ESCAIDE 2023
Hybrid event production, live streaming and event platform configuration
Event management services, online event platform services, streaming, video production
About ESCAIDE
ESCAIDE is a leading epidemiology conference organised every year by the ECDC.
For three days, attendees enjoy conferences featuring leading researchers in their field.
Project brief
The Challenge
Every year, the ECDC organises ESCAIDE, the leading medical conference on applied infectious diseases epidemiology.
The 2023 edition of ESCAIDE took place in Barcelona instead of Stockholm, the ECDC’s headquarters.
EPEAK Studio has been producing ESCAIDE since 2019. Once again, the organisers trusted us to deliver high-quality video production and streaming services for the 2023 edition.
What We Did
EPEAK Studio took care of the video production and streaming, as well as providing technical support for a specific type of session, the poster tours.
We also leveraged our leading automated set of tools to help configure the event platform, Swapcard.
Event platform configuration
ESCAIDE relies on an event platform, Swapcard, to enhance the attendee experience.
On this platform, attendees can view the event’s agenda, watch live streams and on-demand video replays, and access research papers such as posters.
As a result, configuring this event platform can take a lot of time, due to the amount of data involved.
In order to maximize efficiency, we leveraged our in-house project management solution, ProjectSheet.io, featuring a native Swapcard integration.
This resulted in considerable time savings for the event organisers.
Recording and video production
On-site, we were in charge of the video production and streaming of all rooms, including the management of two-way communication between on-site and remote speakers.
To achieve that, we deployed a lean team of expert video producers, working in collaboration with the local team of camera operators and sound technicians.
Thanks to our optimized production processes, each room only required 2 people to handle both the video production and the two-way connection with remote speakers during this hybrid event.
Finally, we leveraged our onsite and global resources efficiently in order to deliver VOD edits at the end of each day.
Poster Tours
Poster Tours are an important part of ESCAIDE every year. During Poster Tours, researchers can present posters, which are a summarized overview of their most current research.
During ESCAIDE, we managed the poster tour area, with a total of 8 poster terminals used concurrently on-site.
Each poster presentation was also streamed to Swapcard for remote attendees.
Effortless Run Of Show
ProjectSheet.io enabled maximum efficiency for both our internal team and third-party team members, such as stage managers and showrunners.
This modern project and event management tool suite helped the client keep track of the project in the preparation phase. It also saved a lot of manual actions thanks to its extensive range of automated processes and integrations.
During the show, everyone can keep track of what is happening thanks to the cue sheets, which assemble all the run of show information in one single, easy-to-access shared location.
Results
EPEAK Studio’s ultra-efficient processes and innovative recommendations made a big difference to the success of the event.
Thanks to our AV expertise, we also helped our client understand third-party suppliers quotes and suggest adjustments. This helps reduce costs and ensure they get the right equipment.
In addition to our production services, our advice and recommendations were key to the overall success of the event.
As a result, the event organisers benefitted from a high level of service and received a high-quality final product.
