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 group.

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

Using artificial intelligence across all phases of congress organization – from registration and reviewing to networking and evaluation.

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 utilizing participant data – from registration to reporting.

Create and issue personalized name badges for attendees – on-demand or pre-printed.

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

A collected publication of all accepted abstracts from a conference – 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.

An invitation to submit contributions to a conference – with topics, formats, deadlines and selection criteria. Including a checklist and a typical timeline.

Call for submissions of complete program blocks—workshops, panels, or symposia—rather than individual presentations.

Canceling or modifying 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 attendee acquisition in the healthcare sector.

An umbrella term for two product categories: video conferencing tools for online meetings and conference management software for organizing meetings and congresses – from submission to invoicing.

Multi-day large-scale event with a scientific, professional, or political focus – a platform for knowledge transfer, networking, and representation.

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

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

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

Personal continuing education number for physicians in Germany – a prerequisite for the automatic transmission of CME points.

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

Mobile application for event attendees – program overview, personal schedule, networking, push notifications, and sponsor content all in one place.

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

Event Return on Investment – the central question of whether the effort was worth it, both economically and strategically.

Structured organization of all exhibitor and sponsor processes – booth booking, onboarding, materials, logos, booth staff, and lead handover.

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

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.

An event format that combines in-person and online participation into an integrated experience—treating both worlds as equals, rather than one after the other.

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 data at your exhibitor booth – fast, structured, and GDPR-compliant, replacing business cards and handwritten notes.

Algorithmic recommendations for suitable networking partners based on interests, roles, and goals—the data-driven counterpart to the classic chance encounter.

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

Tickets for the entire event or specific days – with granular access control.

Percentage of registered individuals who do not attend – relevant for capacity planning, catering, and ROI.

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

Category assigned to a person during registration – it controls pricing, proof requirements, scope of services, and access rights.

Processing, booking, 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.

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

Non-binding pre-registration before official ticket sales – for gauging demand 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 committee 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 capture.

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

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

Early advance notice of an event date – secures a spot in potential attendees' calendars before the actual program is finalized.

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

Supporting conference attendance for early-career researchers, international participants, or those from economically disadvantaged regions – a tool for diversity.

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

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

A tightly 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, complimentary tickets, or exclusive access during booking.

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

A participatory large-group format featuring rotating round-table discussions on multiple topics—harnessing collective intelligence in a relaxed atmosphere.

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