Conference App Features for Complex, Multi-Track Programmes
Three interfaces — mobile, web, and organizer dashboard — plus the programme-heavy depth generic event apps lack: LaTeX, semantic search, parallel-track conflict detection, live programme diffs. Sync your agenda once, publish everywhere — attendees install HEPCon once, and every conference is inside.
Native Mobile App
iOS & Android. 100% offline-capable. Built for attendees to manage their schedule in their pocket.
- Works without WiFi
- Push Notifications
- Personal Schedule
Web Agenda
A beautiful, responsive schedule for desktops. Perfect for planning before the trip.
- No installation required
- Deep linking to talks
- Large-screen optimized
Organizer Dashboard
Your control center. Manage branding, send alerts, and view analytics in real-time.
- Send Push Alerts
- Live Branding Updates
- Real-time Analytics
Built for Science & Academia
Generic event apps fail when faced with the complexity of scientific data. We thrive on it.
LaTeX & Formulas
We render mathematical formulas ($E=mc^2$) correctly in titles and abstracts. No more broken code snippets.
Massive Datasets
1,000+ abstracts? 5,000 authors? No problem. Our custom database engine handles large datasets without lag.
Automated Sync
Direct integration with Indico and ConfTool. We pull your agenda structure automatically—zero manual entry.
Nine Dimensions of Programme Complexity — and What Handles Each
Every dense programme is hard in its own mix of ways. Each dimension below pairs what attendees get with what it costs you as an organizer: nothing.
Parallel Tracks
Simultaneous sessions side-by-side, colour-coded tiles, track and day filters — choosing between 12 parallel rooms stops being guesswork.
Contribution Volume
Instant offline full-text search across thousands of papers; list rendering engineered to stay fast at flagship scale.
Poster Sessions
Posters are first-class contributions — listed, searchable, and browsable by session or topic, with abstracts attached.
Schedule Volatility
Changes flow from your source system; push notifications for critical moves; a "what's changed" log and a live NOW marker keep everyone oriented.
Notation & LaTeX
Formulas render correctly in titles and abstracts — full-fidelity math on detail pages, readable everywhere, even offline.
Authors & Identity
Long author lists preserved and searchable; every person's contributions collated on one page, across every role they play.
Venue Navigation
Floor plans with room pins, tappable room cards, and movement hints between consecutive items on your personal agenda.
Multi-Day & Timezones
Default-to-today, jump-to-now, and a conference-vs-device timezone toggle — multi-day programmes without mental arithmetic.
Materials
Abstracts inline, slides and paper links one tap away — including password-gated paper downloads for submitted manuscripts.
Built for 5,000 papers. Effortless at 50.
Discovery & Programme Intelligence
Complex programmes leave attendees making impossible choices. HEPCon turns the agenda into something they can actually navigate.
Ask the conference
Attendees type a natural-language question and get a grounded answer with verbatim quotes from the matching content. "What sessions cover machine learning for jet tagging?" returns a synthesis plus tappable source citations that deep-link into the talk, session, or speaker page. We back the answer with one of the leading LLM providers (model swappable in a single file) and force the response through a structured tool call — the model can only cite sources it actually retrieved, so hallucinated references are impossible. Opt-in only. Organizers enable it per event and set a per-event daily budget cap; rate limits protect the budget from runaway queries.
Semantic search across the conference graph
The embedding index covers far more than abstracts — it indexes contributions, sessions, rooms, people, sponsors, exhibitor booths, awards, and announcements. A query like "transformer-based classifier" surfaces a talk titled "Attention layers for boosted decision trees" because they mean the same thing, not because they share keywords. LaTeX-rendered titles index correctly. The index refreshes on a schedule, so newly added content becomes searchable without re-deployment.
Parallel-session conflict detection
The personal agenda detects when bookmarked talks overlap and surfaces conflicts two ways: a summary banner ("You have 3 conflicts across Tuesday") and per-row badges on each affected entry. The overlap check uses real intervals — talks that end exactly when the next one starts read as back-to-back, not as conflicts. Built for ten-parallel-track scientific and medical programmes where attendees otherwise make impossible choices alone.
“What’s changed since yesterday”
Programme edits get logged automatically. Attendees see human-readable diffs — “Room moved A3 → B1”, “Speaker substituted”, “Session moved Tuesday 14:00 → Tuesday 16:00” — on a dedicated mobile page and as a card on the home screen. Tracking is gated to a configurable window so pre-event prep and post-event archival don’t pollute the feed. Organizers see the same log in the WebAdmin dashboard for audit.
Speaker pages that span the conference series
When the same researcher speaks at multiple events on the platform, their person page shows “Also at other events” — every contribution they have made across the series. Identity matching uses any stable key the person doc carries: ORCID, INSPIRE-HEP, email, with arXiv / OpenAlex / Scholar wiring on the same path. Tap a cross-event row and the cursor flips to the other conference, deep-linked straight to the talk — without losing the attendee’s context.
Analytics & Reporting for Organizers
Per-booth, per-sponsor, and per-AI-query data your exhibitors and finance team can act on — not "you got 230 impressions" with no granularity.
Per-booth dwell time and unique visitors
Every booth pin tap, profile open, and website click is recorded as a typed analytics event with millisecond-precision dwell duration. A Cloud Function rolls those events up into running counters on each booth document — taps, opens, average dwell, website clicks — plus a 1000-entry ring buffer of unique-visitor user ids. WebAdmin renders the column for organizers; exhibitors get a real engagement report.
Per-sponsor impression and click leaderboards
Sessions and contributions can be tagged as sponsored. Each chip render fires an impression event; each tap fires a click event — both deduped per app session against the (sponsor, source-type, source-id) tuple so scroll noise does not inflate the numbers. A Cloud Function increments per-sponsor counters so the WebAdmin sponsor list renders real ROI without scanning raw analytics.
Exhibitor directory + pin-on-image floor maps
Booths are first-class entities with optional x/y coordinates on the floor-map image. WebAdmin authors them by dragging a pin onto the image; the editor auto-fills the coordinates. Mobile renders the pins as an overlay on the floor map, with a bottom-sheet detail. Booths without coordinates fall back to a "list-only" group in the exhibitor directory so they remain discoverable from the same surface.
AI usage dashboard (when "Ask the conference" is on)
Every Ask query is audited: user, model provider, tokens, cost, latency. The WebAdmin AI Usage page shows daily roll-ups (count, total cost, p95 latency) plus the 500 most recent queries. Spend during a live event is visible in real time; the kill switch on the Event doc pulls the feature instantly if a cost trajectory looks concerning. Procurement-friendly: organizers stay in control of the budget at all times.
Comprehensive Features for Every Role
Whether you're an attendee, speaker, or organizer, our platform has you covered.
Features for Attendees
Personal Agenda
Syncs with Indico/ConfTool. Add your own items. Never miss a session.
Session Ratings
Rate sessions 1-5 stars. Provide feedback to improve future events.
Public Chat
Engage in discussions, ask questions, and connect with other attendees.
Push Notifications
Receive important updates, reminders, and alerts from organizers.
Venue Maps
Interactive maps to navigate the venue, find sessions, and locate sponsors.
Participants List
Opt-in directory to connect with other attendees. Expand your network.
Features for Speakers
Speaker Profile
Showcase your bio, photo, and social links. Control your public presence.
Related Sessions
Automatically display other sessions you're involved in. Increase visibility.
On-The-Fly Polls
Create and manage live polls during your session. Engage your audience.
Announcements
Broadcast important messages to all attendees. Keep everyone informed.
Features for Organizers
Real-time Analytics
Monitor attendee engagement, session popularity, and other key metrics.
Access Controls
Manage who can see and do what in the app. Fine-grained permissions.
Privacy Settings
GDPR-compliant data handling. Control over personal data visibility.
Integrations
Direct connections with Zoom, YouTube, and other platforms for hybrid events.
Awards & Voting Engine
Opt-in voting window with jury-only moderation, live-rankings flag, and callable functions to compute the shortlist and publish the winner. Awards announcements appear on the home card the moment they go live.
Programme Change Viewer
WebAdmin audit trail of every programme edit, mirrored from the attendee-facing “What’s changed” feed. Filter by date, contribution, or editor.
Features for All Users
Session Filters
Filter sessions by category, track, or speaker. Find what matters to you.
Archive Search
Powerful search to find past sessions, speakers, or topics. Dig deep into archives.
Profile Editor
Keep your profile up-to-date. Manage your public name, email, and affiliations.
Terms & Privacy
Easy access to terms of service, privacy policy, and code of conduct.