Conference management software for associations & professional societies
Organize recurring conferences with Converia. Converia integrates abstract submission, peer review, programming, registration, payments, and invoicing into a seamless process—across all your association's events.
Maintain continuity in your review process – even when the committee changes.
Organizing an annual conference requires coordinating numerous submissions, volunteer reviewers, and complex program schedules. If the process is buried in the previous committee's spreadsheets, the next team has to start by reconstructing everything. Generic event tools manage tickets, but not structured review processes. Converia brings submissions, reviews, and programming together on a single, permanent data foundation.
Bundle membership, reviews, and participation into a single record.
In professional associations, one person often takes on multiple roles: they are a member, a reviewer of submissions, and a speaker. Using separate tools leads to duplicate data, unnecessary follow-up questions, and missed member discounts during registration. Converia connects membership, reviews, and participation through a single person database with integrated role logic.
Rely on conference expertise for data protection and support.
For professional societies handling member data and medical content, data protection is not a side issue. Converia combines European hosting and GDPR-compliant processing with German-speaking contacts who know the conference business inside out.
A system for the entire association year
Before the conference
- Submit contributions and manage the review process
- Plan the program with parallel tracks, rooms, and times
- Set up registrations, membership rates, and early-bird logic
- Create invoices and manage communication via email templates
During the conference
- On-site check-in with QR codes and badges
- Conference app with live program and push notifications
- Conference website with automated online program schedule
After the conference
- Issue certificates of attendance
- Create reports and exports
- Transfer invoice data and billing exports to accounting
- Carry over structures and data for the next annual conference
Converia does exactly what we hoped it would. By automating our processes, we significantly reduce administrative effort and free up time for other important tasks.
With over 30 scientific events per year, what we value most about Converia is that the software grows with us and anticipates the needs of every format. We are consistently impressed by the wide range of features, innovative solutions for specific client requests, continuous improvements, as well as the personal support and AI assistance.
For the past 5 years, Converia has helped us reliably organize and manage both our major annual conference and our smaller events under our framework agreement. Since then, our processes have become much more structured, and our administrative workload has decreased significantly.
Frequently Asked Questions
Does Converia support our membership terms?
Manage member rates, discounted price tiers requiring verification, and complimentary honorary memberships using our ticket and pricing rules. Import your member data via CSV; Converia synchronizes the list during updates, and a direct-access link streamlines the registration process for members. We can discuss whether real-time validation via a live interface to your member management system is necessary during our consultation, as this depends on your specific setup.
What happens when our committee or team changes?
This is one of the main reasons why professional societies are switching to Converia. The review process, fee structure, and program logic are built into the system, not hidden in an individual's spreadsheet. A new committee takes over a documented status—including the structures from the previous year.
How much effort is involved in switching from our current process?
The transition doesn't happen in a single leap. We typically start with the next annual conference rather than mid-event. Importing data from Excel, legacy submission tools, and member or attendee lists is part of the onboarding process. A realistic timeframe is 4–8 weeks, depending on complexity.
How do these invoices help us with our annual financial statements?
Payments, invoices, and billing exports are stored in the same database as your registrations. Invoicing complies with VAT regulations, including e-invoices and reverse-charge procedures for intra-European B2B transactions with automatic verification of business status. Instead of reconstructing 47 invoices from tickets and emails in January, you can provide your accounting department with a complete, ready-to-use record.
Does Converia integrate with our membership management and accounting software?
Converia offers interfaces for common accounting, CRM, and identity management systems. Anything that cannot be connected directly can be integrated via API. We will discuss your specific integration needs during a consultation.
Where are our member and participant data hosted?
Our servers are located in Europe, and data processing is GDPR-compliant with data processing agreements in place. These contracts are specifically designed for scientific, medical, and association-based clients.