The Journey with IUFRO and Invajo's Advanced Conference Solutions
2017 - The journey began when SLU (Swedish University of Agricultural Sciences) and Akademikonferens applied to host the IUFRO in Stockholm and needed a price quote from us. This is where our discussions and planning started.
2019 - SLU was honored with being chosen to host IUFRO 2024. At this point, we began setting up a detailed timeline, system configurations, and other important preparations.
2021 - We started implementing some of our systems, mainly our abstract system.
2022 - We opened the specific proposals for IUFRO via the abstract system. Those interested in leading sessions submitted proposals, with around 300 submissions received, 200 of which were accepted. A review and selection process followed, and we handled the communications related to this.
2023 - Abstract submissions for the accepted sessions began, with over 5,000 abstracts received in the first half of the year. The second half focused on the review and acceptance process. We also worked extensively on scheduling and assisted with the registration system. Registration opened on June 2nd.
2024 - In the spring, we managed scheduling, information distribution, uploading of presentations, collection of posters and presentation materials, as well as app development.
Not everything went as expected
We frequently had to follow up with authors, reviewers, and organizers. We also needed to develop the system further to meet evolving needs. Unfortunately, we encountered issues with an external service related to the poster session, which required us to liaise with their support team. Although the first two days were challenging, we resolved the issues for the remainder of the conference.
Overall, it was a remarkable journey, and we are proud of our role in making IUFRO 2024 a success.
Looking Back: Are you satisfied with the final outcome?
I am very satisfied with the results and the entire process. The trust we earned from others was particularly rewarding; they listened to and implemented many of our suggestions. What sets us apart is not just our expertise in abstract management but our understanding of the complexity involved in various types of meetings, particularly complex scientific conferences. We addressed challenge sat multiple levels and ensured the success of the event.
The IUFRO 2024 Scientific Committee sincerely appreciates the invaluable support from Invajo. Their expertise and knowledge were pivotal to the success of our event. The systems functioned very well, even for a congress of such scale and complexity. Their solution-oriented approach and professionalism ensured a smooth and enjoyable experience. Throughout our collaboration, Invajo proved to be a trustworthy and helpful partner. I can highly recommend Invajo for any future conferences across all fields.
Elena Paoletti, Research Director, National Research Council, Italy, Scientific Committee Chair, IUFRO 2024
You delivered top class and you have been one of the corner stones for the success of the Congress! It has been a true pleasure working with you!
Fredrik Ingermarsson, Director of IUFRO World Congress 2024
It has been a genuine pleasure working with you and your team. Your professionalism, dedication, and collaborative spirit have made this Congress both successful and enjoyable. I appreciate everyone's effort and hard work.
Karin Hornay, Project Manager for IUFRO World Congress 2024 at SLU
We didn’t just deliver a system for IUFRO 2024; we played a significant role in sharing our expertise, offering advice, and guiding the entire organization through the scientific management process. Our experience with a similar large-scale event, EUROMATH 2019, with 2,500 abstracts, was invaluable.”
Andreas Andersson, COO, Invajo
