Event organizers always aim to provide their attendees with a seamless event experience. However it’s easier said than done! Organizers have huge amount of important raw, detailed and explicit content about the programs format that they have to manage and make ‘attendee-friendly’. The question arises why is the structure of the program of such great significance.

Ever since we started, we have seen the ‘content heavy’ world of organizers for scientific and medical conferences, who are our major clients. These conferences have thousands of delegates, multiple speakers, many presentations and sessions that are spread across days, all arranged in order to follow a very specific structure. This precise schedule serves as a differentiator for the conferences. The manner in which a day at these conferences is planned, starting from gathering in a room for keynote speakers speech to breaking out in different rooms with individual subjects is very unique to each conference.

Furthermore by viewing printed and online program schedules available on-site and on the conference website, attendees are usually very well aware about the preprogrammed tracks for the event and therefore its of prime importance that it matches exactly with the schedule on their conference apps. This is one of the prime objectives that  conference organizers have for their app. Event app providers therefore have a very challenging task to adapt the structure of the conference program and present it in the app precisely as per the client’s requirements. This is one of our areas of expertise and our numerous satisfied clients will vow for that.

At conference compass we achieve this by splitting the content management in 3 parts:

Structure

Together with our clients, we define each type of program element as per their requirements. We then take it from there to implement this in the app, avoiding any need of do-it-yourself hours spent for our clients.

Data Channel

The content that our clients have is stored in conference databases, which they are used to working with. We believe that to have an app for their conference, our clients should not face the hassle to switch to a completely different mobile driven data system. Therefore we have a system, which links our database to our client’s database, mapping their content into our event app framework.

Editor

The editor provides our clients with the flexibility to change information themselves. Adding app-facilitated information such as pinpointing the location of the room on the floor plan in the app can be accomplished. Furthermore, additional information like speaker biographies, session summary etc. which might not be in the original program, can also be added.

Content management is not only limited to event organizers but extends to the participants of the conference who also have the desire to share content. For instance, a speaker would like to share additional information like videos, references from books etc. with his audience when he presents his research paper. And in such situations, we as event app providers play a key role by facilitating the flow of content between the speaker and the attendees. There are many innovative possibilities that the future holds.

Conclusion

The program structure for a conference is indeed a complex schematic and not a piece of cake to handle. It is therefore imperative for app providers to dedicate time and effort to deeply understand the conference schedule and truly replicate it on the app. Only then, the event organizers will have their goal accomplished and the attendees can easily navigate through the conference using the app and have a memorable hassle free conference experience.

Author: Jelmer van Ast, CEO & Founder
             Priya Gupta, Marketing Manager