Managing Competitions with CONREGO

Competition submissions can be tricky—especially when the number of participants grows and each entry requires careful consideration. Whether you’re organizing an art contest, a grant competition, or a program supporting young researchers, one thing is clear: the earlier you implement a structured process, the less improvisation you’ll need later.

Our Event Management Tool allows you to automate this process—without having to build a custom solution from scratch.

A Flexible Submission Form

Every competition has its own specifics. Some require a PDF file and a portfolio link; others need a video presentation or a signed declaration. That’s why, in CONREGO, you don’t work from a fixed template. Instead, you build your own form—from scratch, tailored to the type of competition, participant profiles, and submission flow.

You can:

• define custom fields and data types (text, file upload, link, checkbox),
• set limits for input length or number of attachments,
• create conditional paths based on submission type,
• enable multilingual versions—perfect for international competitions.

This means you collect exactly what you need—without email attachments and last-minute clarifications.

Submission Categories and Organizer Workflow

While configuring your form, you can define submission categories—like “short film,” “photography,” “essay,” or “scientific concept.” Participants choose a category during submission, and you—as the organizer—can later adjust that choice in the admin panel if needed.

Once the evaluation stage is complete (even if jury work happens outside the system), you can assign a status to each submission, such as “accepted” or “rejected.” This status change can trigger an automatic email to participants, informing them of the outcome and next steps.

Participants Stay in Control

After submitting their entry, the participant can (if you allow it—by changing the status to "started") return to the form, update the uploaded file, change contact details, or complete missing information. You control how long this window stays open and whether edits are possible after submission.

That means no need for back-and-forth emails—and your team saves valuable time.

Automated Notifications and Results Publishing

The system can automatically send confirmation emails, reminders about incomplete submissions, or notifications about final decisions. You can use ready-made templates or create your own—branded to match your event.

If you're planning to announce the results publicly, you can add a dedicated section to the event website or send personalized messages to each participant.

Secure Data Handling

Every competition entry contains personal data and creative materials that need to be handled securely. CONREGO is GDPR-compliant and allows easy management of data processing consents, publication permissions, and marketing agreements.

No more worrying about files sitting in inboxes—all submissions are safely stored on secure servers, accessible only to authorized users.

One Tool, Many Applications

Managing competition submissions is just one of many ways to use event management software. The same system can support event registration, grant applications, speaker proposals for conferences, or recruitment for public projects.

Each time, you save time—and avoid chaos.

Want to see it in action? Book a free demo and discover how CONREGO can support your next competition—from call for entries to the final results.

Joanna Chrościechowska