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IAEE Tech Guide
IAEE Tech Guide


Transitioning to a Virtual Event with App

May 28, 2020

California-based company, ATIV Software developed the EventPilot® conference app for scientific and medical meetings. With the EventPilot® Virtual Event app and planner, organizers can offer their attendees a central and easy to use platform specifically designed for medical and scientific events. Organizers have the essential tools to convert poster sessions and keynotes into virtual sessions with the push of a button.

At the same time, the EventPilot® Virtual Event App with a desktop component ensures attendees can join with the device of their choice and easily switch between computer and tablet or smartphone. Due to the tight integration with registration systems, security is automatically increased as only registered attendees receive accessible links to the virtual sessions or recordings.

In April 2020, The Allied Genetics Conference (TAGC) utilized EventPilot® , which auto-generated 57 webinars with 450 panelists and 26 Q&A sessions allowing for 371 oral posters face-to-face virtual discussions. Adding to the complexity, there were up to nine concurrent sessions during the event the EventPilot® platform needed to track to ensure host licenses were efficiently distributed across all events.

The EventPilot® platform automatically keeps track of event or speaker changes and keeps the virtual event details up-to-date. Panelists and poster session chairs automatically receive all the information they need to join or present including a timer for their session to keep the meetings on track. Automatic recordings appear after the live sessions have ended for all registered participants to view on demand. Within two weeks of the event, over 70,000 hours of recordings have been watched by thousands of registered attendees.

The EventPilot® conference app has evolved based on feedback from meeting professionals on what they need on the back-end to support their event and engage their attendees on the front-end. The EventPilot® Virtual Meeting App will continue to adapt as medical and scientific conferences evolve to include hybrid and fully virtual options. The same platform is used by onsite attendees as well as virtual attendees, ensuring seamless usability between the two environments and helping associations save on costs as a safe virtual platform is already built-in.