Skip to main content

Creating a new conference: basic data, languages and copy template

This article explains how to create a new conference (event) in Converia, including required fields, languages and optional data transfer from a template or previous conference.

Overview

When creating a new conference, only a few basic details are required initially (e.g. name, abbreviation, languages). The new event can be created using a copy template or a previous conference to carry over settings and content. You then configure the detailed basic settings (date, location, etc.) in the central settings.

Prerequisites

  • Access to Administration → All conferences → Create conference, or

  • Access to the backoffice and permission to create conferences for your own organisation (from Converia v9.2 onwards)

Configuration / Procedure

Creating a new conference

  1. Navigate to

    1. Administration → All conferences → Create conference, or

    2. create a conference via the backoffice dashboard (no event selected).

  2. Enter the required basic data:

    • Conference name

    • Start date / End date

    • Organization (usually preselected)

    • Uses Converia Pay Yes/No

    • Abbreviation (max. 15 characters including spaces)

    • Internal description (cannot be changed later; internal abbreviation in the file system; not visible in the frontend)

    • Primary language and, if applicable, Select languages for secondary languages

Data transfer from template events

  1. Check whether the new conference should …

    • be created from a Converia copy template (e.g. !Kopiervorlage), or

    • be based on a previous conference (the previous year's event).

  2. Optional: Adjust the Enhanced options for the data transfer, e.g.:

    1. Import personal data (optional; consider data protection)

    2. Copy parameters of pre-registration (recommended if pre-registration is used)

    3. Copy custom fields (additional fields from the previous event)

    4. Copy questions and answers (recommended if the offer structure is being carried over)

    5. Copy badge groups (only possible if questions and answers are copied)

    6. Copy paper submission parameters (including emails) (strongly recommended)

    7. Copy topics (recommended)

    8. Copy paper submission mail templates only (alternative to “Copy paper submission parameters (including emails)”)

    9. Connect template domains with new conference (required)

    10. Copy articles (recommended to carry over standard CMS articles and page structure links)

    11. Copy category assignment (recommended if the previous conference is assigned to a custom category in the conference overview)

  3. Create the conference, then use the search field to switch to the new event.

Note: If a language is not available in the template event, either use a template event that contains all the required languages, or select only the available languages and manually add the subportal for the missing language afterwards.

Notes

  • Frontend users can use their existing accounts for new events, regardless of whether data is transferred.

  • If personal data is transferred, check the applicable data protection requirements for your event beforehand.

  • The enhanced options for transferring data from template events are preset to suit most use cases. Changing these settings is generally unnecessary and only useful in special cases.

  • Once created, events cannot simply be deleted in Converia. Instead, they are deactivated or, if required, their data is properly cleared using the Data cleansing function in compliance with data protection requirements.

FAQs

Can I change the conference name later?

Yes. The conference name can be changed later. The internal description cannot be changed later.

Did this answer your question?

Related Articles