Success Story ETS 2008

The challenge

»New Challenges in Earth’s Dynamics« – was the claim of the 2008 ETS international conference, hosted by the Department for Applied Geophysics of Friedrich-Schiller-University Jena from September 1st through 5th, 2008. The organizers expected the submission of approximately 100 scientific papers and 150 conferees. In the past, conference registration and paper submission were handled by fax and mail which proved to be extremely time-consuming and error-prone.

The solution

With the introduction of Converia many work processes were standardized and simplified which led to a much higher quality of the event itself. All conferees received an electronic invoice in pdf-format upon registration, together with a confirmation document. This way postage and print costs were greatly reduced and the amount of staff members could be kept at a minimum. The integrated online payment guaranteed for smooth credit card and debit card transactions, reducing the number of conferees paying in cash at the conference counter. The check-in module also speeded up the check-in process which raised the satisfaction of the conferees.

Furthermore, Converia created the corporate design of the ETS 2008 conference and produced all print products such as the conference and call for paper invitation flyers, posters, conference folder, name tags and the official proceedings with all submitted papers.

The ETS 2008 Converia package in detail

At ETS 2008 Converia handled the following tasks:

• Online conference registration
• Automated emailing of invoices and payment confirmation
• Supervision and clearance of payment transactions
• Paper handling (submission and reviewing of papers)
• Support during check-in of conferees at conference counter
• Automated printing of name tags and room lists

Converia supported the conference organizers by providing the following services:

• Development of corporate design
• Programming of conference website
• Design and manufacturing of all print products:
  • Proceedings/abstract volume with a total of 200 pages
  • Conference binder and bags
  • Conference flyers
  • Posters and name tags
  • Signage