Glossary

Collection, management, and evaluation of presentation submissions, as well as organizational handling through to program planning.

Accessibility of registration, website, app, and venue for everyone – a legal obligation, an ethical responsibility, and a growing target audience.

Transfer of all booking-related data to accounting – via file, interface, or direct system integration.

The annual flagship event of a professional society or association – a platform for knowledge transfer, networking, and community identity.

All processes for capturing, maintaining, and using attendee data – from registration to reporting.

Generation and issuance of personalized name badges for attendees – on-demand or pre-printed.

An open conference format with no fixed agenda – participants create their own sessions and collectively shape the content and flow.

A collected publication of all accepted abstracts from a congress – the official content document of an event.

A smaller thematic discussion or working group held in parallel to the main program, featuring active participant interaction.

Public invitation to submit presentation proposals for a conference – including tracks, deadlines, and selection criteria.

Call for complete program blocks – workshops, panels, or symposia – rather than individual presentations.

Canceling or changing ticket bookings, including deadlines, refund policies, and name changes.

Official proof of event attendance – a mandatory document for continuing education credits, travel expenses, or employer verification.

Accreditation of medical training events by medical associations – a prerequisite for CME credits and participant acquisition in the healthcare sector.

A multi-day major event with a scientific, professional, or political focus – a platform for knowledge transfer, networking, and representation.

Digital access control with real-time eligibility validation – via QR code on a smartphone, kiosk, or counter.

A review process in which neither the authors nor the reviewers know each other's identity – the highest standard of scientific objectivity.

Mandatory contract between the controller and the service provider whenever personal data is shared – a GDPR requirement that is often overlooked.

Structured electronic invoicing according to EU standards – becoming mandatory in stages for B2B transactions in Germany starting in 2025.

Registration process including data collection, ticket and payment selection, and automated confirmation.

Data protection requirements for event organizers – from registration and photos/videos to lead handovers to sponsors.

Booking options for groups with bulk ordering and optional group discounts.

The standard format for invoices in Switzerland – the QR code contains all payment data and has replaced the traditional payment slip since 2022.

A conference keynote speaker sets the thematic framework, provides programmatic highlights, and shapes the perception of the entire event.

Legally required identity verification of business customers by payment service providers – a prerequisite for legally compliant ticket sales.

Capture qualified contact information at your exhibitor booth – fast, structured, and GDPR-compliant, replacing business cards and handwritten notes.

A central agreement between an organization and its software provider—negotiated once, applicable to all events for years to come.

Tax allocation for conference tickets that include multiple services with different VAT rates.

Tickets for the entire event or just a specific day – with granular access control.

Percentage of registered attendees who do not show up – relevant for capacity planning, catering, and ROI.

An open session format with no fixed agenda – participants introduce topics that are moderated on the fly.

Processing, accounting, and status management for all ticket payments – including regulatory requirements such as BaFin supervision and KYC.

Evaluation of scientific submissions by independent peer reviewers – the quality benchmark for high-caliber conference programs.

Event format for presenting scientific papers as posters – featuring direct interaction between the author and an interested audience.

Dubious pseudo-conferences that promise quick money instead of scientific quality – a growing problem for researchers and reputable organizers alike.

Non-binding pre-registration before official ticket sales – for demand assessment and building a pool of interested parties.

Specialized agency for the professional organization of scientific or medical congresses – from concept to post-event follow-up.

Scientific body responsible for the overall content of a conference program – from setting the themes to final acceptance.

Scan-based entry via QR code – fast, tamper-proof, and with real-time data collection.

Programming interface for connecting external systems—such as CRM, accounting, and marketing tools—to the congress software.

Tax rule where the commercial buyer, rather than the seller, pays the VAT – important for international ticket sales.

Early advance notice of an event – secures the calendars of potential attendees before the actual program is finalized.

Assigning presentations, speakers, and rooms to time slots – the process that turns submitted abstracts into a cohesive conference program.

The person responsible for the content of a single session – curates speakers, moderates, and ensures thematic quality.

Pre-configured service bundle for sponsors – combining visibility, networking, and lead generation at tiered price points.

A highly focused, intensive professional event with primarily invited speakers – in-depth scientific exchange in an intimate setting.

Various ticket types with different prices, access levels, and time-based availability.

Ticket management software – including sales, pricing, validation, and billing.

The Swiss mobile payment standard – high acceptance and instant payment confirmation make Twint a must for Swiss events.

Software solution that hosts conferences entirely or partially online – featuring live streaming, networking, Q&A, and a virtual exhibition.

Alphanumeric codes for discounts, free tickets, or exclusive access during booking.

Attendees who register spontaneously on-site – with specific requirements for data collection and payment.

Participatory large-group format with rotating table discussions on multiple topics – collective intelligence in a relaxed atmosphere.

A major congress with a global reach – internationally staffed, multilingual, and with maximum visibility for the respective community.