Conference App Services: Concierge, Live Support & Hosting

The operations layer around the app: data concierge, live event support, staff training, and managed hosting — so even the most complex programme costs you near-zero effort.

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Trusted by many

15,000+ attendees served since 2018 — from CHEP and ICHEP to research days

Trusted by EUSPR Trusted by AESOP Trusted by CERN Trusted by DESY Trusted by Fermilab Trusted by in2p3 Trusted by JACOW Trusted by INFN Trusted by KEK
The Foundation

Enterprise Platform Services

Robust infrastructure for research symposiums and professional congresses.

Native Mobile Apps

iOS and Android apps that work 100% offline. Built for complex multi-track agendas.

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Web Agenda & Portal

A responsive web schedule for desktops, plus an Organizer Dashboard to tune settings and branding.

Explore Web Agenda Organizer Dashboard
Managed Backend Hosting

Need a managed agenda backend? We can host and maintain an Indico instance (or support a comparable setup) for your organization.

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Venue WiFi is unreliable.
Your app shouldn't be.

Unlike web-based wrappers, HEPCon is native and offline-first. The entire agenda, abstracts, and maps are stored locally on the device.

  • Works in basements and lecture halls
  • Search that works offline
  • Background sync when connection returns

Onboarding & Event Operations

Your scientific committee is busy. Let us handle the data complexity.

Data Concierge

We connect to your existing agenda/abstract workflow (API or export). We handle abstract book generation, fix timetable conflicts, and ensure the schedule looks right. (Sources: Indico, EasyChair, ConfTool, Confex, OpenConf, or a spreadsheet.)

Live Support

During the conference, our engineers are on standby. If a room changes or a projector fails, we can push an instant alert to all attendees for you.

Staff Training

We train your volunteers and session chairs on how to use the Q&A and voting features effectively.

HEPCon support team assisting conference organizers with agenda management
Engagement Models

Flexible Ways to Work With Us

Standard

For workshops & small events

  • Send-a-link Data Import
  • Standard HEPCon App Container
  • Email Support (24h response)
  • Unlimited Attendees
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Enterprise

For congresses & large symposiums

  • Full-Service Data Concierge
  • Custom Branding & event-time SLAs
  • Dedicated Account Manager
  • Custom Integrations (SSO)
Request Proposal
How It Works

From Kickoff to Keynote

A simple, transparent process designed for busy academic organizers.

1
Kickoff & Sync

We read your programme from its link (Indico, EasyChair, ConfTool, Confex) — or import your export (OpenConf, EDAS, OpenReview, Microsoft CMT) — and load your initial agenda structure.

2
Branding & Setup

We apply your conference logo, colors, and sponsors to the mobile and web apps.

3
Validation

You review the app. We perform a full data integrity check to ensure no missing abstracts.

Launch

Your event goes live inside the HEPCon app — already on the App Stores — and we provide QR codes and links for your attendees.

Platform Capabilities

Beyond Service Delivery: The Discovery Layer

Every HEPCon event — regardless of plan tier — ships with the same Discovery layer: semantic search across the whole programme graph, parallel-session conflict detection, a programme change log, cross-event speaker resolution, and an opt-in AI assistant. These are platform capabilities, not services that need to be assembled separately.

See the Discovery layer →
FAQ

Common Questions

How long does it take to launch?

Inside the HEPCon app, we can launch in as little as 48 hours. A dedicated branded app is available by special arrangement and adds App-Store review time (typically 2–4 weeks).

Do you handle the App Store submission?

There is nothing to submit — the HEPCon app is already published, so your event is live the moment it's configured. For the special-arrangement branded app, we handle the entire Apple/Google submission and certificate process; you never need a developer account.

Is the data stored in Europe?

Yes. Our primary servers are located in Frankfurt, Germany (Google Cloud, region europe-west3), fully compliant with GDPR. We can also deploy to US or Asian regions upon request.

Can we pay via Purchase Order?

Absolutely. We work with major universities and research labs (CERN, DESY, Fermilab) and accept Purchase Orders and bank transfers.

Need a custom proposal?

Tell us about your event size and requirements.

Request a Proposal

Specialized App Configurations

We don't just give you a blank app. We configure HEPCon to match the specific workflow of your scientific community.

Medical Congresses

Optimized for poster sessions, CME credits, and pharma compliance. Includes advanced search for thousands of medical abstracts.

Explore Medical Features
Engineering Symposiums

The only app with native LaTeX rendering for formulas in titles. Perfect for IEEE/ACM technical proceedings and multi-track agendas.

Explore Engineering Features
Social Sciences

Respects long-form content and multi-language abstracts. Ideal for Digital Humanities, History, and Sociology events.

Explore Humanities Features
University Research Days

Affordable, professional apps for campus poster sessions and student showcases. Launch in 48 hours with no IT support.

Explore Campus Solutions
Corporate R&D Summits

Secure, private apps for internal innovation summits. Features SSO, IP protection, and offline access for secure facilities.

Explore Enterprise Security
Custom & Bespoke Events

Don't fit into a box? We support Hackathons, Unconferences, and Hybrid Festivals. If you have an agenda, we can mobilize it.

Discuss Your Unique Needs