Client: Global Scientific Society (Optics & Photonics) Challenge: Rapid transition from in-person to fully digital conferences while managing large-scale poster submissions Solution: Integrated poster submission and publishing workflow embedded within the existing digital library ecosystem Impact: 5,500+ poster submissions managed annually 25 global conferences supported each year 40,000+ annual attendees enabled through digital access Enhanced discoverability and long-term accessibility of conference content
The Challenge
A leading international society for optics and photonics needed to enhance its conference experience by integrating digital poster presentations into its ecosystem.
Originally designed as a hybrid solution, the requirement quickly evolved when in-person events were transitioned to fully digital formats within a short timeframe.
This created several challenges:
Need for rapid deployment of a fully digital poster submission system
Integration with existing submission systems and digital library architecture
Maintaining consistent branding, user experience, and single sign-on functionality
Managing high volumes of submissions across multiple global conferences
The society required a scalable, integrated solution to ensure continuity without disrupting user experience.
The Solution
A configurable, end-to-end poster submission and publishing workflow was implemented and seamlessly integrated into the society’s existing platform and digital library.
Built in close collaboration with the client’s technology team, the solution enabled efficient content collection, management, and dissemination within an accelerated timeline.
Digital Poster Workflow Framework
Seamless Platform Integration: Embedded directly into the existing submission system and digital library, ensuring consistent branding, interface, and user experience.
Automated Submission Management: Enabled structured collection and management of poster submissions, significantly reducing manual effort.
Accelerated Deployment Model: Delivered under compressed timelines to support the transition to fully digital conference formats.
Searchable & Discoverable Content: All poster submissions were indexed and made fully searchable within the digital library, improving accessibility and reach.
Metadata-Driven Dissemination: Enhanced discoverability through structured metadata integration, enabling broader visibility across platforms.
Impact Delivered
The implementation enabled the society to successfully transition to a digital-first conference model while maintaining scale and quality.
Managed 5,500+ poster submissions annually across global events
Supported 25 international conferences per year through a unified digital workflow
Enabled access for 40,000+ annual attendees in a fully digital environment
Automated poster management, reducing administrative effort and operational complexity
Extended the lifecycle and visibility of conference content through digital library integration
Improved global discoverability and engagement beyond live event timelines
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