How it works
From first invitation to final session.
A congress has a shape that is broadly the same whether it convenes two hundred scholars or two thousand: a long preparation, a short and intense period on site, and an afterwards that determines whether attending was worthwhile.
Sympozio follows that shape across five stages. Each one builds on what the previous stage recorded, which is the practical reason the same information is never entered twice — and why the registration desk on the first morning is working from what the secretariat set up six months earlier, rather than from a spreadsheet exported the night before.
Step 01
Set up the event
The organising team describes the congress: the programme of sessions with their times, rooms and types; the venue expressed as areas that staff can be posted to; the participating institutions; and the tiers an attendee can hold, each bundling the entitlements that tier includes. This is configuration rather than development — the secretariat does it directly, and revises it as the programme changes, which it will.
Typically begins months ahead, alongside the call for papers.
Step 02
Invite attendees
Invitations are issued as single-use codes, distributed as a code, a join link or an email — one at a time for an individual guest, or in bulk when a partner institution registers a delegation. Each invitation carries its tier, so when the code is redeemed the attendee lands in the platform with precisely the right access already applied. Guests who will not self-register, such as keynote speakers and officials, are given accounts directly with a one-time activation link.
The tier travels with the invitation, so entitlements never need reconciling later.
Step 03
Run the event on site
At the registration desk and the doors, volunteers scan QR badges with their own phones and check attendees in with a single tap, producing one authoritative record of who has arrived. The same scan shows what that person is entitled to, which is what makes dining and session access controllable without printed lists. Attendees who need help raise a request from their own app; a volunteer claims it, resolves it in conversation, and closes it.
The busiest hours of the congress are the ones the platform is designed around.
Step 04
Enable networking
Within the windows the organiser has defined, attendees suggest, accept and decline colleague meetings, with availability and conflict handling so that nothing is double-booked. They browse the participant directory and the institutions represented, message one another, and share contact cards. Every part of this is governed by each attendee’s own privacy settings, which they control and can change at any point.
Structured around the programme, not layered on top of it.
Step 05
After the event
The directory, the messages and the professional connections made during the congress remain available to attendees, so the value of having been there does not expire when the closing session ends. For the organisation, the platform is not consumed: it is reconfigured for the next congress, retaining the structure and the institutional knowledge already encoded in it.
The platform is reusable and white-label by design.
Walk through it with your own congress in mind
We would rather show you the platform handling your event than a generic one.
Request a demonstration