Pricing that matches conference complexity
Built for predictable planning: we quote based on tracks, contributions, materials, and support coverage — and you get a fixed price before launch. Core is always free for programmes under 50 contributions.
Pricing
Fixed quotes based on program complexity — not per-attendee fees.
No per-attendee fees. No ticket percentages. No renewal surprises. Your quote is fixed before launch.
Works as a companion to your existing authoritative systems. No duplicate workflows!
One shared app: attendees install HEPCon once — returning communities arrive with it already on their phones. No per-event app builds, no store-review risk.
Core
FREE
Always free for programmes under 50 contributions — no exceptions. Typically workshops and research days.
- Offline-first agenda (Wi-Fi doesn’t matter)
- Always up to date from your source
- Personal schedule & reminders
- Fast search across sessions/speakers
- Materials support (images, caching)
- Discoverable in-app listing
Under 50 contributions? You're covered — paste your programme link and see a private preview in about 30 seconds.
Pro
From €500
Fixed quote in 24h — based on program complexity. Workshops & research days (50–200 contributions, typically 1–3 parallel tracks): €500–€900 Conferences (200–500 contributions, typically 3–8 parallel tracks): €900–€2,500
Replace printed programmes and save 2+ person-days of on-site coordination.
- Everything in Core, plus:
- Live updates (reduce on-site chaos)
- Announcements & push notifications
- Engagement tools (polls, ratings)
- Q&A & discussions (per-event opt-in)
- Sponsor visibility (measurable)
- Priority support during your event
Enterprise
From €2,500
For flagship programmes: 500+ contributions — typically 8+ parallel tracks, posters, sponsors, hybrid
- Hybrid web + app delivery (available on request)
- Custom branding
- Analytics dashboards & data exports
- Per-booth dwell + unique-visitor reports for exhibitor ROI
- AI cost dashboard with kill-switch & per-event budget cap
- Security options (SSO via OIDC, on request; governance)
- Dedicated point of contact
- SLA / escalation during the event
Need something beyond this scope? Talk to us — we’ll advise the safest route based on your dates.
What events like yours typically pay
Planning ranges from real quotes — your fixed quote arrives within 24 hours of sending your agenda source.
| Event shape | Programme shape | Typical range |
|---|---|---|
| Workshop / research day | 50–200 contributions · typically 1–3 parallel tracks | €500–€900 |
| Mid-size conference | 200–350 contributions · typically 3–5 parallel tracks · posters | €900–€1,500 |
| Large multi-track conference | 350–500 contributions · typically 5–8 parallel tracks · sponsors & materials | €1,500–€2,500 |
| Flagship (hybrid web & branded app edition on request) | 500+ contributions · typically 8+ parallel tracks · governance, SLAs, custom branding, hybrid web on request | Enterprise, from €2,500 |
Built for 5,000 papers. Effortless at 50. Parallel tracks = sessions running at the same time, not thematic track labels — a workshop with eight topical tracks and two rooms is a 2-track event here. Under 50 contributions? Core is always free — just send the agenda link. Academic and non-profit discounts available on request.
They trusted us
15,000+ attendees served since 2018 — flagship conferences to research days
Academic Conferences • Corporate Events • Public Outreach • Hybrid & Online
What Organizers Say
HEPCon delivered a smooth agenda experience and saved us time on daily updates.
We saw a big increase in attendee engagement thanks to HEPCon.
Your responses were always very fast!
The user survey results were quite positive.
Common Pricing Questions
When should we upgrade from Core (free)?
When your programme exceeds 50 contributions. Under 50, Core is always free — any track count.
When is Pro the right choice?
For most multi-track conferences that need live updates, engagement tools, sponsor visibility, and priority support.
When choose Enterprise?
For flagship events needing hybrid web delivery (available on request), governance/security requirements, advanced branding, or SLA-grade support coverage.
Do you offer academic/non-profit pricing?
Yes — for minimal configurations. Share your scope and constraints and we’ll propose the lowest viable setup.
How is pricing calculated?
Based on program complexity (tracks, contributions, materials), timelines, and support coverage. Quotes are fixed before the event.
What’s included in setup and support?
We import/sync your agenda data and provide onboarding + support. Pro/Enterprise add higher support coverage and optional SLAs.
How do you compare to Whova, Guidebook, or EventPilot?
Those are general event platforms you re-key your programme into — often with per-attendee or per-ticket fees. HEPCon syncs from the academic system you already run. See HEPCon vs Whova, vs Guidebook, vs EventPilot, vs Sched.
Do you work with university procurement?
Yes — we accept Purchase Orders from universities and corporate entities, and data is hosted in the EU (Frankfurt, GDPR-compliant). Details on the procurement & security page.
How long can we evaluate for free?
As long as you need — we load your live agenda and your team evaluates at its own pace. The go-live decision is due one week before your event starts.
Optional add-ons
Plug in what you need — no heavy lifting.
Web Platform
Attendee web agenda in the browser — sessions, speakers, search, no installs — available on request. The organizer dashboard is already included with every paid plan.
Ask about Web Platform
Custom Branding
Beyond colors and logo: tailored home screen, sponsor placements, icon set, and store listing text aligned with your event identity. Scoped and quoted by arrangement.
Ask about Custom Branding
Managed Hosting
Need a managed backend too? We can host and maintain your agenda system (including Indico) — backups, security updates, and integration with HEPCon.
Ask about HostingEvaluate free with your live data for as long as you need — Indico, EasyChair, and public ConfTool programmes preview instantly (~30 seconds). The go-live decision is due one week before your event.
Book 4+ weeks before your event for guaranteed setup and review timelines.