The European Association of Urology (EAU) is the authority within Europe for urological care. With more than 16,000 medical professionals, they strive to raise the level of urological care throughout Europe and beyond. The EAU does this by encouraging scientific research, education and developing guidelines for the treatment of urological disorders, made possible by an annual conference.
Handling 1500 requests per minute without missing a beat
The annual congress of the EAU is one of the largest medical conferences in Europe, and attracts around 13,000 participants. Organizing a conference requires thorough preparation, and also demands high requirements for an application to ensure that everything runs smoothly. EAU was in search of a massive administrative solution to manage all of the attendees, but that was versatile and would go far beyond supporting the organization of conferences.
Ready for now, prepared for the future
EAU was feeling limited by their current system for the conference organization. It was “good enough,” but they wanted the versatility of a system that could provide wider solutions able to adapt to the needs of a constantly changing organization.
Meet Oxygen, the single platform to rule all applications
Together with Holder EAU created “Oxygen,” an extensive backend application and complementary online applications. In addition to managing all 13,000 conference attendees, Oxygen would allow EAU to also develop a fully integrated CRM, membership and registration modules, abstract handling, logistics, finance, scientific program, accreditation and events management: all managed more efficiently from a single platform.
A major conference would pose a big challenge for the first time use of Oxygen. If something goes wrong for 10,000 conference attendees, at a 2-day conference, there is no second chance to do things right. "It was precisely at the peak moments that things had to go well in one go," says Antoine van der Velden, IT Project Manager at the EAU. Attendees bought e-tickets through an online registration system before the conference, which they would use to sign in on self-service kiosks upon arrival.
Time to shine
At the risk of sounding overdramatic, if the system crashed, everything would have been ruined. What were the demands for the unproven rookie? Tracking and management of 11,500 participants, 68,000 entitlements, 289 sessions, 2,268 speakers, 15,542 certificates, more than 30,000 evaluations and tests, 5,365 abstracts, 22,296 reviews, 154 exhibitors. In the end, over 56,000 scans were done via the scan app at the entrance of different rooms.
A promising debut
During the peak moments, over 5,000 participants printed their badge via the self-service units, collected their entitlements and booked their extra courses, without incident. "The debut of Oxygen was a mega operation that has been very successful. During peak hours, the application handled 1000 - 1500 requests per minute," says Antoine.
"The performance of Oxygen during its first run at the annual EAU congress gives us a lot of confidence in the future,” he continues. The organization plans to optimize Oxygen moving forward with the goal of further developing the application into a standard product for other medical associations to use for conferences, made possible by a flexible, adaptable, and powerful platform that can accommodate all of their changing needs.
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