Event design and provisioning
Guided event-creation wizard with configurable modules, timelines, submission deadlines, and dependency setup for repeatable launches.
Platform
Operational capabilities across setup, execution, and settlement.
vCongress supports organizers, staff, reviewers, and participants in one connected system designed for scientific conference operations.
The same platform serves two commercial lanes: an Event Package for a single conference (runtime until 3 months after the event) and a SaaS Partnership for organisations with recurring events. See Event Package and SaaS Partnership pricing.
Core modules
Program and abstract workflows
Manage abstract intake, reviewer assignment, ratings, and editorial decisions with dedicated organizer and participant interfaces.
Participant workspace
Give participants a focused event portal for settings, submissions, options, notifications, and payment/invoice context.
Finance operations
Maintain invoice and transaction context in one workflow, including reminders, overdue handling, refunds, print output, and cancellation support.
Communications at scale
Dispatch targeted notifications with previewed recipient sets before sending to reduce communication risk.
Admin and governance tools
Manage accounts, role groups, notifications, and event-related activity visibility in one operational environment.
Commercial and usage visibility
Show tenant teams their plan, fair-use indicators, and event-level billing summary without exposing catalog, override, or invoice-trigger controls.
Public event presentation
Maintain public event pages, supporter sections, schedules, and searchable abstracts from the same structured event data.
Enterprise identity paths
Use tenant OIDC/SSO for organizer and participant access policies when enterprise identity is part of the event requirements.
Event dashboard
Operational overview of an event's modules, deadlines, and status.
Module configuration
Compose event modules, deadlines, and policy settings.
Scientific program builder
Structure sessions, talks, and the program timeline.
Abstract management
Track submissions, review status, and decision workflows.
Participant operations
Filter, segment, and act on participant records.
Activity timeline
Chronological log of operational actions and actors.
Specialized workflows in production
Cancellation policy engine
Configure fee windows and evaluate expected refund/fee outcomes before policy execution.
Payment integration readiness
Configure payment-provider behavior and align checkout execution with event-specific rules.
Passkey-capable authentication
Offer modern account security options alongside traditional authentication flows.
Tenant OIDC and SSO
Connect standards-compliant OIDC providers such as Microsoft Entra ID or Keycloak with role allowlisting and local-login policy.
Public export retry path
Keep public schedules, abstracts, and web presentation payloads aligned through retry-aware static exports.
Notification governance
Preview recipient scopes before dispatch and keep communication processes operationally controlled.
Custom Solutions
Tailored to your congress, without losing standardization
We productize custom development: your process gets a precise fit while vCongress remains one maintainable platform. No isolated client forks, no agency-style dependency.
Level 1
Configuration
Forms, logic, limits, coupons, and branding configured without custom code.
Included in SaaS onboarding
Level 2
Reusable extensions
Advanced workflows and reports delivered as reusable platform modules.
€1,500 - €5,000 one-time + optional maintenance
Level 3
Custom projects
High-end integrations and special portals, always built on the same core platform.
€5,000 - €25,000+
Extension packages
Advanced registration and pricing
Conditional fields, multi-tier pricing, coupons, and institution-ready registration flows.
Starting at €1,800
Abstract and review workflow package
Submission stages, reviewer assignment, scoring criteria, and decision automation.
Starting at €2,500
Reporting and data insights package
Operational dashboards, custom exports, and real-time metrics for program and finance teams.
Starting at €1,500
Integrations and automation package
Connect CRM, university, identity, and payment systems with API-driven synchronization.
Starting at €3,000
Enterprise identity package
Tenant OIDC, event-level SSO policy, claim mapping, account provisioning, and break-glass local-login design.
Scoped as Enterprise integration
Pricing baseline: Event Package from €990 one-time; SaaS from €490/month + reduced event execution from €290/event.
How custom delivery stays scalable
1. Workflow analysis
We map where your team loses time and where process friction creates risk.
2. Modular extension design
Features are scoped as package outcomes, not hourly open-ended implementation.
3. Delivery in one extension layer
Feature flags, modular services, and dynamic UI activation keep one product architecture.
4. Co-development option
Selected roadmap features can be co-financed with clients and then reused across tenants.
Why this model outperforms classic custom software
Typical project softwarevCongress extension model
Fixed workflows, heavy workaroundsProcess-fit modules with configurable controls
Customer-specific forks to maintainSingle platform with reusable feature modules
Hourly scope creep and unclear outcomesPackage pricing with defined delivery outcomes
Slow updates and expensive lifecycle supportShared roadmap velocity with stable maintenance
Outcome
Fewer context switches
Event, participant, finance, and communication teams work from one source of operational truth.
Predictable delivery
Reusable event patterns and structured workflows reduce launch risk and operational variance.
Flexible and scalable at once
Your team gets process-specific workflows while platform operations stay standardized and future-proof.