BSBF2024 DOSSIER EN

Big Science Business Forum 2024 – Trieste, Italy 35 Big Science Business Forum 2024 – Trieste, Italy 34 2.4. MyProfile Management Strategy: Deadlines The MyProfile platform was activated on August 20, 2024 (42 days before the event). Users already registered by that date were informed through a targeted notification. The platform remained open until the end of the event to allow continuous updates and chat interactions for managing appointments. Four tutorial videos were created and promoted on YouTube and a dedicated e-mail address was activated: MyProfileBSBF2024@theoffice.it 2.5. Pre-Event Registration Data by Category (Including Free Passes) As we will see in detail, registration numbers did not align with initial forecasts. After a very slow start, signups did not increase significantly near the close of the early bird period on May 31. Only afterward did registrations start to show a more steady growth rate. Given the many requests received close to the event, the decision was made to allow a large number of last-minute registrations, processed after the official close on 09/23/2024 and up to the evening of 09/30/2024, to facilitate the largest possible number of online participants and minimize onsite registrations. Below are data for five key dates, giving a concrete example of the registration evolution. As of September 30, total pre-event registrations, including free participants, amounted to 949 . The participant categories vary according to the role or affiliation within the event. With the exception of the “Participant” category, all other categories did not require a registration fee. The “Exhibitor” category included entries covered by sponsored packages or exhibitor space purchase contracts, while the others were entirely free of charge. Category Jun 3, 2024 Jul 19, 2024 Sep 11, 2024 Sep 20, 2024 Sep 30, 2024 Authorities / DG \ 4 7 7 9 Speakers / Chairs / IOC 69 95 123 132 143 Exhibitor / ABSO / BSO 84 120 243 286 328 EURES STAFF \ \ 1 5 5 Evaluators/WBSBF \ \ \ 3 5 Guest \ \ \ 4 18 LOC \ \ 6 7 17 Partcipant 120 154 280 347 406 SME TRACK 8 12 17 18 18 Total 281 385 677 809 949 2.3. MyProfile Platform: Technical Settings and Requirements Eventscase was selected as the platform to collect professional profile information, enabling the organization and exchange of requests for B2B meetings. Eventscase was connected to the CMS via a GDPR-compliant data bridge, running an automatic data query (name, last name, email) every 2 minutes and importing thembased on the filter “Registration status: paid/validated.” This setup allows for a smooth, secure data flow between platforms and gives users access to manage their profile and B2B appointments. After validated data is imported, the user received an automated email. Registrations