Streamlining and automating a complex conference program

Company Name: Australian Society of Exploration Geophysicists

Conference Name: Australasian Exploration Geoscience Conference 2023

Event type: In-person Conference

Conference at a Glance

• 1,000+ Delegates
• 300+ Speakers
• 111 Exhibitors

Quick Facts

The ASEG is a non-profit company founded in 1970. Its aims are:

• to promote the science of geophysics, and specifically exploration geophysics, throughout Australia
• to foster fellowship and co-operation between geophysicists
• to encourage closer understanding and co-operation with other earth scientists
• to assist in design and teaching of courses in geophysics and to sponsor student sections where appropriate

The Event

With a massive six-day program of presentations and workshops, the Australasian Exploration Geoscience Conference 2023 required a technological event platform to enhance the delegate, author, reviewer and speaker experience as well as simplify operations and logistics for the organisers.

The Solution

Registration Management:

Three state of the art touch screen kiosks were introduced alongside three print on-demand stations ensuring a seamless check-in that eliminated long registration queues.

Program Management:

The abstract and program management tool automated tasks of the complex program eliminating human error, processing 317 abstract submissions and 215 extended abstract submission. All submissions were reviewed on the evexus platform and the program was then built in evexus for the accepted submissions.

Event App:

The mobile app provided live program information and updates for delegates and encouraged interaction such as Q&As and voting ensuring delegate engagement. The mobile app was also integrated with a large LED screen for display of live program and event information.

Key Considerations

Smooth and organised program management was key to the success of this complex event as well an easy and stress-free user experience.

Outcomes 

evexus provided seamless online submission, review and program building process and allocation of more than 300 abstracts and more than 200 extended abstracts for the organisers. The program ran smoothly despite the complexity, including up to nine concurrent conference sessions.

The event had strong online engagement of almost 70 per cent on the mobile app, with 627 downloads on the final day of conference alone.

By using the registration kiosks and mobile app, the event had a reduced carbon footprint by avoiding printed paper programs, abstracts, chairperson reports, sponsor and exhibitor brochures, marketing materials and pre-printed badges.