APICON 2025 was a 4-day, 4-hall medical conference with over 3000 delegates. Each hall had its own AV — projection, PA, IMAG and recording — and they all had to work simultaneously and to time.
We deployed 22 crew across three shifts, with a dedicated engineer in each hall and a roving supervisor. The e-poster system handled 400+ submissions. The preview room ran six stations to keep speakers ahead of schedule.
What made it work: a written run sheet for every speaker, a backup projector in every hall, and a single WhatsApp group for the on-site team.
