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Medical Congress Platform for the NVGE Digestive Disease Days
The Nederlandse Vereniging voor Gastroenterologie organizes the Digestive Disease Days twice a year: a spring congress and an autumn congress for more than 1,000 medical specialists, researchers, and healthcare professionals. The congress serves as a central platform for sharing the latest developments in gastroenterology. To efficiently organize both congresses, there was a need for one central environment for participant registration, abstract handling, exhibitor management, scientific program creation, and participant communication.
One Central Medical Congress Platform for registration, abstracts, and communication
For the Digestive Disease Days, Activo developed an integrated Medical Congress Platform in which all organizational processes come together. Through the congress website, participants could easily register, view their program, and gain direct access to relevant congress information. At the core of the platform was the Abstract & Review Module: a structured digital environment supporting the entire process from submission to program decision-making, without relying on email communication or separate spreadsheets.
User-friendly abstract submission for researchers
For researchers and authors, submitting an abstract was made as simple as possible. Through a clear, step-by-step submission environment, authors were guided through the form: from entering the title, authors, and topic to uploading the abstract text itself. Mandatory fields and instant validation prevented incomplete submissions from being submitted.
After submission, authors could access their submission through a personal login until the submission deadline and make adjustments if necessary. This eliminated the need for the organization to act as an intermediary for corrections and kept the administrative workload minimal for both sides.
Structured review Process for the scientific committee
Reviewers evaluated submissions through a structured online assessment environment specifically designed for scientific peer review. Each reviewer only saw the abstracts assigned to them, without distractions from other submissions or committee members.
For each abstract, reviewers could assign scores based on predefined evaluation criteria, such as scientific quality and relevance. Additional space was provided for substantive comments. The structured setup ensured consistent evaluations and made comparing scores straightforward.
The organization monitored the review process in real time through a central dashboard: how many abstracts had been reviewed, which were still pending, and where multiple reviewers disagreed. This always gave the scientific committee complete oversight, even when reviewers were working remotely across the country or from clinical environments.
Efficient participant registration and a professional congress experience
In addition to the scientific process, Activo also managed the complete participant registration and exhibitor registration for more than 35 participating organizations. Through the responsive congress website, different target groups could easily register and manage additional information.
The integrated Event App provided participants during the congress with direct access to their personal program, up-to-date congress information, and a digital e-ticket for fast on-site access control.
To keep participants well informed throughout the entire process, a mailing workflow was implemented with invitations, registration confirmations, practical congress information, and reminders.
A scalable digital solution for medical congresses
With the integrated congress platform, the organization of the Digestive Disease Days had one central environment for registration, abstract management, communication, and program management. The abstract process became fully digital: from submission by authors to review by reviewers and the final composition of the scientific program.
The combination of user-friendly workflows, real-time insights, and automated processes resulted in less manual administration and a professional experience for participants, authors, the organization, and the scientific committee alike.
