Frequently asked questions

Generic apps focus on social feeds. We focus on content integrity. We handle thousands of abstracts, complex author lists, and LaTeX formulas natively. We integrate with your existing program workflow (API or exports) instead of forcing you to re-enter data.

Yes. You can create an event and sync your live data immediately. Core is always free for programmes under 50 contributions. For larger professional events, you can test all "Pro" features free with your live data — the go-live decision is due one week before your start date.

In about 30 seconds, if your programme is public on Indico, EasyChair, or ConfTool: paste the link on the try-free page and a private preview of your real programme builds itself — sessions, parallel tracks, abstracts, speakers — with a join code for your committee. Everything else (EDAS, CMT, OpenReview, a spreadsheet) we set up for you within 48 hours.

A preview is private: it is not listed publicly and is visible only to people you give the join code or link to. If you decide not to proceed, it simply expires and is removed automatically — there is nothing to cancel and nothing left behind.

Yes. Sponsor visibility is critical for professional events. You can display sponsor logos on the splash screen, place banner ads in the agenda view, and create dedicated "Exhibitor" profiles with links to their websites and booths.

Yes, absolutely. Convention centers and university campuses often have unreliable WiFi. HEPCon is Offline-First. The entire agenda, abstracts, and maps are stored locally on the device, ensuring your attendees always have access to the schedule.

Yes. Even in the standard version, you can upload your event logo and cover image. A fully branded app edition on the App Store/Google Play — your organization's name, icon, and full corporate color palette — is available by special arrangement, and always ships alongside your event's listing inside the shared HEPCon app.

Instantly: any Indico instance (CERN-hosted, indico.global, or institutional), EasyChair Smart Program pages, and public ConfTool programme pages. Via a 48-hour concierge build: EDAS, Microsoft CMT, OpenReview, CSV/Excel exports, or a custom website. Details per system on the integrations page.

You update your source system (or send a new export); HEPCon applies the difference and pushes a lightweight delta update to all installed apps. Critical changes — room moves, cancellations — can also go out as push notifications through the organizer dashboard.

Yes — the Branded App Edition is an Enterprise add-on by arrangement: your own store listing, icon, and splash, on the same offline-first engine. It always ships in addition to your event inside the shared HEPCon app, and Apple/Google review adds roughly 1–3 weeks, so plan accordingly.

We connect to your agenda/abstract system via API or exports (e.g., Indico, EasyChair, ConfTool, OpenConf, custom JSON/CSV). When you update the timetable in your system, the changes reflect in the app automatically. This eliminates version control errors common with manual uploads.

Yes. Our infrastructure is hosted in Frankfurt, Germany (Google Cloud, region europe-west3). We adhere to strict data minimization principles, do not sell attendee data, and support SSO via OIDC-compliant providers (available on request) for secure access control.

No. Browsing the programme, reading abstracts, saving talks, and offline access all work anonymously. An account is only needed to post questions or comments, rate talks, or sync a personal schedule across devices — sign-in options include ORCID, LinkedIn, Google, or an e-mail code.

We offer transparent, fixed pricing based on programme complexity — not a per-attendee SaaS tax. You get a firm quote before launch. No hidden fees, no percentage of ticket sales. Core is always free for programmes under 50 contributions; Pro and Enterprise plans are quoted based on tracks, contributions, and support coverage.

Yes. We are accustomed to working with university finance departments and corporate procurement teams. We can issue formal quotes and VAT invoices to facilitate Purchase Orders and bank transfers.

No — never. Pricing is a fixed quote based on programme complexity: free under 50 contributions, €500–€900 for workshops and research days, €900–€2,500 for full conferences. A growing registration list never changes your bill.

The go-live decision is due one week before your event — the app needs a few days to be branded, checked, and announced properly. Evaluation before that is unlimited and free with your live data; for guaranteed setup and review timelines, start 4+ weeks ahead.