HEPCon

HEPCon is a conference agenda service for organizers of scientific, medical, engineering and other content-heavy events. It is best suited to programmes with many tracks and technical material, where offline access and schedule coordination matter. Choose it for a programme-first attendee experience; look elsewhere if you need a broader event-management suite.

Overview

HEPCon keeps its focus on the event programme rather than the full range of event operations. Attendees can browse anonymously, build a personal schedule and receive reminders without being required to sign in. Organizers can request institutional OIDC sign-in, but anonymous access is the simpler default for attendee access.

Agenda data can be imported or synced from Indico, EasyChair, ConfTool, Confex, OpenConf, EDAS, OpenReview and Microsoft CMT, as well as CSV or Excel exports. Public Indico, EasyChair and ConfTool programmes can generate a private preview in about 30 seconds, making those sources a quick way to assess fit. Export-based setup is handled within 48 hours, so it calls for more advance planning.

Key features

The app saves the programme, abstracts and maps locally for offline use. That is a practical advantage at venues with unreliable connectivity, and the combination of full-text and semantic search helps attendees navigate dense schedules. LaTeX rendering makes technical abstracts more legible, while parallel-session conflict detection helps organizers spot competing sessions. Programme change logs make changes easier to follow; live updates, announcements and push notifications add more active communication on paid plans.

Interactive maps, sponsor visibility and messaging extend the agenda beyond a static timetable. They are useful additions for conferences that want venue guidance, sponsor presence or attendee connections, but the product remains centred on programme delivery. Custom branding and an organization-specific App Store and Google Play edition are not standard: the latter is an Enterprise add-on by arrangement, published alongside the event in the shared HEPCon app.

Hosting is in Frankfurt, Germany, on Google Cloud region europe-west3. HEPCon says it minimizes data collection and does not sell attendee data, a relevant consideration for institutions handling conference participation. Formal quotes, VAT invoices, Purchase Orders and bank transfer support make procurement more suitable for institutional buyers; HEPCon says it usually replies within 24 hours.

Pricing

HEPCon is freemium, with pricing based on programme complexity rather than attendee count. The fixed-quote approach avoids per-attendee charges, which can suit conferences with large audiences, but organizers need a quote to establish the paid cost. The plans are contribution-based:

Core: free, billed Always free, for programmes under 50 contributions. It includes an offline-first agenda, source sync, personal schedules and reminders, and fast search. This is the clear starting point for smaller programmes, but it does not include the paid tiers’ live updates, announcements, engagement tools or priority support.

Pro: €500, paid once, billed From €500, with a fixed quote based on programme complexity. It covers 50–500 contributions and adds live updates, announcements and push notifications, engagement tools, sponsor visibility and priority event support. It suits mid-sized programmes that need active attendee communication and sponsor features.

Enterprise: €2,500, paid once, billed From €2,500, with a fixed quote based on programme complexity. For 500+ contributions, it adds hybrid web and app delivery on request, custom branding, analytics and exports, security options, a dedicated contact, and SLA/event escalation. This is the relevant tier for large programmes needing those operational provisions, though the final price depends on complexity.

A free trial is available. Organizers can evaluate with live conference data for as long as needed, with the go-live decision due one week before the event. That allows a realistic evaluation without a short trial countdown, while preserving a firm decision point before launch.

Platforms

HEPCon runs on Android, iOS and the web, covering mobile attendees and browser access. Hybrid web and app delivery is specifically an Enterprise option on request.

Who it's for

HEPCon is a strong fit for scientific, medical, engineering and professional association events whose complex timetables, abstracts and simultaneous sessions make a basic agenda inadequate. Smaller programmes under 50 contributions can start on Core; larger organizers should weigh Pro or Enterprise against their contribution count and need for live communication, branding and support. It is less suited to teams seeking a broad event-operations platform beyond agenda delivery.

Pros and cons

Pro: Offline storage includes abstracts and maps as well as the programme, so attendees retain useful event information without a connection.

Pro: Specialist tools such as LaTeX rendering and conflict detection address real problems in technical, multi-track schedules.

Pro: No per-attendee fee and institutional procurement options suit organizations buying for conferences with complex approval processes.

Con: Paid pricing is a complexity-based quote, so the starting figures do not determine the final budget.

Con: Core is capped below 50 contributions and lacks the paid plans’ live updates and engagement features, limiting its use for larger or more communication-intensive events.

Con: Branded app-store editions require an Enterprise arrangement, so organizations wanting a standalone branded app must budget for the top tier.

Alternatives

For a wider category comparison, see Event Mobile App Software. Consider Amego instead if its free Spark plan’s 1,000 AI credits and unlimited attendees better suit an event with 50 attendees or fewer. Eventee may fit organizers who prefer a pay-per-event structure, with Essential covering one event, up to 200 attendees and three team members.

Cvent is an option for teams seeking a broader paid event platform that can license only the solutions they need; its registration product can be tried for free. Grip Onsite is another paid event-app option to compare. Nunify may suit organizers looking for an Essential plan at $24 a month, billed quarterly or annually, with unlimited events and registrations. Navon Event Mobile App is another paid mobile-app alternative.

Fivras is worth comparing when a one-time payment and an attendee cap are acceptable: its Essential plan costs €599 as a one-time purchase and covers up to 150 attendees with a branded web and app, agenda, directory and basic networking. PheedLoop is another paid event platform to consider.

Verdict

Choose HEPCon for a complex, content-heavy conference where offline agendas, technical abstracts and session-conflict checks are central to the attendee experience. Its no-per-attendee pricing and contribution-based tiers make it a credible fit across programme sizes, provided the quote works for the event. Look elsewhere if you need a wider event-management suite or a branded standalone app without an Enterprise arrangement.