HEPCon

HEPCon is a conference agenda platform for organizers of scientific, medical and technical events with demanding, multi-track programmes. It is a strong fit when attendees need a detailed schedule that works offline; teams seeking a broad event-management suite should look elsewhere.

Overview

HEPCon puts the event programme at the centre of the attendee experience. People can browse anonymously, keep a personal schedule and consult agenda material without signing in. That makes it a focused choice for conferences where navigating many sessions matters more than managing a wide range of event operations.

Organizers can import or sync programmes from Indico, EasyChair, ConfTool, Confex, OpenConf, EDAS, OpenReview and Microsoft CMT, as well as CSV and Excel exports. Public Indico, EasyChair and ConfTool programmes can generate a private preview in about 30 seconds; export-based setup is handled within 48 hours. The rapid preview is useful for evaluating a live programme, while teams relying on exports need to allow more setup time.

Key features

The app stores the programme, abstracts and maps locally, so attendees can refer to them offline. This is a practical advantage at venues with unreliable connectivity. Full-text and semantic search help people locate sessions across a crowded agenda, and LaTeX rendering suits technical content. Parallel-session conflict detection can help organizers spot clashes; programme change logs make revisions easier to follow.

Live updates, announcements and push notifications are available on Pro, alongside engagement tools and sponsor visibility. These features give organizers ways to communicate changes and provide sponsor presence without charging by attendee. The branded app option is narrower than a separate white-label product: organization-specific App Store and Google Play editions are an Enterprise add-on by arrangement and appear alongside the event in the shared HEPCon app.

Hosting is in Google Cloud’s Frankfurt region, europe-west3. HEPCon says it minimizes data collection and does not sell attendee data. Anonymous browsing avoids making sign-in a barrier, while institutional OIDC sign-in can be arranged on request.

Pricing

HEPCon is freemium, with a free plan and paid plans from €500. Quotes are fixed according to programme complexity rather than attendee count, so organizers avoid per-attendee fees, but the final cost is not determined by the contribution band alone. Organizers can evaluate using live conference data for as long as needed, with the go-live decision due one week before the event.

Core is the sensible starting point for smaller programmes, but its under-50-contribution ceiling rules it out for larger events. Pro adds the communication and engagement features that matter for mid-sized programmes; Enterprise is aimed at the largest events or those needing branding, analytics and additional support. Formal quotes, VAT invoices, Purchase Orders and bank transfer support make procurement more practical for institutions. HEPCon says it usually replies within 24 hours.

Platforms

HEPCon is available on Android, iOS and the web. Its hybrid web and app delivery is an Enterprise option on request.

Who it's for

HEPCon is best suited to scientific, medical, engineering and professional-association organizers managing content-heavy events with complex timetables. Its offline agenda, specialist programme handling and multiple import routes are more compelling for these teams than a general event toolset. It is less suitable when the main need is a broad operations platform or a branded standalone app without an Enterprise arrangement.

Pros and cons

Pros

• Offline storage includes the programme, abstracts and maps, so attendees can consult core agenda material without a connection.
• Imports and syncs from a wide range of conference systems, with a private preview in about 30 seconds for public Indico, EasyChair and ConfTool programmes.
• No per-attendee fees; quotes are based on programme complexity, which avoids attendee-count pricing.
• Anonymous browsing, Frankfurt-region hosting and optional institutional OIDC address common access and institutional considerations.
• Live evaluation with a go-live decision due one week before the event gives organizers room to assess a real programme.

Cons

• Paid prices are fixed quotes based on complexity, so organizers cannot determine a precise cost from the contribution threshold alone.
• Core is limited to programmes under 50 contributions, making it unsuitable for larger events.
• Custom-branded App Store and Google Play editions require an Enterprise add-on by arrangement and still sit within the shared HEPCon app.
• Export-based setup is handled within 48 hours, so it is not as immediate as the preview route for supported public programmes.

Alternatives

Event Mobile App Software is the category directory for comparing event-app options. Consider Amego if its Spark plan’s 1,000 AI credits and unlimited attendees suit your needs, especially for events with 50 attendees or fewer. Choose Cvent if you want to try its registration product for free and license only the solutions needed. Grip Onsite is another paid app option for Android, iOS and web.

PheedLoop is worth comparing if its event dashboard and registration, ticketing and website offering better match your requirements; its Core Event Dashboard is priced at $950 a month for 100–499 users. Webex Events Onsite suits organizations already considering select Webex Suite Enterprise Agreements, which include its Webex Events offering. Eventee may fit a pay-per-event approach, with Essential covering one event, up to 200 attendees and three team members. run.events is an alternative for teams considering a conference package starting at €4,300 a year for up to 500 attendees. Nunify is another paid event platform with a free trial and a plan priced at $24 a month, billed quarterly or annually.

Verdict

Choose HEPCon for a complex scientific, medical or technical programme where offline access, specialist agenda features and flexible imports matter more than a broad event-management suite. Its contribution-based tiers and lack of per-attendee fees are appealing, but complexity-based quotes make paid costs less predictable, and branded app delivery requires an Enterprise arrangement. If those trade-offs fit the event, HEPCon is a focused, well-targeted agenda choice.