SCIENTIFIC CONGRESSES
beamian runs your congress as a single coordinated service: the public registration website, participant and institutional billing, check-in and access control hardware, a personalized event app with individual agendas, speaker profiles, live Q&A and a digital poster zone, seating management, and onsite technical support. All from one team, so nothing gets lost between systems.
1
single technology partner for your entire congress, start to finish
100
%
of participant & institutional billing handled by our secretariat
0
spreadsheets or manual reconciliation between registration, access, agenda and posters
A scientific congress isn’t one event. It’s five events happening at once.
Registration and invoicing for thousands of participants and institutions. Parallel sessions with limited room capacity. Hundreds, sometimes thousands of scientific posters to organize, display and connect to the right audience. Attendance to certify for continuing education credits. And an agenda so complex that no participant can build it in their head.
Most organizers solve this by stitching together five different tools: a registration platform, a billing system, an event app, access control hardware, and a spreadsheet for the posters. Each handoff between tools is where things break: a payment that doesn’t sync, a capacity limit no one enforced, a poster with no author info. beamian replaces the stitching with one team, and one system, from the first registration to the final report.
How it works
One coordinated solution, from registration to final report.
Participant
One registration, one badge, one agenda built for them.
Attendees register via an integrated form on the congress’s public website and receive their badge in seconds at check-in. Throughout the congress, this badge grants access to their registered sessions, while allowing them to manage their personal schedule in the app and submit questions to moderators, right from their phone.
Posters
Easy-to-find scientific posters connected with the right audience.
Every poster is registered in the system, displayed in a dedicated digital poster zone in the event app, and linked to its author. Attendees browse posters by scientific area, find the ones relevant to them, and connect directly with presenters.
Organizer
One team accountable for the whole operation.
beamian configures and runs the full solution: public registration website, participant and entity invoicing, check-in hardware, session access control, poster zone infrastructure, and onsite technical support for the entire congress. At the end, a complete demographic report: participant profiles, scientific area distribution, and ranking, ready for funders and stakeholders.
What sets us apart
One partner, the whole stack
Public registration website, participant and institutional billing, check-in hardware, access control, event app, poster zone, onsite technical team. beamian configures and runs all of it as one coordinated solution. No handoffs between vendors, no gaps where responsibility gets lost.
Billing outsourced end to end
Registration payments and invoicing with every participant and every participating entity, managed by our secretariat from start to finish. One of the most time-consuming parts of running a congress, off your team’s plate entirely.
Centralized poster management, physical and digital
Every poster registered, linked to its author and scientific area, and browsable in a dedicated digital zone inside the event app. beamian installs and manages the physical ePoster equipment onsite. One system instead of a spreadsheet and a hallway.
An agenda built around each participant
‘My Agenda’ in the event app combines each participant’s sessions, saved posters and scheduled meetings automatically. No manual planning, no printed programs to consult.
Every speaker, one page
Each speaker has a dedicated profile in the event app, photo, bio, affiliation, and every session they’re part of, linked to the program. Speakers get the visibility their work deserves.
Live Q&A that keeps panels moving
During panels and sessions, participants submit questions from the event app. The moderator sees them in real time, filters and picks the best ones. No microphone runners, no queues, and quieter voices get heard too.
Seating, planned before anyone walks in
For plenary sessions, ceremonies and gala dinners, seating is assigned in the system in advance. At the door, when the badge is validated for access, the host sees the seat associated with each participant and guides them to it. Protocol, delegations and table groups organized with no confusion at the entrance.
ENCONTRO CIÊNCIA: A NATIONAL CONGRESS, FULLY MANAGED END TO END
Organized by Fundação para a Ciência e Tecnologia (FCT), Portugal’s national science congress
THE SCALE
3,000+ participants · 1,000+ with a scientific poster · 3 days of parallel sessions
Every participant registered through a form integrated with the congress’s public website, fully managed by beamian’s secretariat.
THE SOLUTION
Full stack, onsite
Full onsite check-in hardware for credentialing, session and room access control, a dedicated event app with a poster zone, personalized agenda (‘My Agenda’) and meeting scheduling, plus physical ePoster equipment installed and managed for over 1,000 posters, fully integrated with the rest of the solution.
THE OUTCOME
Beyond attendance numbers
At the end of the congress, FCT received a complete demographic analysis of all participants, including distribution and ranking by scientific area. Data that goes far beyond attendance numbers.
Testimonial
”At scientific congresses, precision and time management are critical. The integration of beamian's solutions allowed us to automate session access control and organize ePoster viewing very seamlessly. Having reliable technology on the ground and a responsive support team gave us the operational stability needed to run the event smoothly.
Jorge Cabral de OliveiraChief Enthusiastic Officer, Active Media
Frequently Asked Questions
Do we need our own registration platform, or can beamian handle the whole process?
beamian can manage the entire process: a registration form integrated with your public website, payment, and invoicing with every participant and participating entity through our secretariat service. If you already have a platform, we can also integrate with it — you choose the level of service you need.
How does session access control work with parallel sessions and limited room capacity?
Each session has a registered capacity. The badge is validated at the room entrance in real time, and the system enforces the limit automatically. No manual headcounts, no overbooked rooms. Attendance is logged automatically for certification purposes.
How does poster management work for events with hundreds or thousands of posters?
Every poster is registered in the system and linked to its author and scientific area. beamian installs and manages the physical ePoster equipment onsite, and the digital poster zone in the event app lets attendees browse and find relevant posters, fully integrated with registration and access data.
Can beamian issue attendance certificates for continuing education credits?
Yes. Session access is logged automatically through the badge, giving organizers an accurate attendance record per participant per session. The basis for issuing certification without manual reconciliation.
What does the organizer receive after the congress?
A complete demographic report: participant profiles, distribution by scientific area, and ranking — beyond simple attendance counts. This is the kind of data institutions use to report to funders and justify future editions.
How does audience Q&A work during panels?
Participants submit questions from the event app during the session. Questions reach a moderation view where the moderator (or a designated member of the organization) reviews, filters and selects which ones to bring to the panel. Nothing appears on stage without moderation.
Who installs and operates all this equipment on site?
beamian’s own team, check-in hardware, access control, and ePoster infrastructure are installed, configured and operated onsite by us, for the full duration of the congress.
How is participant data handled (GDPR)?
In compliance with the General Data Protection Regulation (GDPR), beamian S.A. acts as a data processor for participants’ personal data, processing the information securely and strictly under the instructions of the event organizer (who acts as the data controller). We guarantee that our platform is designed to ensure that data collection and management are carried out lawfully, transparently, and limited to the specific purposes of each service.
For more detailed information, please consult our legal policies.
