How we prepared for and executed a record-breaking 6,366 ePosters at AAIC 2026
This year, the Alzheimer's Association International Conference (AAIC) brought together more than 13,000 attendees from 111 countries, and hosted nearly 200 scientific sessions with over 800 podium presentations.
For ePostersLive, it marked the largest conference we have supported in over 15 years of ePoster management services. We built a system equipped to handle 6,366 ePosters, the highest capacity ever prepared for a single event.
For all of our clients, we make sure that each conference is set up for success with a combination of support features at every step of the process. ePostersLive includes live chat support for real-time submitter questions and troubleshooting, and organizers can choose remote or on-site coverage depending on their event needs. For some, having a dedicated ePL team to run on-site poster sessions is pivotal. For others, adding more people to the already-busy conference floor isn’t necessary to ensure everything runs smoothly.
A conference of AAIC's size brings its own challenges, like more presenter inquiries arriving in parallel, and more institutions and authors to coordinate across time zones. To address these challenges, we implemented multiple levels of quality control throughout the process, prepared troubleshooting guides for potential scenarios, and put backup solutions in place for critical system functions. We also proactively suggested ways to make the submission process as clear and straightforward as possible for presenters. Throughout the submission period, we worked closely with AAIC organizers to ensure every support request was handled properly, since we frequently received queries that were not ePoster-related.
As we approached the submission deadline and support requests began to spike, we organised additional shifts outside regular working hours to ensure that all enquiries were handled as promptly as possible. On average, we handled approximately 15 - 20 support requests per day, with this number rising to as many as 35 on peak days. Our average response time during working hours was under 30 minutes, and within 12 hours when received outside working time. During the additional support shifts and throughout the entire conference itself, all queries were handled immediately.
Support for AAIC 2026 was delivered entirely remotely, with no on-site presence in London. Instead, the committee opted for dedicated live remote support throughout the conference. For that purpose, members of both our support and IT teams remained on-call throughout the conference days, had our backup solutions ready, and kept the live-chat channel available, allowing us to respond quickly and provide immediate assistance as needed.
By the end of the conference, the feedback from the Alzheimer's Association's team reflected what our preparation was for:
“The level of support that Natasa and the entire team provide is truly unmatched. From managing the tremendous volume of poster submissions to responding to countless presenter inquiries and handling everything else in between, your team's professionalism, responsiveness, and expertise make an enormous difference.
Simply put, we could not manage the poster process for AAIC without your partnership.”
— Lynett, Conference Services Senior Specialist, Alzheimer's Association
While we believe in optimizing technology to maximize efficiency and provide a suite of software tools to meet every conference need, we don’t compromise or outsource when it comes to customer support. Always having a human readily available to field an issue, whether it’s a last-minute poster upload or revamping an element of the on-site delivery, to make your need our top priority, is something that will never change about ePostersLive - regardless of conference scale.
AAIC 2026 is now the largest conference ePostersLive has supported to-date, and a clear testament of what our combination of software and service can handle at scale. Whether an event needs remote coverage, live chat support for presenters, οr dedicated on-site staff, our same team and infrastructure are behind it, built to handle whatever volume a conference brings.
Natasa Christoulaki
Client Services & Project Manager
Natasa Christoulaki is a conference professional who has spent nearly a decade behind the scenes of scientific and medical meetings. She has learnt that things do not always go quite to plan, so she focuses on making processes simpler for organisers and attendees alike.