Host your first professional conference with an experienced partner.
You are organizing a scientific conference for the first time—without a template, without a routine, and alongside your daily business. Converia supports you from the call for papers to the final billing: with personal setup consulting, support that knows your conference, and structures proven over more than 20 years.
The first time around, it’s not the software you’re missing. It’s someone who already knows the ropes.
Three situations everyone knows when organizing their first professional conference:
Which steps are actually involved?
Call for papers, submission, review, program, registration, organization, billing: the components are well-known, but their sequence and dependencies are not. You don't need a tool as much as you need a clear roadmap.
When should the call for papers go out?
Twelve months can feel like a long time. However, the call for papers, submission deadlines, reviews, and program planning all take time. If you are planning these deadlines for the first time, it is easy to underestimate how early you need to start preparing.
What if I overlook something?
There is no predecessor and no checklist. Yet, you are responsible for ensuring everything is ready on the day of the conference. It’s not the known tasks that cause worry, but the things no one thinks of the first time.
The first time around, it’s not the software that’s missing. It’s someone who already knows the process—and a database where every step builds on the last. That is exactly where Converia comes in.
A connected conference process based on a single database
When organizing a conference for the first time, you usually have to piece the workflow together from various tools: one for submissions, an Excel sheet for registrations, and something else for invoicing. That is exactly where gaps appear and you start to wonder if everything still aligns. In Converia, every person involved is a single data record—author, reviewer, attendee—and every step accesses the same central database.
Manage your data through this central database:
Publish your call for papers including topics, presentation formats, and submission deadlines
Collect submissions as abstracts, full papers, or presentations via a submission form with your own custom required fields
Have submissions evaluated during the review process, optionally using a double-blind procedure, and make acceptance decisions
Plan your program from accepted submissions—with parallel tracks, rooms, and times, all conflict-free
Manage registrations with pricing tiers and groups requiring verification, such as student rates
Generate invoices in accordance with applicable tax regulations and transfer the data to accounting
Check in on-site via QR code, print badges, and generate participation certificates based on check-ins
How Converia guides you through
Your first conference
You aren't starting with a blank interface and a manual. The Converia team has been supporting scientific and professional conferences for over 20 years – and we know exactly where first-time organizers tend to get stuck. Here is how we support you:
If you wish, you can clarify the steps of your conference, their sequence, and the requirements of your format in a personal setup consultation.
You reach real people instead of an anonymous helpdesk: our German-speaking support team is familiar with your conference and answers questions within their specific context.
The Converia team can set up your conference for you upon request. This way, you start with a suitable structure instead of a blank editor.
For rotating conferences, you can build on the previous year's event by using established submission forms, review processes, and pricing structures.
As you build your registration form, you can see exactly what the participants see. This ensures you aren't setting up the registration process in the dark.
What Converia covers for your first professional conference
From the call for papers to final billing, Converia covers the entire conference process on a single data platform – so you don't have to piece it together from various individual tools.
Submission and review process
Allow abstracts, full papers, and presentations to be submitted via a submission form and evaluated during the review process, optionally using a double-blind procedure with reviewer assignment based on your criteria.
Centralized contact database
Manage authors, reviewers, and participants in a shared database with individual conference histories, instead of copying data between separate lists.
Automated invoicing
Generate invoices automatically in compliance with VAT regulations as PDFs on your own letterhead, and transfer data to your accounting department via existing interfaces for DATEV, Sage, and SAP – with e-invoicing coming soon.
Personalized setup consultation
Start with a personal setup consultation and German-speaking support from people who know conferences—the Converia team can even set up your conference for you upon request.
Onsite check-in and certificates
Verify access permissions via QR code, print badges at the counter, and generate PDF participation certificates based on recorded check-ins.
Copy conference as template
If you are taking over a rotating conference, you can build on the previous year's setup after consulting with the former team—using proven forms, workflows, and rates as a starting point.
Registration and verified rates
Offer rates for different groups, including early-bird tiers and verified rates such as student pricing with document upload.
Program planning with collision protection
Create a program with parallel tracks, rooms, and time slots from accepted submissions – Converia automatically schedules accepted contributions and prevents scheduling conflicts for speakers.