Medical and scientific conferences are among the most complex corporate events: multi-track agendas with strict room capacities, ECM-accredited sessions, poster management, pharma sponsors with specific regulations, training credit recognition, pre/post-event scientific materials. OAK EVENTS handles this end-to-end with tools designed for the Italian medical-scientific context.
What does a typical medical-scientific conference look like?
- Size: 500–2,500 attendees (specialist doctors, researchers, pharma sponsors)
- Duration: 2–3 full-time days
- Format: 3–6 parallel rooms, 40–80 total sessions, 100–300 speakers
- Session types: keynote, symposia, oral communications, poster sessions, hands-on workshops, ECM exams
- Audience: mandatory pre-registration with named badge, tax ID confirmation for ECM
- Sponsors: 10–50 pharma exhibitors with AIFA regulations on sponsored content
What are the challenges of a medical-scientific congress?
- Minute-precise ECM attendance tracking: each attendee must prove attendance to a minimum % of sessions to obtain credits
- Scientific poster management: poster upload by authors, peer review, virtual gallery display
- Pre/post-event materials: papers, abstracts, slides shared with differentiated permissions (open vs restricted)
- AIFA compliance: pharma-sponsored content tracked separately, with mandatory disclaimers
- Final ECM exams: validated questionnaires with minimum score, named certificate compliant with Ministry specifications
- Multi-language: some sessions in English (international speakers), simultaneous translation
How does OAK EVENTS manage ECM accreditation and sponsors?
OAK EVENTS offers a dedicated module for medical-scientific conferences that integrates all Italian-specific requirements:
Minute-precise ECM tracking: each session check-in records entry/exit of every attendee, automatically calculates attendance % required for credits.
Poster management: dedicated panel for authors with upload, status (in review/accepted/rejected), virtual navigable gallery for attendees.
Named ECM certificates: automatic generation of signed PDF compliant with Ministry of Health specifications, with tax ID and calculated credits.
AIFA compliance: separation between scientific content and sponsored content, differentiated badge for attendees who consented to pharma contact.
Multi-language + translation: multilingual session management, integration with simultaneous translation services.
Multi-track agenda with room capacity, booking, automatic waiting list.
Frequently asked questions
How does ECM credit tracking work at a conference?
In OAK EVENTS, ECM tracking is minute-precise: each session check-in records the entry and exit of every attendee and automatically calculates the attendance percentage required to earn credits. This proves that each attendee attended the minimum share of sessions required for ECM accreditation.
Does OAK EVENTS generate named ECM certificates?
Yes. OAK EVENTS automatically generates named ECM certificates as signed PDFs, compliant with Ministry of Health specifications, including the attendee's tax ID and calculated credits. Final ECM exams use validated questionnaires with a minimum score.
How are pharma sponsors and AIFA compliance handled?
OAK EVENTS separates scientific content from sponsored content and tracks pharma content separately, with mandatory disclaimers, in compliance with AIFA regulations. Attendees who consented to pharma contact receive a differentiated badge. A typical scenario involves 10 to 50 pharma exhibitors.
Does OAK EVENTS support multi-track agendas with room capacity?
Yes. OAK EVENTS manages multi-track agendas with 3–6 parallel rooms, room capacity, seat booking and an automatic waiting list, for typical formats of 40–80 total sessions and 100–300 speakers over 2–3 days.
How do accreditation and attendee check-in work at a medical congress?
Accreditation requires mandatory pre-registration with a named badge and tax ID confirmation for ECM. The per-session check-in records the entry and exit of every attendee, underpinning both access control and ECM credit calculation.
Can scientific posters and multilingual sessions be managed?
Yes. Authors upload posters through a dedicated panel with status (in review/accepted/rejected) and a navigable virtual gallery for attendees. Multilingual sessions with international speakers are supported, with integration of simultaneous translation services.
Do you manage events of this type?
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