# ESCAIDE 2024

EPEAK Studio delivers 360 Event Management services for a ESCAIDE, a leading medical conference

EPEAK Studio deliver 360 Event Management services for the 5th consecutive year and help make ESCAIDE 2024 a complete success.

## The challenge

For the fifth consecutive year, EPEAK Studio supported ESCAIDE, this time for their 2024 event in Stockholm, Sweden. Partnering with a new event agency, Pomilio, EPEAK was tasked with handling live streaming in two concurrent rooms. Our 360 event management scope also included managing poster tours, overseeing AV, and ensuring smooth coordination between remote and in-person speakers.

## What we did

EPEAK Studio provided 360 event management services to deliver maximum value to our client and partners. Live Streaming & AV Management EPEAK Studio was responsible for the live streaming and audio-visual production of ESCAIDE 2024. With two main conference rooms running simultaneously, our team ensured uninterrupted high-quality streaming for both in-person and remote audiences. We managed two-way communication between speakers on-site and those joining remotely, ensuring smooth interactions throughout the event. To optimize efficiency, we deployed a compact yet highly skilled team, working in collaboration with Pomilio and the venue’s AV crew. Our streamlined 360 event management workflows allowed us to provide real-time technical support while maintaining the highest broadcast quality. Event Platform Integration & Automation As with previous years, ESCAIDE relied on Swapcard as its event platform, enabling attendees to access the agenda, view live streams, and watch video replays on demand. Given the significant volume of data involved, configuring the platform required precision and efficiency. To streamline this process, we leveraged our proprietary project management tool, ProjectSheet.io, which features native Swapcard integration. This automation drastically reduced manual workload, enhancing both setup efficiency and overall user experience. Poster Tours Poster Tours remain a key component of ESCAIDE, allowing researchers to present and discuss their latest findings. In 2024, in partnership with Pomilio, we managed 9 concurrent poster terminals on-site, ensuring seamless presentations while simultaneously live-streaming the sessions to Swapcard for remote attendees. Our team provided comprehensive technical support assisting presenters with microphone setup. This enhanced engagement for both on-site and virtual audiences, reinforcing the event’s hybrid accessibility. Speaker Coordination With multiple speakers participating both in person and remotely, effective coordination was essential. Our team managed all technical aspects, including microphone and audio setup, presentation cues, and real-time troubleshooting. Effortless Run of Show with ProjectSheet.io ProjectSheet.io played a crucial role in event management and execution, offering automated scheduling, cue sheets, and real-time updates for both internal teams and third-party partners. By centralizing all run-of-show information in a single, easily accessible location, we enabled smooth communication between stage managers, showrunners, and production teams.

## Results

EPEAK Studio’s seamless audiovisual services, process automation, and on-site technical support ensured a flawless event experience. 360 Event Management Our expertise and collaboration with Pomilio elevated ESCAIDE 2024, streamlining operations and enhancing engagement for attendees and event organizers alike. By leveraging cutting-edge production techniques and automation tools, we helped reduce costs, optimize efficiency, and deliver a high-quality final product that met and exceeded client expectations. As a result, ESCAIDE 2024 successfully maintained its reputation as the leading medical conference on applied infectious disease epidemiology, with an enhanced hybrid experience that maximized reach and participation.

Key numbers: 750+ in-person attendees fa fa-user 3000+ remote attendees fa fa-home 2 concurrent feeds fa fa-video-camera

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EPEAK Studio case study, delivered 2024-11-22: https://epeakstudio.com/work/event-services/escaide-2024/