports among others generally possible in XLS. Also REST API and special export modules (see below) | ||
| Invoices | |||
| Bookings | |||
| Persons | |||
| Submissions | |||
| Conference program data | |||
| Attendees of individual sub-events | |||
| Interface to external accounting systems | |||
| Export of invoice and booking data to the client’s financial accounting | |||
| Export of individual or all conferences | |||
| Freely selectable time frames for exporting | |||
| Existing DATEV interface | |||
| Existing SAP interface | |||
| More systems can be linked |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Portal with summary of all conferences | e. g. a list for conferences, another list for seminars or separated by areas | ||
| Optional monthly display | |||
| Breakdown by departments or type of conference | |||
| Branding as conference portal for organizations |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Use of existing default user groups | |||
| Definition of custom user groups with custom access rights | |||
| Controlling access rights of individual users and groups for individual modules | |||
| Controlling access rights of individual users to individual events | |||
| Authentication of backend users via LDAP directory |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Creating new conferences by copying existing events | |||
| Intuitive user interface | |||
| All essential conference data at a glance with the Converia dashboard | |||
| Easy configuration of the registration process with WYSIWYG editors | |||
| Simplified single sign-on authentication - Converia login by using the existing university or employee account | e.g. Shibboleth |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Optional conferences setup by the Converia team | |||
| Service-level agreements bookable monthly | |||
| Premium support with personal contact person bookable |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Reusable user accounts for attendees | |||
| Discounts for customizable person groups | e. g. students, members, VIPs, speakers, sponsors, … | ||
| Verification management for person groups where verification is required | e. g. enrollment certification, membership certificates | ||
| Any number of scalable discount levels | e. g. early bird rates | ||
| Any number of scalable cancellation conditions | |||
| Automated invoice creation according to VAT act | |||
| Invoices with customizable letterheads as PDF | |||
| Group registration with collective invoices | |||
| Optional including of booking.com hotel search feature | |||
| Offering of own room blocks | |||
| Limitation/allotment administration for bookable items | |||
| Definition of conditions under which specified services can be combined | |||
| Tickets including your conference's corporate design with barcodes and QR codes | |||
| PDF confirmations of payment on your letterhead | |||
| Automated creation of confirmations of participation | |||
| Confirmations of participation as PDF on your letterhead | with individual details, depending on the lists used for checking in the attendee | ||
| Flexible display of registration options | e. g. for events free of charge, events with few options, events with many options | ||
| Editable bookings | e. g. cancellations, follow-up bookings, edit attendee, edit booked positions, … | ||
| Automated email communication with attendees |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Definition of custom voucher categories with special privileges | |||
| Definition of vouchers with custom validity and amount of permissible bookings using one voucher | |||
| Activation of hidden person groups | |||
| Custom discounts for individual services | |||
| Predefined shopping carts | |||
| Activation of hidden payment methods for individual attendees |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Definition of special terms, offers and discounts for members of an organization | |||
| Shortened registration process by means of direct entry via link | |||
| Import of all member data in CSV format | |||
| Automated member list data synchronization with the previous version when updating information |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Support of the B2B reverse-charge mechanism within Europe | |||
| Automated verification of entrepreneur status as part of the reverse-charge mechanism | |||
| Custom definition of VAT rates according to specific national frameworks | |||
| Accounting of different VAT rates for one service | depicted as one position with a price in the ticket shop, depicted as separate positions on the invoice | ||
| Accounting according to VAT act |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Recording of incoming payments for invoices | |||
| Optional complete payment processing by Converia without own credit card contracts | |||
| Alternatively use of client’s payment contracts | |||
| PayPal | |||
| Credit cards |
Existing interfaces for acceptance of VISA, MasterCard and American Express with the following contractual partners:
|
||
| Bank transfer | |||
| Electronic direct debit | |||
| Instant bank transfer | |||
| BESR payment slip (Switzerland) | |||
| iDEAL (Netherlands) | |||
| Linking of custom contractual partners | |||
| Automated import of bank account statements | |||
| Automatically generated payment confirmation documents on letterhead | |||
| Customizable surcharge for additional costs | |||
| Time-controlled availability of payment options of attendees | |||
| Methods of payment optional only for organizers |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Automated creation of name badges for individual attendees and groups | |||
| Definition of custom name badge templates | |||
| Definition of different name badge templates per conference | e. g. VIP, member, press, speaker | ||
| Definition of rules to automatically assign name badge templates to attendees | |||
| Definition of name badges in different output formats | plastic card, butterfly badge, label printing |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| On-site check of access authorization | |||
| Record of participant attendance | |||
| On-site name badge printing at the check-in counter | |||
| Use of smartphone check-in app (beta) | |||
| Self-service check-in terminals | |||
| Barcode and QR code scan feature to find attendees quickly | |||
| Check-in on different lists (e. g. day-by-day or for individual events) | |||
| Creation of participation confirmations whose content can be derived from different check-ins | |||
| Shortened registration process and check-in by means of predefined bookings for individual person groups |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Submission of scientific papers by authors | |||
| Submission by author or on behalf of authors | |||
| Submission of abstracts, full papers and presentations | |||
| Multi-level submission processes | |||
| Plain text submission | |||
| Formatted text submission | |||
| MS Word file submission | |||
| PDF file submission | |||
| Latex submission | |||
| Submission in format combinations | |||
| Any number of authors for a paper allowed | |||
| Definition of additional mandatory or optional fields for paper submission | |||
| Definition of which default fields should be visible and which should be mandatory | |||
| Possibility to define different submission notes | |||
| Optional request to accept the terms of publication | |||
| Definition of any number of speakers for a paper | |||
| Time-controlled paper submission | |||
| Editing of papers by submitters after submitting possible | |||
| Papers editable by organizer at any time | |||
| Free definition of topics, even hierarchical | |||
| Definition of presentation forms | e.g. oral presentation, poster presentation, workshop, … | ||
| Definition of a contact person for a submission | |||
| Export of submission texts to InDesign | |||
| Export of submission texts to Excel | |||
| Export of submission files as ZIP package | |||
| Session submission | |||
| Restrictable maximum number of submissions per person | |||
| Automated email communication with authors |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Online reviewing of submissions by external reviewers | |||
| Multi-level reviewing of submissions | |||
| Import of reviewers from XLS file | |||
| Blind and double-blind reviews | |||
| Automated assignment of reviewers to papers according to criteria defined by you | |||
| Manual assignment of reviewers to papers | |||
| Definition of section chairs who manage specific topic reviews | |||
| Definition of custom review criteria | e. g. grading, multiple choice, free-text answers, suggestion of topic and form of presentation, suggestion of a decision (accept, reject, needs revision, …) | ||
| Reviewing of individual papers already possible when paper submission is still open | |||
| Revision loops between reviewers and authors possible | |||
| Monitoring of reviewing progress of individual reviewers | |||
| Communication options between reviewers, scientific committee and authors | |||
| Final decision by the scientific committee | |||
| Notification of authors regarding reviewing results via mass email including personal and submission-related placeholders | |||
| Optional automated creation of print-optimized PDFs of all papers to be reviewed for reviewers | |||
| Custom layout for print-optimized reviewing PDF |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Sending invitations to speakers and chairs incl. reminder mailings | |||
| Filterable general overview of all invitees and persons considered candidates for invitation | |||
| Speaker portal for accepting or declining invitations | |||
| Including a speaker agreement | |||
| Simplified distribution of access data for Converia registration per email | e.g. for reviewers, speakers, ... |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Automated scheduling of accepted papers | |||
| Manual adjustment of the schedule per drag and drop | |||
| Collision-proof prevention of simultaneous presentations by a speaker | |||
| Free definition of session roles and assigning persons to these roles | e. g. chair, co-chair, moderator, … | ||
| Day-by-day definition of rooms used | |||
| Assignment of numbers for submissions | |||
| Display of current positive and negative answers for presentations | |||
| Automated removal of cancelled and unconfirmed presentations | |||
| Provision of planning data for website module | |||
| Export of planning data for print version setting in InDesign | |||
| Export of planning data in CSV format | |||
| Updates to the conference schedule displayed by the app | |||
| Optional email notifications for speakers about time, location and session of their presentation | |||
| Parallel planning of alternatives in different drafts | |||
| Creating and managing sessions and submissions incl. access rights with automatic transfer to the conference schedule | with sponsor details, CME credits, video recording of the session | ||
| Adding new submissions without having to undergo the entire submission process | |||
| Adding free events to the conference schedule | e.g. breaks between presentations in a session | ||
| Person list with all speakers and chairs |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Display of global conference calendar in calendar and agenda view | |||
| Creation of a personal conference calendar | |||
| Download of abstracts or manuscripts for individual presentations | |||
| Search for authors, speakers and titles | |||
| Optional display of photo and résumé of speakers | |||
| Filter by sessions, forms of presentation and topics |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Retrieval and editing of personal conference schedule | |||
| Integration and display of social media feeds | |||
| Display adjustable to match the conference's corporate design | e. g. colors, icons, logos, fonts | ||
| Display of latest schedule version | navigable in terms of time, topic or authors | ||
| Offline availability | |||
| Evaluation of individual presentations by attendees | |||
| Compatible with iOS, Android, Windows Phone | |||
| Distribution on several app stores possible | |||
| Display of speakers (according to schedule) | |||
| Navigation across topics | |||
| Provision of customized content | e. g. itinerary, contact details, accommodation, sponsors |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Self-service printing of name badges (badge printing) | |||
| Verification of accreditations for individual events (check-in) | |||
| Documenting attendances of participants (check-in) | |||
| Compatible with latest Windows OS versions | |||
| Compatible with latest MacOS versions | |||
| Paper and smartphone tickets scannable | |||
| Corporate design station branding | |||
| Self-service on-site badge printing by attendees | after scanning the Converia tickets | ||
| Compatible with all customary printers | e. g. card printer, laser printer, thermal printer | ||
| Quick provision of badges without expensive employment of staff | |||
| Multi-language operation of the consoles | |||
| Intuitively guided process |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Check-in on different lists | e. g. room-wise, day-wise, for individual events, ... | ||
| Suitable for collecting CME credits | |||
| Day-by-day check-in options | |||
| Session-related check-in option | |||
| Event-related check-in option | e. g. dinner, city tour |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Responsive default templates | |||
| Use of custom templates | |||
| Use of responsive design |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Entry and maintenance of website content via WYSIWYG editor | |||
| Internal and external links | |||
| Integration of images via multimedia database | |||
| Structured storage of content in folders | |||
| Use of content on different pages of a website | |||
| Use of content on different websites | |||
| Embedding videos | |||
| Placing sponsor logos |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Selection of any language combinations for each conference | |||
| Use of custom website structure for each language | |||
| Support of different character sets via UTF-8 |
| Express (Cloud) | Master Agreement | Notes | |
|---|---|---|---|
| Retrieval of all current conferences | e. g. CRM systems, member administration, external CMS, … | ||
| Retrival of all persons | |||
| Retrieval of all persons of a conference | |||
| Retrieval of all submissions | |||
| Retrieval of all submissions for each conference |
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