Medical Device Sterilization Workshop 2025
Project Snapshot
Where Particle Accelerators Meet Medical Device Regulation
The Medical Device Sterilization Workshop is a unique event hosted at Fermilab that brings together an audience rarely seen at physics facilities: medical-device manufacturers, regulatory specialists, sterilisation-service providers, and accelerator physicists. The 2025 edition drew 180 attendees for a two-day hybrid programme exploring X-ray and electron-beam sterilisation technologies as alternatives to ethylene oxide. It was HEPCon’s first deployment for a workshop at the intersection of physics infrastructure and medical regulation.
Hybrid Sessions with Slide and Video Links
Morning sessions ran in hybrid format, with in-person talks at Fermilab’s Wilson Hall broadcast live to remote participants. HEPCon’s session detail pages included direct links to slides and video recordings, so attendees—whether present or remote—could find every resource from a single card. Seventy percent of app users opened at least one slide or video link during the two days.
Separating Morning Hybrid and Afternoon Education Blocks
The programme had a distinct structure: mornings featured hybrid research presentations, while afternoons offered in-person-only education blocks and hands-on demonstrations. HEPCon’s day/session filters cleanly separated these two modes, so remote participants could see exactly which sessions they could join and which were on-site only—eliminating a common source of confusion from prior years.
Offline Caching at Fermilab
Fermilab’s Wilson Hall has strong Wi-Fi, but the adjacent technical areas used for afternoon demonstrations had limited connectivity. HEPCon’s offline caching ensured attendees could still check the agenda and session details while walking between buildings on the Fermilab campus.
A Cross-Industry Audience
Unlike most HEPCon deployments, this workshop’s audience included people who had never heard of Indico or conference apps. The LOC appreciated that HEPCon’s interface required zero explanation: the agenda, session details, and slide links were accessible from a straightforward mobile-first layout that worked for regulatory professionals and physicists alike.
The Challenge
- • Make a hybrid sterilisation workshop easy to follow across in-person and virtual participation
- • Help attendees navigate morning hybrid sessions and in-person afternoon education blocks
- • Provide fast access to slides and videos for technical talks and regulatory updates
- • Support a mixed audience from manufacturers, regulators, sterilisation vendors, and laboratories
The Solution
HEPCon ingested the Indico programme from Fermilab’s Indico instance, exposing a clean mobile agenda with separate views for morning hybrid sessions and afternoon education blocks. Session detail pages linked directly to slides and recordings. Offline caching covered the technical demonstration areas with limited connectivity.
The Results
- Slides and video links accessed by 70% of app users directly from session cards
- Clean separation of hybrid morning and in-person afternoon blocks eliminated confusion
- Offline caching handled connectivity gaps in Fermilab technical areas
- Zero-explanation interface worked for regulators, manufacturers, and physicists alike
"The app helped our diverse audience keep track of hybrid sessions, education blocks, and all the slide links without getting lost in email threads."
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Where this case study fits
This event is best described as Medical & Prevention Science. If you’re running a similar program structure, start here.