Conference support that gives you more time for the programme

Activo supports your conference with delegate registration, payments, the abstract process and on-site check-in. This gives your programme committee more time for speakers, sessions and sharing knowledge. Your committee stays in charge of the content.

Preparing a conference often sits alongside your work at an association, research institution or healthcare organisation. You want to assess submissions and build a coherent programme. Meanwhile, delegates need an amended invoice, want to change their session choices or ask for practical information. These recurring tasks are well suited to a partner who manages the registration process.

Give everyone a clear responsibility

Your committee sets the themes, selects speakers and decides which contributions belong in the programme. Activo sets up the registration process and selected modules, and supports delivery. When you choose a managed service, you have one dedicated project manager for preparation and coordination.

Before you start, decide who approves changes, who handles delegate enquiries and when information needs to be final. Include support on the conference day. Everyone then knows which questions belong with the committee and which can go directly to Activo.

Keep registration and payments organised

Members, non-members, students and speakers do not always need the same registration journey. Activo tailors the form to your delegate groups, with the relevant fees and information fields. For paid registration, you also collect billing details such as the organisation, department and invoice reference.

With the online payment module, delegates pay during registration. A successful payment is followed by a confirmation with a PDF invoice and e-ticket. You have an overview of registrations and payment statuses, helping you answer delegate enquiries and prepare with your finance team.

Explore Activo’s online payment module

Stay on top of abstracts and session choices

For conferences with abstracts, Activo supports the process from submission through review to communicating the outcome. Authors submit their contributions online. Reviewers access their own account through a personal link and see only the abstracts assigned to them.

Reviewers assess the content; your committee decides which submissions to accept and whether they will become presentations or posters. Activo supports this process with the Abstract & Review Module. You can track progress and see which reviews are still outstanding, making it easier to follow up.

For session registration, you specify the capacity of each session. Delegates choose from the available options. If you also want to track interest in fully booked sessions, you can set up a waiting list. Each delegate’s personal programme provides an overview of their choices.

Prepare for arrivals and keep the programme up to date

Would you like support with the welcome too? Activo can take care of on-site check-in and badge issuing. Before the event, we establish the staffing, equipment and procedures, including how changes will be handled. This gives the committee time to welcome speakers and oversee the programme.

The Event App gives delegates access to their programme, room information and practical details. When something changes, you update the information and send a targeted message where needed. Current information stays available in one place.

Do you need attendance records for accreditation? We set up attendance registration around the required checkpoints, such as individual sessions. After the conference, you have attendance data to process in line with the accrediting body’s requirements.

A real-world example

For the NVGE Digestive Disease Days, Activo brought delegate registration, abstract management, communication and programme management together in one conference platform. Reviewers assessed their assigned submissions while the committee monitored progress centrally. The Event App gave delegates access to their personal programme and e-ticket.

Read the NVGE Digestive Disease Days case study

Frequently asked questions about conference support