# How we would run a medical association conference with paid workshops and meeting rooms **This is a plan, not an event we have run.** There is no client and there are no results here. It shows how we would run this occasion with modules that work today. Screens are real screens from other Sociana apps, captioned with the app they come from, or marked as concepts. An illustrative plan, not a conference we have run: how Sociana would run a medical association's three-day annual conference for 900 delegates, with paid hands-on workshops and bookable meeting rooms. Delegates sign in with the email the secretariat holds, buy workshop seats and room slots through Razorpay inside the app, get scanned into each hall, and rate sessions as they end. The secretariat sees seats, payments and attendance in one admin panel. Illustrative scenarioA convention centre with one main hall, four workshop halls and six meeting roomsThree days: one workshop day, two conference days900 delegates, 120 faculty, 30 exhibitors[Conferences with room booking](https://sociana.in/event-types/conferences-with-room-booking/) ![Login card asking for a phone or email with a Send OTP button and a note that a five digit code will be sent](https://sociana.in/screens/apmi-annual-conference/2026-10-06-20-20-52.webp) ![Billing details sheet for the GST invoice with a required State field and optional company name, GSTIN and address fields above a Continue button](https://sociana.in/screens/apmi-annual-conference/2026-10-06-20-20-59-1.webp) ![Book Your Meeting Room page with a booked count progress card and hourly slot grids for two rooms with one slot selected and a Proceed button](https://sociana.in/screens/apmi-annual-conference/2026-10-06-20-20-59.webp) Hero screens: Real screen from APMI Conference: Login, phone or email Send OTP · Real screen from APMI Conference: Meeting room, billing details · Real screen from APMI Conference: Meeting room, slot picker. The plan at a glance Status Illustrative plan, not a delivered event Headcount 900 delegates, 120 faculty, 30 exhibitors Place A convention centre with one main hall, four workshop halls and six meeting rooms Span Three days: one workshop day, two conference days Sign-in Email or phone OTP for confirmed delegates Who uses it Member delegates · Faculty · Industry partners · Secretariat Package Event & Hospitality ## The brief A national specialty association holds its annual conference in a convention centre. Day one is for hands-on workshops of 40 seats each, sold separately from the delegate fee. Days two and three are plenaries, panels and free papers across two halls. Industry partners want meeting rooms by the half hour, and members want to book a quiet room for a chapter meeting. Last year workshop seats were sold on a form and a spreadsheet, two workshops were overbooked and the secretariat spent the first morning issuing refunds at the desk. In this plan the delegate list comes from the association's own membership system as a file. Workshop seats are ticket types with a hard cap, so the 41st buyer sees Sold out instead of a confirmation. Meeting rooms are slots with a price and a per-person limit. Every hall scan is tied to the delegate, which gives the secretariat a clean attendance list per session for its own records. Modules ## What we would switch on, and why Each module exists in the platform today. Where a public screen exists, it comes from another Sociana app and is captioned with that app's name. ### [OTP login](https://sociana.in/features/otp-login/) Delegates sign in with the email or phone the secretariat already holds; walk-in spot delegates are added at the desk after payment. ![Login card asking for a phone or email with a Send OTP button and a note that a five digit code will be sent](https://sociana.in/screens/apmi-annual-conference/2026-10-06-20-20-52.webp) Real screen from APMI Conference: Login, phone or email Send OTP ### [Tickets](https://sociana.in/features/tickets-and-payments/) Each workshop is a ticket type with 40 seats, a price and a closing date. Payment goes through Razorpay, with a downloadable invoice for the delegate's hospital or clinic. ![Billing details sheet for the GST invoice with a required State field and optional company name, GSTIN and address fields above a Continue button](https://sociana.in/screens/apmi-annual-conference/2026-10-06-20-20-59-1.webp) Real screen from APMI Conference: Meeting room, billing details ### [Room booking](https://sociana.in/features/meeting-room-and-slot-booking/) Six rooms in 30-minute slots, booked and paid in the app, with a limit per delegate so one partner cannot take a whole afternoon. ![Book Your Meeting Room page with a booked count progress card and hourly slot grids for two rooms with one slot selected and a Proceed button](https://sociana.in/screens/apmi-annual-conference/2026-10-06-20-20-59.webp) Real screen from APMI Conference: Meeting room, slot picker ### [Agenda](https://sociana.in/features/agenda-and-show-flow/) Hall-wise programme for three days with faculty names, and Live and Up Next badges on the session in progress. ![Agenda for 30 September with expandable session cards from setting up and welcome to the chief guest address, the launch of association initiatives and a guest of honour speech](https://sociana.in/screens/apmi-annual-conference/2026-10-06-20-21-02-1.webp) Real screen from APMI Conference: Agenda, 30 September programme ### [Speakers](https://sociana.in/features/speakers-and-dignitaries/) Faculty profiles grouped by role: orators, chairpersons, panellists and workshop instructors. ![Speakers page with three profile cards showing name, company, role and a short biography, one photo blurred](https://sociana.in/screens/occasion-xperts/2026-10-07-13-41-19.webp) Real screen from Occasion Xperts: Speakers, profile cards ### [QR attendance](https://sociana.in/features/qr-attendance-and-activities/) Volunteers scan delegates into each workshop and hall; a workshop scan only succeeds for someone who paid for that workshop. ![Take Attendance list of meeting room slots across five rooms, each with a tap to view attendees prompt](https://sociana.in/screens/apmi-annual-conference/2026-10-06-20-21-04.webp) Real screen from APMI Conference: Take Attendance, meeting room slots ### [Feedback](https://sociana.in/features/feedback-forms/) Session feedback cards unlock as each session ends, so faculty ratings are collected while the talk is fresh. ![Session Feedback page with four laptop icon tiles one per session, with a volume control overlay](https://sociana.in/screens/growth-code/2026-10-06-15-32-03-2.webp) Real screen from Growth Code: Session Feedback, session tiles ### [AI summaries](https://sociana.in/features/ai-session-summaries/) Short summaries of plenaries drafted by AI and published only after a named secretariat member approves or edits each one. ![AI Session page listing four session titles, including a president's address and a report presentation, each with a robot icon that opens an AI generated summary](https://sociana.in/screens/eema-connect/2026-10-06-17-36-40-2.webp) Real screen from EEMA Connect: AI Session, summary list ### [Sponsors](https://sociana.in/features/sponsors-and-partners/) Partner logos by category on Home and a partners page that leads to each partner's room slots and stall. ![Sponsor panel with nine platinum sponsor logo tiles from financial firms and one gold sponsor tile on a blue background](https://sociana.in/screens/apmi-annual-conference/2026-10-06-20-21-00-2.webp) Real screen from APMI Conference: Home, Platinum and Gold sponsors Run plan ## Day by day 1. Ten to two weeks before ### Seats sold, not promised - Import confirmed delegates; workshop sales open in the app with the caps set. - Faculty list and programme loaded; room slots opened to partners first, then members. - A reminder goes to delegates who paid for a workshop but have not opened the app. 2. Day 1 · workshops ### Four halls, 40 seats each - Scan in from 8:30 am; unpaid delegates are sent to the desk, not turned away by a volunteer. - Feedback per workshop unlocks at the close. 3. Days 2 and 3 · conference ### Plenaries, papers and rooms - Hall scans per session; live polls in the main hall for the debate session. - Meeting rooms run to the booked slots; the room volunteer scans each booking at the door. - Plenary summaries reviewed by the scientific committee before they publish. 4. After the conference ### Records for the secretariat - Attendance per session, workshop rosters, payments and invoices exported for the association's records. Team ## Who would do what | Role | People | What they do | | --------------------------- | ------------------ | --------------------------------------------------------------------------- | | Delivery lead | 1 | Plans with the secretariat and the scientific committee. | | Content and payments set-up | 2 | Programme, faculty, ticket types, room slots and the Razorpay account link. | | On-site lead (optional) | 0–1 | Trains hall volunteers and sits at the delegate desk on day one. | | Hall volunteers | 12 (association's) | Scan delegates into halls and rooms. | Timeline ## From order to wrap-up 1. Twelve weeks outWorkshop list, prices and caps agreed. 2. Ten weeks outApp live; workshop sales open. 3. Six weeks outRoom slots open to partners, then members. 4. Two weeks outProgramme frozen; volunteers briefed. 5. One week afterAttendance and payment exports handed over. For the organiser ## What your team would see ### Seats left per workshop Sold, held and free seats for each workshop, so nobody promises a seat that does not exist. ### Payments with invoices Every payment with its invoice, matched to the delegate, settled to the association's gateway account. ### Attendance per session Who was scanned into which hall and when, exportable for the association's own records. Risks ## What could go wrong, and how we would handle it **Workshop overbooking.** Seats are a hard cap on the ticket type; the checkout closes at 40. **A delegate paid but the payment shows as incomplete.** The desk checks the payment in the admin panel and confirms the seat by hand; the scan rule then lets the delegate in. **Faculty changes on the morning of a session.** The programme is edited in the admin panel and the change shows on refresh, with a push to delegates in that hall's group. **An AI summary misstates a clinical point.** Nothing publishes without approval; the committee edits or rejects each draft. Price band ## ₹2,05,200 to ₹2,50,200 + GST Built from the public price list on the Event & Hospitality package. Your quote would be itemised against the same lines. | Line | Low | High | | ---------------------------------------------------------------------------------------------------------------- | --------- | --------- | | Event & Hospitality packageup to 500 people | ₹1,40,000 | ₹1,40,000 | | 400 people above the 500 includedper-person ladder on the price list | ₹7,200 | ₹7,200 | | Meeting-room and slot booking with paymentsadd-on on Event & Hospitality | ₹25,000 | ₹25,000 | | Ticketing for paid workshopsset-up fee; 0% Sociana commission | ₹25,000 | ₹25,000 | | Remote ops desk for 1 more event daytwo event days are included; ₹8,000 per extra day | ₹8,000 | ₹8,000 | | On-site Sociana team, 0–1 person for 3 days₹15,000 per person per day; optional, the remote ops desk is included | ₹0 | ₹45,000 | | Band | ₹2,05,200 | ₹2,50,200 | [See the Event & Hospitality package](https://sociana.in/pricing/event-and-hospitality/) ### Billed on actuals, outside the band - Payment-gateway charges on actuals (they can be passed to buyers) - WhatsApp utility messages at ₹0.25 each and marketing messages at ₹1.1 each, on actuals - Travel, food and stay for any on-site Sociana staff ### Notes - Associations with proof of status get 10% off the list (published discount policy). - Participation & Rewards (₹2,25,000) includes room booking and ticketing; at this headcount Event & Hospitality with the two add-ons costs less. - All figures are list prices in rupees, exclusive of 18% GST. - Price list valid until 31 Mar 2027; your quote is itemised against the same list within one working day. ### Not in this plan - Sociana does not award or certify continuing-education credit hours; scan records can support the association's own process. - No badge printing; the delegate's QR on the phone is the entry pass. - No integration with the association's membership software beyond file import, Sheets and webhooks. Real events ## Where these modules have already run Customer stories from events we did run, which used the modules this plan relies on. [APMI Annual Conference 2026 · Association conference](https://sociana.in/case-studies/apmi-annual-conference-2026/)[EEMA Connect · Association events](https://sociana.in/case-studies/eema-connect/) Questions ## About this scenario Has Sociana run a medical conference like this? Not this one; this page is an illustrative plan. The room booking and in-app payments it relies on ran at the APMI Annual Conference 2026 in Mumbai, whose screens appear here with their captions. Can delegates pay for workshops separately from the conference fee? Yes. Each workshop is its own ticket type with a price, a cap and a closing date, paid through Razorpay with a downloadable invoice. Does the app issue CME credit certificates? No. Sociana records who was scanned into which session and exports it. Awarding credit stays with the association and the relevant council. ## Planning something like this? Send us your date, city and headcount. We will turn this plan into yours, with an itemised quote within one working day. [Book a demo](https://sociana.in/contact/)[Talk on WhatsApp (opens WhatsApp in a new tab)](https://wa.me/919145897433?text=Hi%20Sociana%2C%20I'm%20looking%20at%20the%20Medical%20association%20annual%20conference%20with%20paid%20workshops%20scenario%20%28%2Fscenarios%2Fmedical-association-conference-paid-workshops%2F%29%20and%20would%20like%20to%20know%20more. "WhatsApp · replies Mon–Sat, 10:00–19:00 IST") --- Canonical: https://sociana.in/scenarios/medical-association-conference-paid-workshops/ Publisher: Sociana by Alien Brains Private Limited (https://sociana.in/)