ConfTool Pro: Prepare and Organize Conferences Efficiently and Easily

ConfTool Pro is a software as a service product (software leasing), which we offer on a per-conference basis. We install the system on one of our servers and adapt the colors and logos / banner to those of your main conference website in order to ensure a smooth, high-quality user experience. We will be glad to assist you in case you have questions during the configuration and use of the system.

The submission and reviewing module of ConfTool Pro helps you to organize the submission and reviewing process of many different conference types. You can customize the system to meet your requirements: ask for online submissions or paper uploads, define topics, submission types, tracks and submission formats and opt for open or blind reviewing. For conferences with multiple committees, you can also work with the optional multi-track feature. You can even customize the system to meet the common wordings of your event. Are you missing a feature? Then ask us for bespoke programming.

Plan the agenda of your event with an easy scheduling process in ConfTool. Define locations, times and sessions and assign each accepted submission to one of them to make sure that everyone gets to present their ideas at your event. ConfTool will inform you in case of scheduling conflicts of presenters. You can assign session chairs and moderators to sessions and add a discussant to each presentation. Enable the “My Agenda” function and participants will be able to pick their favorite sessions and create their own personal schedule.

The ConfTool Pro conference agenda can also serve as a communication hub: It provides group and personal discussion functions for authors and participants. Use discussion boards to facilitate the communication between authors and participants. They can have discussions on whole sessions or individual presentations. Participants can also send messages to each other to stay connected.

ConfTool Pro can support you in organizing and conducting your conference as a virtual or hybrid event. Presenters can add media resources like presentation slides with audio narration or short videos to their presentations that other users will be able to access via the agenda. For each session and each presentation, you can additionally link to external resources like live streams, video conferencing tools or any other webinar software.

ConfTool Pro provides advanced functions to import user data into ConfTool and to export almost any data from the system. You may import and export data from ConfTool at any time and as often as you need. Exporting data from ConfTool Pro is supported in several formats such as Excel, Word, CSV, JSON and XML. You can also use your exported data in mobile apps like Conference4Me or Whova.

You can send customized invitation e-mails to certain groups of invitees like reviewers or invited participants. Provide discounts to individuals or groups by using invitation codes. After you have sent out the invitations, keep track of who accepted or refused them. Just to make sure: ConfTool does not offer e-mail marketing services.

The participant registration module of ConfTool Pro helps you to organize the registration process of your attendees and includes the management of participants and payments. Build your participant registration form with different participant groups, time discounts as well as any number of events and items. The registration form can also include conditions, dependencies, admission limits and further options. In case you are hosting a free event or your event is virtual – rest assured, ConfTool Pro has it all covered. You are stuck while setting up the form or unsure whether you got it all right? Just drop us a line and we will be happy to help you along.

You can offer several different payment options to your participants, such as bank transfer, PayPal or credit card (via Stripe). We can also connect ConfTool Pro to one of over 45 online credit card payment systems. Incoming payments are registered automatically for any online payment method. Please note: We are not a financial service provider. ConfTool GmbH is not involved in the payment process and we do not act as an intermediary, either.

We ensure full compliance with the General Data Protection Regulation (GDPR). All our servers are located in professional computing centers in Germany, no cloud services are used. We set up a separate database for each conference. All data will be deleted at the end of the project.