# ESCAIDE 2025 We deliver a true hybrid event experience in Warsaw and live stream it to a worldwide remote audience with AI captions in 4 languages EPEAK Studio delivered a high-scale technical solution for ESCAIDE 2025 in Warsaw, Poland. Over three days, we managed three auditoriums for Europe’s premier epidemiology conference. ## The challenge ESCAIDE 2025 demanded a major scale-up from previous years. We expanded our AV infrastructure by 30% to meet the client's growing needs. The event required a true hybrid event setup. Every session integrated on-site speakers with remote presenters in real-time. Our goal was to maintain a single, unified conversation across three simultaneous stages. This event also focused on accessibility with live streaming and live captions in four languages. This allowed a remote audience to follow the event and interact with speakers through the event app. ## What we did Hybrid Production & AV We handled all filming, audio, and live streaming for three concurrent tracks. Our team built a robust bridge between the Hilton Warsaw City and a global audience. We managed the complex routing needed for seamless two-way interactions between the stage and remote speakers, for a true hybrid experience. On-Site Speaker Management We ran a dedicated Speaker Room to eliminate technical friction during live presentations. Last-Minute Edits: Speakers checked their slides and made their final changes on-site. Instant Sync: Our team synced these updates directly to the production laptops in each auditorium. Expert Support: We provided hands-on assistance to ensure every presenter felt confident before walking on stage. AI-Powered Accessibility We prioritized inclusivity for a global audience. By integrating PolyPlay, we delivered live AI captions for every stream during ESCAIDE 2025. Four Languages: Viewers accessed real-time captions, available in four different languages. Global Reach: This ensured that complex scientific data remained accessible to all, regardless of their native tongue. Audience Engagement We kept the audience active using Slido across all rooms. Unified Q&A: We moderated questions from both the physical room and the web. Live Polling: We facilitated real-time polls to keep the energy high in all three auditoriums ## Results ESCAIDE 2025 was a total success. We successfully managed the 30% increase in technical scope without a hitch. The client provided a world-class experience to hundreds of experts in Warsaw and thousands online. By combining smart speaker logistics with AI-driven captions, EPEAK Studio proved that true hybrid events can be both stable and inclusive. Key numbers: 3 days fa fa-calendar 3 rooms fa fa-home 4 languages fa fa-language --- EPEAK Studio case study, delivered 2025-11-21: https://epeakstudio.com/work/event-services/escaide-2025/