Events

Events

End-to-End Digital Infrastructure for Academic Conferences

Streamlining Every Aspect of Scholarly Events from Abstract Submission to Post-Conference Publication

CONVE International's Event Management System provides complete digital solutions for academic conferences, seminars, workshops, and webinars. Built on our extensive experience managing events through GlobalMeetX and ConfMeets, our platform handles every stage of academic event management – from initial planning and abstract submission to live event execution and post-conference publication.

Our Comprehensive Event Management Ecosystem:

Pre-Event Management Suite:

Abstract & Submission Management:
  • Custom Submission Portals: Tailored forms for different presentation types (oral, poster, workshop)
  • Multi-Track Conference Support: Handling parallel sessions and thematic streams
  • Blinded Review System: Anonymous peer review with scoring rubrics and comment management
  • Automated Acknowledgement: Immediate confirmation emails to submitters
  • Revision Management: Handling author revisions and resubmissions
  • Decision Communication: Automated notification of acceptance/rejection with reviewer feedback
Registration & Payment Processing:
  • Tiered Registration System: Early bird, regular, student, and group rates
  • Multi-Currency Support: Global payment processing in USD, EUR, GBP, and local currencies
  • Secure Payment Gateways: Integration with Stripe, PayPal, and regional payment processors
  • Invoice Generation: Automated professional invoices for institutions and individuals
  • Discount Code Management: Special rates for society members, speakers, and sponsors
  • Waitlist Management: Automated handling of oversubscribed events
Program & Schedule Management:
  • Dynamic Program Builder: Drag-and-drop interface for session scheduling
  • Conflict Detection: Automatic checking for scheduling conflicts and presenter availability
  • Abstract Book Generation: Automated creation of conference proceedings
  • Mobile App Sync: Real-time synchronization with conference mobile applications
  • Last-Minute Changes: Quick updates with automatic notification to affected participants
Communication & Marketing Tools:
  • Automated Email Sequences: Pre-event reminders, updates, and instructions
  • Participant Management: Tracking communication with different attendee categories
  • Social Media Integration: Easy sharing and promotion tools
  • Analytics Dashboard: Monitoring registration trends and engagement metrics
  • Custom Branding: Full conference branding throughout the system

During-Event Management Platform:

Virtual & Hybrid Conference Capabilities:
Live Streaming & Video Management:
  • HD Video Streaming: High-quality live streaming for virtual participants
  • Multiple Session Support: Concurrent streaming of parallel sessions
  • Recording & Archive: Automatic recording of all sessions for on-demand access
  • Technical Support: Live assistance for presenters and attendees
  • Bandwidth Optimization: Adaptive streaming for different connection qualities
Interactive Session Features:
  • Live Q&A Systems: Moderated question submission and voting
  • Real-Time Polling: Instant audience feedback and engagement
  • Breakout Rooms: Small group discussions and workshops
  • Chat & Networking: Public and private messaging between attendees
  • Hand Raise Features: Virtual participation in live discussions
Physical Event Support:
  • Check-In Management: QR code scanning and badge printing
  • Session Attendance Tracking: Monitoring participation across sessions
  • Venue Management: Room capacity monitoring and scheduling
  • Exhibition Hall Management: Booth assignments and visitor tracking
  • Emergency Communications: Mass notification system for important announcements
Mobile Conference Companion App:
  • Personalized Schedules: Custom agendas for each attendee
  • Interactive Maps: Venue navigation and room locations
  • Speaker Information: Bios, abstracts, and presentation materials
  • Networking Tools: Attendee directory and meeting scheduling
  • Push Notifications: Real-time updates and reminders
  • Offline Access: Essential information available without internet

Post-Event Management Solutions:

Proceedings & Publication Management:
  • Automated Proceedings Collection: Gathering presentations and supplementary materials
  • Quality Control: Verification of presentation files and metadata
  • Journal Submission Pipeline: Seamless transfer to GlobalMeetX or ConfMeets journals
  • DOI Assignment: Persistent identifiers for conference papers
  • Open Access Management: Handling publication fees and licensing
Evaluation & Analytics:
  • Feedback Collection: Session evaluations and overall conference surveys
  • Impact Analysis: Measuring engagement and satisfaction metrics
  • ROI Reporting: Analysis for sponsors and organizing committees
  • Attendance Analytics: Participation patterns and engagement levels
  • Financial Reporting: Revenue, expenses, and profitability analysis
Certificate & Accreditation Management:
  • Automated Certificate Generation: For presenters, attendees, and reviewers
  • CME/CPD Tracking: Continuing medical education credit management
  • Attendance Verification: Documentation for institutional reporting
  • Digital Badges: Shareable credentials for professional profiles
Archive & Knowledge Management:
  • Complete Event Archive: All materials preserved for future access
  • Searchable Database: Easy retrieval of presentations and discussions
  • Community Continuation: Forum discussions and ongoing networking
  • Annual Conference Series: Management of recurring events

Special Features for Academic Publishing Integration:

GlobalMeetX Conference-Journal Integration:
  • Seamless Manuscript Transfer: Conference papers to journal submission
  • Special Issue Creation: Conference proceedings as journal special issues
  • Extended Abstract Publication: Conference materials in journal format
  • Peer Review Continuity: Reviewers from conference to journal process
ConfMeets Rapid Publication Workflow:
  • Fast-Track Publication: Expedited review for conference-presented research
  • Community Review: Conference feedback incorporated into publication process
  • Open Discussion: Conference Q&A continued as article discussions
  • Version Management: Tracking from abstract to final publication
ACS Portal Event Coordination:
  • Internal Event Management: Company meetings and training sessions
  • Editorial Board Meetings: Virtual gatherings for journal teams
  • Reviewer Workshops: Training and coordination for peer reviewers
  • Cross-Journal Events: Multi-journal conferences and seminars

Technical Architecture & Security:

Platform Infrastructure:
  • Cloud-Based Architecture: Scalable AWS/Azure infrastructure
  • Global CDN: Fast content delivery to participants worldwide
  • Database Optimization: High-performance handling of large attendee databases
  • API-First Design: Easy integration with existing systems
  • Mobile Responsive: Full functionality on all devices
Security & Compliance:
  • Data Protection: GDPR-compliant handling of participant information
  • Payment Security: PCI DSS compliance for financial transactions
  • Access Control: Role-based permissions for different user types
  • Backup Systems: Regular backups and disaster recovery planning
  • Privacy Features: Control over personal information sharing
Accessibility & Inclusion:
  • WCAG 2.1 Compliance: Accessible to participants with disabilities
  • Multi-Language Support: Interface and content in multiple languages
  • Time Zone Management: Automatic scheduling adjustments for global participants
  • Cost Accessibility: Options for researchers from low-income countries
  • Technical Requirements: Support for varying levels of technical capability

Our Implementation Process:

Phase 1: Planning & Configuration (2-4 weeks)
  • Event requirements analysis and planning
  • System configuration and branding
  • Workflow design and testing
  • Team training and preparation
Phase 2: Pre-Event Management (Ongoing)
  • Abstract submission portal setup and monitoring
  • Registration management and communication
  • Program development and scheduling
  • Participant support and assistance
Phase 3: Live Event Support (During Event)
  • Technical support and troubleshooting
  • Real-time monitoring and management
  • Emergency response and contingency planning
  • Participant engagement and facilitation
Phase 4: Post-Event Processing (1-4 weeks)
  • Proceedings collection and organization
  • Evaluation analysis and reporting
  • Financial reconciliation and reporting
  • Archive creation and knowledge management

Why Choose CONVE Event Management System?

Academic Publishing Expertise:
  • Built by publishers for academic events
  • Understanding of scholarly communication workflows
  • Experience with peer review and publication processes
  • Knowledge of academic standards and ethics
Proven Track Record:
  • Successfully managed hundreds of academic events
  • Handling events from 50 to 5,000+ participants
  • Experience with diverse academic disciplines
  • Positive feedback from organizers and participants
Comprehensive Solution:
  • Single platform for all event management needs
  • Integration with publishing workflows
  • Support for all event formats (virtual, hybrid, in-person)
  • Scalable for events of any size and complexity
Ongoing Support:
  • Dedicated account management for each event
  • 24/7 technical support during critical periods
  • Regular updates and feature enhancements
  • Training and documentation for organizing teams

Pricing & Packages:

Basic Conference Package:
  • Up to 500 participants
  • Abstract submission and review
  • Basic virtual conferencing
  • Standard support
  • Starting at $2,999 per event
Professional Conference Package:
  • Up to 2,000 participants
  • Advanced virtual features
  • Mobile conference app
  • Enhanced analytics
  • Priority support
  • Starting at $4,999 per event
Enterprise Event Solution:
  • Unlimited participants
  • Full hybrid capabilities
  • Custom integrations
  • Dedicated support team
  • Publication workflow integration
  • Custom pricing based on requirements
Annual Subscription:
  • Multiple events per year
  • Volume discounts
  • Platform customization
  • Ongoing support and updates
  • Starting at $9,999 annually