A conference of 300 people in seven roles — without seven spreadsheets

Speakers, attendees, press, partners, team, VIPs, organizers. Three parallel tracks. Booths in the foyer. Usually that is weeks of manual work. In Aditum it is all automated: one event, one database, one QR per person.

Request a demo How it’s configured

Demo: Northstar Media Summit 2027
300 applications
52 programme items
30 speakers
3 halls

Event dashboard: applications by status, category and country

What hurts the organizer

Four things that break a week before the conference

Hundreds of participants in different roles

A speaker can’t register through the guest form. Neither can a partner. As many lists as roles, with different people, none of them matching. In Aditum categories are a builder: each event defines its own.

3 parallel tracks

A speaker is in two halls at once, and the site still shows the old programme. You find out from participants.

Media accreditation

Press applications need a separate check, a different badge and access to the press zone. Everyone else — no.

Partners with booths

Booth staff arrive a day early for build-up. Let them into the foyer on Wednesday — and not into the hall on Thursday.

How Aditum is configured

Not a template. A conference configuration

The same blocks as for a summit or a dinner — with different values. They are what makes a conference a conference.

Thursday, 14 October. What it looks like from the inside

07:30

Foyer F · booths

Booth staff arrive for build-up

Yesterday they were let into the foyer under the “build-up, Wednesday” rule. Today the foyer and lounge are open to them, the halls are not. The rule was changed in the console, not at the gate.
Access control →
08:15

Main entrance · 3 desks

300 people in 90 minutes

Search by surname or scan the QR from the email. A welcome kit for everyone, a T-shirt for the team by size. The Speakers & VIP desk — no queue.
On-site accreditation →
09:55

Hall E · Gate A

A speaker enters her session

Guard scans — “Allowed”, rule: Hall E → 10:00 session → “Speakers” group. A guest with an “Attendee” badge for the same session — also allowed; Suite E — not.
Aditum Guard →

Gate A · Hall E ENTRY

Entry allowed

Emma Wilson

Speaker

EW

Profile

Speakers

Country

IE

Zone

Hall E

Time

14 Oct, 09:55

Rule: Hall E → 10:00 session → Speakers

Tap to continue

Enter code manually
13:40

Console · programme

A session in Hall F1 shifted by 15 minutes

Changed the time in the console — the event site, the guest app and the session access rules updated. Nobody sent a PDF around.
Programme, speakers, partners →
18:30

Help & Reprints desk

Power banks are due back by the end of the day

41 handed out, 38 returned. Three are on the overdue list with contacts. A “return reminder” email goes to that segment automatically.
On-site accreditation →