Event Cadence Powers 40% of Meeting Rooms at ESMO 2025

There’s nothing quite like the scale and energy of ESMO. The conversations move fast, the stakes are high, and coordination is everything.

This year, Event Cadence powered nearly 40 percent of all meeting rooms at the congress, helping life sciences teams bring structure to the busiest week in oncology. From hundreds of HCP and stakeholder meetings to real-time scheduling and visibility across continents, our platform made it possible to execute with clarity and precision.

Get the Gist

1. Big Impact 📊 145 rooms managed across 10 pharma accounts, covering nearly 40% of Level 1 at Messe Berlin
2. Confirmed Appointments 🤝 Thousands of meetings booked and tracked through the Appointments & Engagements Suite
3. New Pilots 🚀 Two first-time accounts onboarded and executed flawlessly
4. Smarter Scheduling 🧠 Customers selected meeting times directly from live calendars synced to team availability
5. Instant Reporting 📈 Accounts could pull results and summaries immediately after ESMO
6. Team Connection 👥 35 Event Cadence crew members onsite with plenty of moments to connect and collaborate.

ESMO 2025: Global Scale Meets Precision Execution

From the buzz of Messe Berlin to hotel meeting suites across the city, ESMO 2025 showcased the power of structure and visibility at scale.

With 145 rooms across 10 major pharmaceutical partners and a 35-person Event Cadence team onsite, hundreds of high-value HCP and stakeholder meetings ran seamlessly from start to finish.

Whether in private rooms, hotel suites, or booth spaces, every interaction was managed through Event Cadence. Each engagement was captured, tracked, and connected to larger business goals. The complexity stayed behind the scenes, and the results were easy to see.

The Platform That Makes It Possible

The Appointments and Engagements Suite was once again the engine behind seamless execution.

Every account used the platform in a way that reflected their own internal workflows. Some focused on high-volume HCP scheduling, while others prioritized targeted Medical Affairs meetings. Each approach was supported by the same foundation of clarity and coordination.

What Stood Out

1. Smart Scheduling: Teams and customers booked directly from live calendars that reflected true availability.
2. Conflict Detection: Automatic alerts prevented overlap and kept schedules clean.
3. Centralized Visibility: Every meeting, room, and stakeholder accessible in one connected view.
4. Immediate Reporting: Post-event summaries and analytics available as soon as ESMO concluded.

Two new pilot accounts also joined the platform for the first time. Both completed successful implementations from setup through onsite execution, a reflection of how intuitive the platform is and how ready our Customer Success team is to guide new users from day one.

Behind the Scenes: People Make the Difference

Technology drives efficiency, but it’s our people who make it happen.

Our 35-person onsite team managed everything from last-minute schedule adjustments to device setup and support, ensuring every customer felt confident and covered.

Between sessions, there was time to connect, share insights, and recharge together. [Insert team moment or photo caption.]

Turning Insights Into Action

As soon as the final meetings wrapped, teams already had what they needed to act. Every appointment, interaction, and outcome from ESMO was logged in Event Cadence, ready for review and analysis.

The best part is how quickly accounts can report on results. No waiting weeks for data, no manual reconciliation, no uncertainty. Just clear, actionable insights that help Medical, Commercial, and Operations teams plan what comes next.

Looking Ahead

ESMO 2025 proved what’s possible when scale meets precision. From expanding partnerships to seamless pilot launches, this year highlighted how Event Cadence continues to raise the standard for event and engagement management in life sciences.

Let’s talk about how Event Cadence can support your KOL and HCP strategy year-round, from global congresses to everyday connections.

Until next time, Berlin!

About Event Cadence

Event Cadence is the leading engagement lifecycle platform built for life sciences. From global congresses to one-on-one HCP meetings, our solutions bring structure, visibility, and intelligence to every interaction. With tools like the Appointments and Engagements Suite and Ensemble, teams can plan, execute, and measure with precision, ensuring every meeting drives impact.

Let’s talk about how Event Cadence can power your next event or engagement. Book a personalized demo.