EPS-HEP 2023 conference app — Indico sync and sponsor analytics for 750 physicists in Hamburg

The European Physical Society Conference on High Energy Physics (EPS-HEP 2023) took place at the DESY campus in Hamburg, Germany, from 21 to 25 August 2023, welcoming around 750 participants. EPS-HEP is one of Europe's most important particle physics conferences, alternating biennially with ICHEP as a major community gathering.

The programme spanned 8 scientific tracks with 580 oral contributions and 500 posters, covering the full breadth of high-energy physics: from precision Higgs measurements and flavour anomalies to dark matter searches, neutrino physics, and instrumentation.

The Challenge: A Non-CERN Indico Instance

Unlike many HEP conferences that use CERN Indico, EPS-HEP 2023 was managed through the DESY Indico instance. The mobile agenda solution had to connect automatically with this separate Indico deployment, respecting its specific timetable structure and access permissions.

Additionally, the organisers wanted measurable sponsor visibility — not just logo placement, but concrete data on how many attendees saw and interacted with sponsor content.

How HEPCon Helped

HEPCon connected to the DESY Indico instance and imported the complete EPS-HEP 2023 timetable, demonstrating compatibility beyond the CERN Indico ecosystem. The sync kept the mobile agenda current as organisers adjusted sessions during the week.

Sponsor banners were displayed at natural agenda transitions, supported by an analytics dashboard that tracked impressions and click-through rates in real time. Push notifications communicated room changes and social event updates to participants.

Outcome

The successful integration with DESY Indico proved HEPCon's compatibility with multiple Indico deployments — a key consideration for organisers using institutional Indico instances. Sponsors received transparent engagement data, and attendees navigated the dense parallel programme with daily push updates and session-level filters.