Lepton Photon 2025 Conference App — Offline Access, Live Updates
Project Snapshot
A Hybrid Symposium Spanning Time Zones
The Lepton Photon Symposium is one of the major biennial events in high-energy physics, alternating with ICHEP in the global calendar. The 2025 edition at the University of Wisconsin-Madison drew 1,200 in-person attendees and more than 500 remote participants streaming sessions from Asia, Europe, and South America. The hybrid format demanded a platform that could serve both audiences seamlessly.
Embedded Livestream Integration
HEPCon integrated YouTube livestream links directly into each session card, so remote participants could tap a session and immediately join the live video feed without searching for a separate streaming page. For in-person attendees, the same card showed the room number and floor map. This dual-purpose design meant one app served both audiences with no confusion.
Reminders Across Time Zones
Remote participants joining from Tokyo, São Paulo, or Geneva needed reliable reminders in their local time zone. HEPCon’s reminder system exported favourited sessions to attendees’ native calendars with time-zone-aware alerts. Over 12,000 personal reminder alerts were set across the week—an average of ten per active user—confirming that the hybrid audience treated the app as their primary scheduling tool.
Favourites and Personal Agendas
With seven parallel tracks and over 400 posters, Lepton Photon’s programme was too large to follow in full. HEPCon’s favourites feature let every attendee build a personal sub-schedule, visible as a filtered view in the timetable. The LOC observed that 68% of registered participants activated the app, and most of those built a favourites list within the first hour.
Offline Caching for an On-Campus Venue
The University of Wisconsin campus spread sessions across lecture halls with variable cellular reception. HEPCon’s offline caching ensured in-person attendees could browse the timetable, read abstracts, and check their favourites list even in rooms with no signal—an important detail for a campus venue with concrete-walled auditoriums.
The Challenge
- • Ensure smooth access to plenary and parallel talks
- • Support remote participants with hybrid streaming
- • Provide reliable mobile notifications across time zones
- • Help 1,200 in-person and 500+ remote attendees build personal agendas
The Solution
Full Indico import with multi-track navigation, embedded YouTube livestreams in each session card, reminders and favourites for personal agendas, time-zone-aware calendar export, push notifications for urgent updates, and offline-ready caching for in-person attendees.
The Results
- Embedded livestreams served 500+ daily remote viewers with one-tap access
- 12,000+ time-zone-aware reminders set across the five-day programme
- 68% in-person adoption with most users building favourites within the first hour
- Offline caching handled variable Wi-Fi across the Wisconsin campus
"HEPCon gave us a professional hybrid solution that worked seamlessly for both in-person and remote participants."
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Where this case study fits
This event is best described as Engineering & Physics. If you’re running a similar program structure, start here.