The Conference App for Internal R&D Summits
Offline-first access and GDPR-first data handling for internal summits where confidentiality matters — private deployment and SSO available by arrangement. Built on the engine that runs flagship conferences with hundreds of contributions.
Don't Put Trade Secrets on a Shared Public Platform
Internal R&D summits are where your company's future strategy is discussed, roadmaps are presented, and competitive intelligence is shared. Generic event apps run all clients on shared infrastructure — your session content, speaker materials, and attendee list sitting alongside thousands of other events.
For internal events with elevated requirements, HEPCon supports private-container and self-hosted deployments by special arrangement, with attendee access through your SSO provider. These setups are scoped per engagement with the enterprise team — deliberately not off-the-shelf, because your security review shouldn't be either.
- Discreet by design — no per-event app-store listing; event-visibility options scoped by arrangement
- SSO via any OIDC-compliant provider: available on request
- EU hosting by default (Frankfurt); alternative data-residency including on-premise by arrangement
- Full offline access — works in shielded labs, secure facilities, and underground R&D centres
Includes security questionnaire support and documentation for IT approval processes. Contact enterprise team →
Enterprise Grade
Designed to pass security reviews, satisfy CISO requirements, and integrate with corporate IT processes — not work around them.
Why Standard Event Apps Don't Work for Internal R&D Summits
- Sensitive roadmaps pushed through a generic public cloud platform. When your session materials — product roadmaps, competitive analyses, M&A discussions — are uploaded to a shared SaaS platform, your legal and security teams have no visibility into where that data goes.
- Vendors asking for broad access long before security reviews complete. Most event apps require admin access during setup weeks before the event. That means external parties holding credentials to internal content during the most sensitive preparation phase.
- Employees struggling with VPN, captive portals, and firewall rules. A generic consumer app that requires external connectivity fails the moment attendees are in a secure facility or behind a corporate network perimeter.
- No way to restrict sessions to specific teams or clearance levels. Executive-only briefings, division-specific roadmap sessions, and confidential technical reviews all need access control that generic apps don't support.
- Shadow PDF copies drift away from the approved version. When IT blocks the event app, employees export the programme to PDF and distribute it. Version control collapses and confidential content is now in email inboxes with no expiry.
- Compliance and legal teams block the tool days before the event. Apps not designed for internal-only use fail security questionnaires at the last moment — leaving organisers without a programme tool the week of the summit.
Built for the Enterprise Security Stack
Secure Facility Ready
R&D centres often block cellular signals and restrict external networks. HEPCon keeps the entire agenda on-device so teams navigate sessions in secure labs, underground facilities, and shielded buildings without connectivity.
Controlled Access to Materials
Distribute PDFs, slide decks, and briefing notes behind password-gated access with short-lived links — the same mechanism our password-protected paper downloads use today. Time-limited windows and finer-grained controls: available on request.
Aligned with IT Processes
We support security questionnaires, data flow documentation, threat model reviews, and change-management steps so your IT department approves HEPCon as part of standard tooling — not as a last-minute exception.
What Corporate IT and Security Teams Get
Isolated Environments
By special arrangement: dedicated or on-premises deployments so summit data doesn't share infrastructure — scoped and priced per engagement with the enterprise team.
Identity & Access Control
SSO via any OIDC-compliant provider (Okta, Azure AD, Google Workspace) is available on request. Access then follows your IdP, so credentials expire with employment status.
Engagement Under Control
Every interactive feature — Q&A, discussions, polls, ratings — is opt-in per event and moderated, so nothing is on unless you decided it should be. Audience-scoped sessions and session-level permissions: available on request.
Data Sovereignty
EU hosting by default (Frankfurt, Google Cloud europe-west3); alternative residency including on-premise by arrangement. Clear documentation of data flows for privacy impact assessments.
Change Visibility
The programme-changes log records what changed and when, and analytics snapshots support post-event review. Extended audit logging for your governance requirements: available on request.
Compliance Documentation
We provide data processing agreements, security questionnaire responses, and the documentation your GDPR and vendor-security reviews ask for.
AI Without Surprises — Or Surprises in the Bill
The natural-language Q&A feature is shipped, opt-in, and disabled by default. When you enable it for a summit, every query is audited: user id, model provider, tokens, cost, latency. The WebAdmin dashboard shows daily roll-ups and the most recent queries; the kill-switch on the Event document pulls the feature instantly if costs trend wrong or a policy team objects.
Per-event daily budget caps prevent runaway spend; per-user rate limits stop a single attendee from torching the budget. The provider is abstracted in a single configuration file, so the LLM vendor is a swap-in change — useful for security teams that require a specific provider for sensitive content.
WebAdmin — AI Usage
Daily roll-up
42 queries · €0.18 spend · p95 1.4s
Budget cap: €10/day (clamp max €500)
Rate limit: 30/h, 100/d per user
Kill switch: event.isAskEnabled = false
Built for Internal Innovation and Research Events
- Annual R&D summits and global innovation forums
- Internal technical conferences for engineering and product teams
- Pharma and biotech research symposiums with regulatory sensitivity
- Closed executive offsites and strategic planning meetings with a formal agenda
Trusted by many
15,000+ attendees served since 2018 — from CHEP and ICHEP to research days
What Employees See on Their Phones
The full programme, cached on device after SSO authentication. Sessions, materials, and room maps available offline — no connectivity needed inside shielded facilities.
Summit overview — tracks, session counts, and live updates
Offline venue maps — works in shielded labs and secure buildings
Secure Your Next Internal Summit
Contact our enterprise team for a security review, a data flow walkthrough, and a demo tailored to your IT environment.
Contact Enterprise Sales Try with a Non-Sensitive Event FirstEnterprise pricing available. Security documentation provided on request.