Hayrat - Congress App and Organiser Console for a Medical Congress
Congress Platform for a Bahraini Medical Congress Organiser
Designed and built a clickable organiser console for a Manama congress organiser running a four-day medical congress of about 15,000 attendees: a live dashboard fed by door scans, a programme grid that catches clashes before publishing, one compliance queue for everything industry-funded, and CME/CPD credits calculated from verified attendance.
Most of our work is under NDA. Per agreement, we can share the work but not the company details - all names and identifying information shown here have been changed.
Impact
Live dashboard, programme grid and table, session editor with 4 tabs, compliance review and attendance & certificates, plus a publish sheet that lists changed sessions and affected attendees.
Sponsor named, no prescription-medicine promotion to non-HCPs, no claims without references, no influence on accredited content and modest hospitality. Failing checks are flagged before the compliance lead decides.
NHRA and EACCME rules are applied separately: 80% minimum attendance, rounding down to 0.25 or 0.5 credits and a daily cap of 6. Industry symposia earn no credits, and certificates stay locked until the congress closes.
21 sessions over 4 days in 6 rooms, 12 speakers with disclosures, 7 sponsors and exhibitors, 12 compliance items, 22 attendance records and 4 credit disputes.
The Problem
Karbabad ran its flagship congress on a white-label app bought fresh every year, a 300-page printed programme and spreadsheets. The programme changed more than 400 times in the last fortnight and the app lagged by a day, CME attendance was proved on paper sign-in sheets that took six weeks to key in, sponsors' pushes had to be blocked by phone, and non-HCP attendees could open product pages meant only for healthcare professionals.
Our Solution
Hayrat gives attendees a mobile-first congress app and gives Karbabad's team one organiser console. The demo covers the console: a live view of rooms and occupancy from door scans, a programme that publishes changes as one versioned update, a single compliance queue for booth content, sponsored pushes, home cards and industry symposia, and credits calculated per accreditation from scans, with a disputes queue.
The Challenge: Running a Congress Under Medical Rules
A medical congress is an event, an accredited education programme and a sponsored exhibition at the same time. Each part brings its own rules, and the same attendee can be a verified physician in one room and an unverified visitor at the next booth.
A Programme That Keeps Moving
Hundreds of changes land in the final fortnight and during the congress itself. Every room move or time change has to reach the attendees who starred that session, without a speaker ending up booked in two rooms at once.
Credits That Must Be Proved
Accreditors such as the NHRA and UEMS-EACCME generally require verified attendance per session, speaker disclosures and an evaluation, and exclude industry-sponsored satellite symposia. Minimum attendance, rounding and daily caps differ per accreditation.
Industry Content Reaching the Wrong People
The EFPIA, IFPMA and Mecomed codes generally mean sponsored items are clearly labelled, sponsors do not shape scientific content, hospitality stays secondary and prescription-medicine promotion reaches only healthcare professionals.
Personal Data Under Two Regimes
Bahrain's PDPL (Law No. 30 of 2018) covers every attendee and treats health data as sensitive, and the GDPR may apply to European attendees. Exhibitors also need proof that each attendee agreed to share their details.
Our Approach: From Congress Rules to a Clickable Console
Spec and Rules Research
Mapped 10 roles and 54 screens across the attendee app, exhibitor lead app, speaker portal, public programme and organiser console, and the data model for sessions, speakers and disclosures, door scans, attendance records, credit rules, partners, content items, compliance decisions, consents and lead shares. Wrote down the rules the design follows: Bahrain's PDPL, the GDPR, NHRA and EACCME accreditation, the EFPIA, IFPMA and Mecomed codes and WCAG 2.2 AA.
Clickable Demo on a Production UI Kit
Built 5 key organiser console screens on a production dashboard kit: the live dashboard with check-ins, room occupancy and a Needs attention list, the programme grid and table with clash outlines, the session editor, the compliance queue with its decision sheet, and attendance & certificates with the disputes queue and a scan timeline per record. Mark full, grant or decline a dispute, approve content and publish all run on local state.
What a Production Build Adds
Integration with registration (such as Cvent), the door scanners, the abstracts system, APNs and FCM push, indoor maps such as MapsIndoors, Postmark and Twilio, and exhibitor CRMs, hosted in the AWS Bahrain region. Staff roles with room-level access, an audit log of every change, push, decision and export, and the remaining surfaces: the attendee app with offline mode and Arabic right-to-left layout, the exhibitor lead app and the speaker portal.
Why It Works: Every Rule Visible to the Person It Affects
Changes Published as One Update
Programme edits stay drafts until published. The Publish changes button shows the unpublished count, the sheet lists the changed sessions and affected attendees, and room double-bookings or a speaker in two rooms show a red outline with the reason.
One Queue for Industry Content
Booth content, sponsored pushes, home cards and industry symposia wait in one review queue with the partner's earlier decisions alongside. Approve, request changes or reject, and every decision is recorded in the audit log.
Credits Explain Themselves
Each attendance record shows verified minutes against the session length and the reason for its status, such as 64 of 90 minutes against an 80% minimum. The timeline lists every scan with its door and device, so a missing exit scan can be checked before a dispute is granted.
Accreditation Locked Where It Matters
Marking a session as an industry symposium turns its CME eligibility off, and only the CME/CPD officer can turn it back on. Credit rules are versioned per accreditation, and certificates cannot be issued until the congress closes.
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Enterprise Software Engineering - Human + AI
Contact Us
Locations
Global Headquarters
21 Merchant Road, 3rd Floor, Singapore 058267
Main corporate office and leadership operations
North America Office
548 Market Street, PMB 12345, San Francisco, CA 94104
Client operations and business development
India Office
402 Shivalik Shilp II, SG Highway, Ahmedabad 380015
Engineering and delivery center
© 2026 - Copyright. All Rights reserved Oceanlab