Event Website & Digital Infrastructure
A conference website that does more than look good — it registers, informs and measures.
- Event website and landing pages
- Program, venue and FAQ structure
- Registration integration
- Tracking and analytics setup
Digital operations & marketing for medical events
You Organize the Conference.
I Build the Digital System Behind It.
From the first invitation to the final attendance report, I build and manage the technology, registration, communication, marketing and reporting infrastructure behind medical conferences.
Fewer spreadsheets. Fewer manual follow-ups. Far fewer “Did anyone send that?” moments.
13 years inside medical conferences • Bilingual EN / PT • Strategy + Technology + Operations
Conference Command Center
LiveRegistrations
1,284
+17 todaySpeakers
42 confirmed
3 pendingReminder sent
Delivered ✓Documents
38 signed
4 pendingCheck-in
Ready ✓
Scanners onlineReporting
Live
UpdatingNew registration — Dr. A. Ribeiro
Everything under control. 💕
If you’ve run a conference, you know.
The Conference Isn’t the Hard Part.
It’s Everything Happening Behind It.
- Did the speakers send their bios?
- Who still hasn’t signed?
- Where is the latest attendee list?
- Did everyone get tomorrow’s reminder?
- How many registrations came from Facebook?
- Which participants actually checked in?
- The board needs the report by Friday.
- Did we send the sponsor materials?
You shouldn’t have to manage all of that manually.
13 years behind the registration desk
I Didn’t Learn Events From a Marketing Course.
For 13 years, I worked inside medical associations and helped run medical conferences from the inside.
I know what happens when a speaker cancels, a registration can’t be found, the president needs updated numbers, someone forgot to send the reminder, and the final report still needs to reach the board.
Today, I combine that operational experience with marketing technology, automation and data to build better systems behind medical events.
From save the date to final report
This Is What A-to-Z Actually Looks Like.
Seven stages, one connected operation. Scroll through the lifecycle of a medical conference and see what happens behind each step.
Plan
Build the Foundation Before Registrations Begin.
I organize the digital foundation of your conference before promotion begins — so your team isn’t building the plane while already flying it.
- Spreadsheet
- Form
- Inbox
- Website
- Attendee list
Event Command Center
- Event website
- Landing pages
- Registration structure
- CRM setup
- Custom fields
- Audience categories
- Tracking architecture
- UTMs
- Payment flows when applicable
- Internal workflows
- Event dashboard
Promote
Fill the Room With the Right People.
Event promotion shouldn’t stop at impressions and clicks. I connect campaigns to actual registration data so we can understand which marketing efforts are really filling seats.
Campaign A
$8
Cost / Registration
- 120 registrations
- 32 attendees
Campaign B
$18
Cost / Registration
- 80 registrations
- 61 attendees
Which campaign actually brought the better audience?
Cheaper registrations aren’t always better registrations. Attribution tells you which campaign filled the room.
Illustrative data, shown as an example.
- Meta / Facebook & Instagram Ads
- Campaign strategy
- Audience segmentation
- Retargeting
- Landing pages
- Creative strategy
- Meta Pixel
- Conversions API
- UTM tracking
- Registration attribution
- Cost per registration
- Campaign optimization
Register
Registration Without the Spreadsheet Chaos.
Every registration is captured, organized, categorized and ready for action from the moment it comes in.
- Attendee registersForm submitted
- Contact createdCRM record
- CategoryPhysician
- SourceMeta campaign
- Confirmation sentDelivered ✓
- Dashboard+1 registration
- Online registration
- Custom fields
- Participant categories
- Automated confirmation
- Payment status
- Promotional codes
- Source tracking
- Attendee segmentation
- VIP identification
- Speaker identification
- Sponsor identification
- Cancellation workflows
- Duplicate management
- Real-time reporting
- Capacity / waitlist workflows
Prepare
Stop Chasing Speakers One Email at a Time.
I create structured workflows for faculty invitations, confirmations, documents and deadlines so you always know what’s complete and what needs attention.
Dr. Ana Silva
- InvitationSent
- InvitationViewed
- AgreementSigned ✓
- BioReceived ✓
- PresentationPending
- Automatic reminderScheduled for Monday
Faculty status
42
Confirmed38
Documents complete4
Pending
Electronic signature, digital document management and document tracking — always aligned with your association’s own policies.
- Speaker invitations
- Faculty management
- Digital invitation acceptance
- Electronic signatures
- Agreement management
- Document collection
- Automatic reminders
- Speaker bios
- Headshot collection
- Presentation deadlines
- Moderator / chair segmentation
- Internal alerts
- Speaker status dashboard
Engage
Everyone Gets the Right Message at the Right Time.
Three audiences, three parallel journeys. Each message is triggered by what actually happened — not by someone remembering to send it.
Attendee journey
- Registration
- Confirmation
- 30-day reminder
- 7-day reminder
- Tomorrow!
- Venue information
- Survey
- Certificate / Follow-up
Speaker journey
- Invitation
- Accepted
- Agreement
- Missing documents
- Presentation deadline
- Final instructions
- Thank you
Sponsor journey
- Agreement
- Asset request
- Deadline
- Approval
- Exhibitor instructions
- Post-event report
- Email marketing
- SMS
- Automated reminders
- Behavior-based communication
- Audience segmentation
- Confirmation workflows
- Schedule updates
- Last-minute alerts
- Post-event communication
Check-in
When the Doors Open, the System Is Ready Too.
Attendees are found in seconds, walk-ins are handled without panic, and the live count is always the real one.
Dr. Camila Santos
Registered ✓QR scan
Checked in
09:04 AM ✓
Attendance today
0
- Program
- Survey
- Sponsor
- Resources
- Attendee lookup
- QR-based workflows
- Check-in support
- Walk-in registration workflows
- Live attendee status
- SMS updates
- Resource QR codes
- Survey QR codes
- Sponsor links
- Internal alerts
Report
When the Conference Ends, You Should Know Exactly What Happened.
No more building your final report from five spreadsheets, Meta Ads Manager, an email platform and someone’s handwritten attendee count.
Event intelligence
Illustrative dashboard0
Registrations
0
Checked in
0.0%
Attendance rate
$0.0
Cost / registration
0%
Registrations from Meta
0.0%
Email open rate
Registration curve
One connected conference performance report.
- Registration curve
- Attendance
- Traffic source
- Attendee category
- Geographic distribution
- Campaign performance
- Email performance
- Registration conversion
- No-show rate
Reporting Made for More Than the Marketing Team.
Your event data should be useful to everyone who needs to understand performance.
Board
Executive performance summary
Scientific committee
Attendance and audience profile
Marketing team
Campaign and registration attribution
Sponsors
Reach, attendance and engagement
From operational data to board-ready insights.
Your Conference Shouldn’t Live in 12 Different Tabs.
Website, ads, email, spreadsheets, registration, documents, SMS, attendee lists and reports — connected into one operation instead of nine disconnected places.
WebsiteFacebookEmailSpreadsheetRegistrationDocumentsSMSAttendee listReports
Medical Event Digital Operations
- Registration
- Communication
- Marketing
- Documents
- Attendees
- Reporting
One connected digital operation.
Everything Your Event Needs Behind the Scenes.
Twelve areas of work. Most events need a handful of them — we start with what’s hurting most.
Registration & Attendee Management
Every registration organized, categorized and ready for action the moment it arrives.
- Online registration forms and custom fields
- Participant categories and pricing tiers
- Automated confirmations and payment status
- Promotional codes and waitlists
Speaker & Faculty Management
You always know who has confirmed, who has signed and what’s still missing.
- Invitation and acceptance workflows
- Electronic signature and agreement tracking
- Bio, headshot and presentation collection
- Deadline reminders
Medical Event Marketing
Promotion built around registrations, not impressions.
- Promotion strategy and calendar
- Audience definition by specialty
- Landing page and creative strategy
- Email and social promotion
Meta / Facebook & Instagram Ads
Campaigns measured by cost per registration, not cost per click.
- Campaign structure and budget planning
- Audience segmentation and retargeting
- Meta Pixel and Conversions API
- UTM and source tracking
Email & SMS Communication
The right message reaches the right audience without anyone remembering to send it.
- Attendee, speaker and sponsor journeys
- Automated reminders and confirmations
- Behaviour-based segmentation
- Schedule updates and last-minute alerts
Documents & E-Signature
Agreements, bios and files collected and tracked in one place.
- Electronic signature workflows
- Agreement and consent tracking
- Document collection forms
- Automatic follow-up on missing files
CRM & Automation
When someone registers, the right next steps happen automatically.
- CRM setup and data structure
- Pipelines and status stages
- Automated workflows and internal alerts
- Integrations between your existing tools
Event-Day Digital Operations
When the doors open, the system opens with them.
- Check-in and QR workflows
- Attendee lookup and walk-in registration
- Live attendance status
- On-site SMS updates
Data & Reporting
Your registration, marketing and attendance data finally live in one report.
- Live event dashboard
- Registration and attendance analytics
- Traffic source and campaign attribution
- Audience profile and geography
Post-Event Communication
The conference ends; the relationship doesn’t.
- Thank-you and follow-up sequences
- Certificates and materials delivery
- Satisfaction surveys
- No-show re-engagement
Custom Event Technology
When your event needs something the standard platform doesn’t do.
- API integrations between platforms
- Custom forms and internal tools
- Data syncing and automation
- Abstract and submission workflows
English + Português
One Event. Two Languages. No Communication Gap.
I provide event technology and digital operations support in both English and Portuguese — particularly valuable for international faculty, Brazilian medical associations and events connecting Brazil with international audiences.
- Bilingual attendee communication
- Bilingual speaker communication
- International faculty workflows
- English / Portuguese registration pages
- Bilingual email campaigns
- Bilingual support materials
- Cross-border event coordination
Associação Médica
International faculty
Event operations
Português ↔ English
My process
You Run the Event. I Keep the Digital Side Moving.
- 01
We talk
You tell me about the event, audience, deadlines and where things currently feel messy.
- 02
I map it
I map the registration journey, communication, technology, data and operational requirements.
- 03
I build it
Website, registration, automations, campaigns, documents and reporting infrastructure are created and tested.
- 04
We launch
Promotion begins. Registrations arrive. Communication and workflows start working.
- 05
I stay with it
I monitor the digital operation, support the event lifecycle and turn the results into a final report.
Sound familiar?
You Don’t Need to Know Which Technology You Need.
Tell me what’s making your event harder to manage. I’ll help figure out the system behind the solution.
“Our registration process is a mess.”Here’s how I’d approach it →
We rebuild registration as one structured intake: clean fields, participant categories, automatic confirmations and a single live list everyone trusts.
“We’re constantly chasing speakers for documents.”Here’s how I’d approach it →
Each speaker gets a tracked invitation, an electronic agreement and automatic reminders. You get a faculty dashboard showing exactly who’s missing what.
“We don’t know which campaigns actually generate registrations.”Here’s how I’d approach it →
Pixel, Conversions API and UTM tracking connect every ad to a real registration, so you see cost per registration instead of cost per click.
“Our attendees keep asking questions we already answered.”Here’s how I’d approach it →
A timed communication journey sends the right information at the right moment, backed by an event page that answers the recurring questions.
“Everything lives in spreadsheets.”Here’s how I’d approach it →
Spreadsheets become a CRM: one record per person, with source, category, status and history — exportable whenever you need it.
“We need a proper final report for the board.”Here’s how I’d approach it →
Registration, marketing, email and attendance data are merged into one post-event report written for decision-makers, not analysts.
“We have international speakers and communication gets complicated.”Here’s how I’d approach it →
Bilingual workflows, pages and templates in English and Portuguese, so nobody is left waiting on a translation.
“Our team has too much manual work.”Here’s how I’d approach it →
We automate the repetitive parts — confirmations, reminders, document chasing, list updates — so your team handles the exceptions, not the routine.
Event Experience + Marketing + Technology.
Most providers understand one side of the equation. I understand what the conference team needs, what the marketing needs to accomplish and what the technology needs to do behind the scenes.
Event operations
13 years inside medical conferences
Marketing
Campaigns, email, audience acquisition, communications
Technology
CRM, automation, APIs, tracking and reporting
Built for Medical & Healthcare Events.
The niche is the point. Everything here is shaped by how medical and scientific events actually run.
- Medical Associations
- Scientific Societies
- Medical Congresses
- Healthcare Conferences
- Medical Education Events
- Hospitals & Healthcare Organizations
- Medical Courses & Workshops
- International Medical Events
Let’s Make Your Next Conference Easier to Run.
From the first Save the Date to the final report.
Tell me what you’re planning, what systems you already have, and where your team needs support. I’ll help you build the digital operation behind the event.
English & Portuguese • Medical Events • Digital Operations
One less thing to worry about.