An event app is a mobile application that bundles a program, networking, materials, and event-specific communication for attendees into a single interface. It is now standard for medium-sized and large congresses and is increasingly replacing printed program booklets.
Also known as: Congress app, conference app, mobile event guide
Technologies: Native app, web app (PWA)
Typical release: 2–4 weeks before the event
What is an event app?
The event app is now the central communication tool between organizers and attendees. What used to be handled by printed programs, attendee lists, and tote bags filled with speaker biographies is now managed by a smartphone app – with the difference that it is always up to date, customizable, and enables two-way communication.
Ideally, the app's content is not maintained separately but is fed directly from the central congress system – program changes appear without delay, and personalizations from the attendee portal take effect immediately.
Core features
- Program overview with filters by track, speaker, day, room
- Personal schedule: Attendees can mark their preferred sessions and see conflicts immediately
- Speaker profiles with biography, photo, and scheduled contributions
- Push notifications for program changes, reminders, and emergencies
- Materials: Slides, pre-reading, and handouts per session
- Networking: Attendee profiles with opt-in, matchmaking, and chat function
- Sponsor and exhibitor profiles with location, contact details, and materials
- Floor plans of the venue with session rooms
- Q&A and live polls during sessions
- Social component: Photo feed, hashtag stream
- Surveys and feedback during and after sessions
- Personal data: Own ticket, certificate of attendance, CME points
Technological options
- Native app (iOS/Android): Full functionality, offline mode, push notifications, but requires app store publication
- Progressive Web App (PWA): Accessed via web browser, app-like behavior, no app store process – faster to deploy, but with more limited functionality
- Hybrid approach: Native app with web fallback for rarely used functions
- Multi-event app from the platform provider: One app, many events – easier for power users
- Whitelabel app: Own brand identity, separate publication per event
Selection criteria
- Data source: Direct connection to the congress system or manual import?
- Platform reach: App store presence, updates, support for older devices
- Personalization: Does it work without a login (e.g., via ticket QR code)?
- Offline capability: Program access without Wi-Fi
- Accessibility: Screen reader compatibility, adjustable font sizes, contrasts
- GDPR: EU hosting, granular consent, clear permission concept
- Push reach: How many attendees actually install it?
- Reporting: Which functions are used and how often?
- Sponsor integration: Can sponsors be made visible in the app without ruining the UX?
- Multilingualism: Important for international congresses
Best practices
- Early availability: At least 2 weeks before the event, ideally 4 weeks
- Clear push strategy: Better to have a few relevant messages than constant notifications
- Onboarding tutorial short and immediately valuable
- On-site promotion: QR codes at the entrance, notes in the program booklet, announcement at the opening
- Data maintenance until the last minute – program changes must be reflected immediately
- Hybrid integration: Make live sessions seamlessly accessible in the app
- Follow-up: Keep the app available for a few weeks after the event ends
Event app in Converia
Converia offers an integrated event app that pulls its data directly from the congress system – program, speakers, materials, sponsor profiles, personal schedule, and push notifications without a separate tool and without manual data maintenance. Seamlessly integrated with the virtual platform for hybrid events.
One data source, one app
With the Converia event app, there is no need to maintain program, speaker, and sponsor data in a second system – once entered, it is up to date everywhere.
- Attendee management – ticketing & registration
- Matchmaking – communication & journey
- Virtual congress platform – formats & trends
Program, networking, materials, and push – from the congress system, without double entry.