SICMF 2025 Congress

The 24th SICMF Congress was held in Naples from 11 to 14 June 2025. We designed and built the website and the system working behind its public pages: it took every abstract from submission to the room and time slot where it would be presented, and handled invitations, communications and tickets.

What we built

• Abstract submission. A call with a deadline and formats: abstracts come in through a form open only to registered users, and authors find them in their personal area with an up-to-date status.
• Processing in a single dashboard. The secretariat filters by status and congress, sees who has submitted more than one abstract, accepts or rejects, and opens each one’s PDF. At every change of status they choose whether to notify the author with a ready-made email.
• A schedule built from the abstracts. For each area you set the sessions and the length of the talks. The system creates the slots and assigns accepted abstracts by topic, making sure no author has two talks overlapping or too close together. Every assignment can be corrected by hand, and the last operation can be undone.
• From dashboard to programme. Every assigned abstract becomes a session in the public schedule, with room and time, and appears in the speaker’s personal area. The schedule can be exported room by room to lay out the final printed programme.
• Built-in invitations and communications. Speakers, moderators, panellists and surgeons operating live receive their session invitation from the website. They accept or decline from their area and propose a title for their talk, to be approved. Confirmations, withdrawals and new invitations go out with pre-set emails, and the secretariat receives the replies.
• Online ticketing. Tickets by category and for single days sold through the website, with reduced rates for those who registered early.
• Complimentary and prepaid tickets. From the dashboard the secretariat issues complimentary or prepaid tickets, for example covered by a sponsor: they choose the registered user or create the account, enter the sponsor, and the ticket is created just like those sold. A history filters what has been issued by sender and by sponsor.
• A personal area: My Congress. On a single page, every participant finds their abstracts, their roles with room and time, and their tickets.
• An international congress. The website speaks English for the faculty and international participants. Two congresses, SICMF’s and that of young European surgeons, run side by side in the same system with separate filters and schedules.

What we add

We focused on the schedule built from the abstracts: accepted ones are assigned to sessions by topic, and no author ends up with two talks overlapping or too close together. The secretariat can correct any assignment by hand.

When it makes sense. If you’re organising a congress with a call for abstracts, parallel rooms and a faculty to coordinate, you can manage abstracts, programme, invitations and tickets on the same website.