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AI-powered congress engagement coordinator.
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For years, our sales teams at Viseven actively participated in a slew of tech and pharma congresses. These events always create invaluable opportunities for us, but behind the scenes, preparation for engagement can take a toll on the team. Think about it: you have dozens of interactions during a few days. You need to remember who you talked to, what about, whether you promised to keep in touch and send something to someone. If you don’t organize this process sustainably, you’ll probably lose multiple chances to keep engagement going.
We felt all that firsthand. And that’s what led us to rethinking our event engagement practices. Hence, in this article, we’ll tell you how we have been using our AI-powered engagement coordinator, Lexi, during events, and how it has impacted our experience.
First, we need a quick way to capture leads’ information and obtain their consent to send follow-ups. Taking all of this data verbally and writing it down might feel awkward, plus it takes away precious time.
Then you probably want to show your potential customer some valuable content you produced specifically for the event, and specifically for a certain target group. Hence, you need to be able to find and present the most relevant version of the material in almost an instant. Nobody will wait for you to fuss with your tablet that doesn’t want to open the latest PPT, because the internet signal is weak.
If you had a productive conversation, agreed on a call, a visit, or a follow-up, you need to remember all those details. What materials did you say you would send? Or maybe they wanted to visit your next webinar? This is the lynchpin, and all of the effort you put in in the preparation or during the event might be wasted if you don’t get the post-congress engagement right.
Last but not least, analyzing the event outcomes. How many people did your team talk to? Who asked what? Did they give consent, and to what specifically? What content did you show them, and how much did they read/watch?
If you have all of this information scattered in notes and systems, it will be tough to understand the impact of the event.
After talking to clients in life sciences, and experiencing issues with scattered data and poor workflows at events ourselves, we knew what we needed from our technology. Our insights led us to develop a nifty event app, Lexi. Let’s talk features first.
All your event interactions are automatically captured and stored in a single space. No relying on disconnected rep inputs, manual uploads, or post-event reconciliation, because every interaction is recorded at the moment it happens.
By removing fragmented rep-driven inputs, you gain:
Consent is collected through pre-configured forms embedded directly into the event workflow, ensuring consistency and compliance across all interactions. You get a seamless balance between regulatory rigor and frictionless engagement, enabling teams to scale events confidently while maintaining full control and transparency.
All in-app event interactions are automatically linked to each HCP, creating a single, consistent engagement record across the entire event. By removing fragmented, rep-driven inputs, teams eliminate data silos and gain a reliable foundation for analysis.
Data from every touchpoint is securely captured and stored in real time. This data continuously feeds live dashboards that provide immediate visibility into what is happening during the event.
Lexi is built with compliance at its core and designed to meet strict GDPR and data protection requirements across all event interactions. From data capture to storage and access, every step follows clearly defined regulatory standards.
All personal data is protected using robust encryption and handled under strict access controls, ensuring that only authorized users can view or manage sensitive information. This minimizes risk while maintaining full transparency and audit readiness.
Lexi’s customizable app design allows teams to tailor the event experience to their specific objectives while maintaining a consistent and high-quality HCP journey. Content access can be configured to support both rep-led interactions and self-guided exploration, ensuring flexibility without fragmentation.
Our team has already tested Lexi in real event settings. Below are three situations in which Lexi helped us achieve significantly better results.
Events can be chaotic and, hence, busy. The conferences we attend each year rarely offer a quiet moment. Long discussions at speaker sessions, quick chats during coffee breaks, and networking at booths are our favorites. However, we knew something had to change when we realized that every time we came home, we had fewer insights than we had anticipated.
Lexi speeds up the process of getting acquainted without interrupting the conversation. We have already used Lexi at two events we attended, where we were able to:
As a result, we removed friction from conversations, allowing them to flow without awkward questions or interruptions. Discussions remained our priority, while data entry and lead capture continued.
During in-person discussions at events, our team used Lexi to present attendees with materials about Viseven and our work. Lexi allowed our reps to quickly navigate approved materials and present information about our company without switching apps, cutting the time required to move from getting acquainted to delivering presentations.
Previously, our team could spend a significant portion of their time searching for materials and switching between tools, which reduced the time available for meaningful conversations with attendees.
With Lexi, we saved, on average, 30% of our time, and dedicated it to more engagement with attendees and potential leads.
Gathering consent has always felt a bit awkward at events. Even though everybody knows how important it is, it can still feel a bit pushy to ask for it. When we created Lexi, our goal was to ensure that our colleagues in the pharma industry have access to a tool that makes connecting with HCPs and patients at events easier.
With Lexi, we were able to:
Lexi noticeably changed how we engage with people at industry events. For my team, no event ever goes without chasing attendee data, worrying about consents, putting everything into the CRM, and being able to share all our cool news with as many people as possible. And with Lexi, we finally have something that gives me and my team confidence and clarity. We no longer spend precious minutes of engagement navigating materials and collecting consents and data. Instead, we can focus on building meaningful connections and actually engaging the audiences. — Olena Volkova, Revenue Director at Viseven
Consent became a natural part of the conversation rather than a disruptive administrative task. We collected it effortlessly at both events we recently attended while maintaining meaningful conversations without interrupting any discussions.
Lexi is easy to set up and use without any additional help. The setup involves just five steps, all of which were carefully tested by our reps to ensure a smooth process.
First, you need to adjust the settings to your event. You can manage everything you see in the app, such as events, users, consent forms, questionnaires, content, and anything else. You can customize the app to match your brand guidelines, creating a unique experience tailored to your brand.
Lexi’s AI-powered badge scanning capabilities will help you get all the data possible about your attendees instantly. Open your camera, scan the QR code, and you will receive the event data available at the moment. Would you like to have more, or is there no badge available? Add information about the event participants manually, ensuring that registration flows keep going. Thanks to the AI and data combo, you will get all the necessary info right away.
In-app, you can trigger a consent request right after identification. Whether it’s during your interactive sessions or product demonstrations, you can quickly capture consent and store it safely in a dedicated, secure space. All local regulations, as well as GDPR, are automatically applied, with a full document with all regulations available during consent gathering.
Increase attendee engagement by showing product demos and other types of content from your mobile phone or tablet. HCPs can explore your content freely from their phones, accessing it with a QR code. And the best part is that you can track all the engagement and have a full post-event analysis ready right after the day of.
Track every meaningful event interaction, from registration and in-booth discussions to content engagement, and turn them into structured, actionable data. Instead of relying on memory or manual follow-ups, interaction info is captured automatically and prepared for what happens after the event.
During the event
After the event
Every discussion, question, and reconnection becomes future-ready data. Even in a crowded booth, engagement remains personal, measurable, and meaningful.
Dashboards filled with numbers and countless reports look impressive, but don’t actually change anything. Without loading you with unnecessary info, Lexi tracks what matters to you.
Lexi assists the teams in transforming raw event interactions into clear, decision-ready insights. After each event, all engagement data is consolidated, analyzed, and translated into actionable outcomes — delivered in a polished, presentation-ready format suitable for leadership reporting and internal teams.
Lexi documents interaction data, including session duration, individual HCP engagement records, and the materials presented. The app focuses on accurate data capture, ensuring that teams and reps have a complete understanding of what happened at the event.
To provide a clear view of event interactions, Lexi measures engagement data linked to predefined event and business KPIs, capturing how attendees interact with content, materials, and touchpoints throughout the event.
Data is visualized in intuitive, live dashboards that strengthen post-event follow-ups with visibility into interactions and engagement patterns, improving decision-making. You can make decisions on the go, providing HCPs with personalized content and connecting with them on a much deeper level.
Lexi offers core tracking and standard analytics, allowing teams to scale to advanced insights as needed per request. Our team can create customized KPI frameworks aligned to specific objectives, tailored reports for different internal stakeholders, advanced segmentation and predictive analytics, and content-specific performance deep dives. If you would like to have access to even more advanced features and KPIs, our team is ready to create customized analytics tailored to your needs.
At Viseven, we constantly talk with our clients about what makes life sciences event engagement tricky. And we saw a clear correlation with our own battles: scattered data, time-consuming workflows, and operational friction. Events are intense, conversations move fast, and promises are made in passing.
So don’t let your team rely on memory, notes, and post-event reconciliation, losing priceless momentum. Lexi will turn your badge scans, consents, content views, and conversations into structured, compliant, decision-ready data, so you don’t have to miss meaningful engagement again.
With the right system in place, congresses can become the starting point of something much bigger.
Lexi helps you capture consent, track engagement, and turn every interaction into structured insights, so your follow-ups start immediately after the event is over.
Lexi is a personalized event engagement coordinator for life sciences, designed to support teams at different events by reducing manual work and enabling more efficient, data-driven event engagement.
Lexi supports key event engagement activities such as collecting consent, gathering event data, and conducting surveys.
Lexi is used across events where structured data collection and efficient execution are critical. It plays a critical role during on-site interactions, enabling teams to streamline engagement, capture relevant participant data, and collect consent.
Lexi is designed for pharma and life sciences teams with an active congress and event strategy, who look for an easier way to present materials, gather consent, and collect engagement signals at medical events, and accomplish it all on one app, customized to fit their workflow and systems.
By streamlining manual tasks and enabling better data collection, Lexi allows teams to make more informed decisions and align their events more closely with stakeholder objectives and strategic goals.
