Keeping 1,100 speakers on time, to the minute

Nov 25, 2020

An enticing scientific program requires a range of speakers and topics – however when that means 15-minute presentations running in up to seven concurrent rooms, proper management is absolutely vital. The World Engineers Convention Australia 2019 (WEC 2019) needed a reliable system that would keep the program on time.

World Engineers Convention Australia 2019

CHALLENGE

With WEC 2019 featuring 1,100 speakers in 81 sessions in just 3 days, keeping to schedule was critical to the smooth running of the conference. The program was designed for 15-minute presentations and allowed just 3 minutes for change-over in between speakers. Running on time was a key priority for the Organising Committee, who did not want to jeopardise the professionalism of the Convention nor mismanage the large number of presentations.

SOLUTION 

The e-speaker management software was used to lead the smooth management of the program content. The software simplified the uploading of presentations for all 1,100 speakers and offered the ability to upload ahead of the Convention, which was taken up by 50% of speakers. A dedicated speaker room onsite allowed presenters to upload the remaining presentations, view their presentation and make last-minute changes. eSpeaker also allocated presentations to the correct room at the click of a button whilst allowing for any late room changes or updates. To ensure speakers didn’t go over time with their presentations, a countdown system was displayed to each presenter throughout and an automatic close feature ended the presentation once the 15-minute deadline was reached.

OUTCOME

The entire program for WEC 2019 ran to the minute thanks to eSpeaker. Speakers were kept to their 15-minute timeframes and their presentations were easily delivered to seven break-out rooms, with no administrative errors. Most importantly, feedback from speakers was glowing, with many commenting that the live countdown timer system helped them to plan their presentation while the automatic shutdown of presentations ensured a respectful Convention.

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