ESCAIDE is a leading epidemiology conference organised every year by the ECDC.
For three days, attendees enjoy conferences featuring leading researchers in their field.
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.
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.
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.
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.
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
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.
Headquartered in Paris and founded by three childhood friends, Swapcard offers a combination of virtual and hybrid events, event mobile and web app, meeting and matchmaking software and an exhibitor retrieval system. As of late 2019, Swapcard has offices in Dubai and Canada, and was in the process of opening offices in the United States.
Located in the heart of Warsaw’s financial district, Hilton Warsaw City is a premier venue for business and leisure. The hotel features a distinctive contemporary design, skyline views, and is within walking distance of the Old Town and major museums. It houses one of the largest convention centers in the city, along with the Holmes Place Premium Club & Spa.
