Case Study

ARVO Streamlines Massive ScholarOne Data Import into Meeting App with EventPilot’s API Integration

The Challenge:

The Association for Research in Vision and Ophthalmology (ARVO) hosts one of the largest and most content-rich medical meetings in its field, drawing over 10,000 attendees annually. ARVO manages an enormous volume of scientific content each year with thousands of abstracts submitted through the ScholarOne Abstract Management System by Silverchair. For ARVO’s small meetings team, managing and structuring this volume of content manually for an event app was not scalable. They needed a way to seamlessly import their complex scientific data set from ScholarOne without sacrificing accuracy or structure.

The Solution:

ARVO partnered with EventPilot, a scientific conference app platform featuring a built-in ScholarOne API integration. Designed specifically for complex academic meetings of any size, EventPilot automated the transfer and ongoing updates of hierarchical data directly from ScholarOne into both, the mobile event app and desktop online planner. This eliminated the need for manual uploads, minimized risk of errors, and ensured all content was accurately structured and ready for attendee access.

The import included:
~ 7,000 sessions and child presentations
~ 7,000 speakers
~ 6,500 full-text abstracts

Thanks to ScholarOne’s robust API and clean metadata structure, EventPilot’s native integration was able to ingest and map this content with speed and precision—no custom development or external tools required.

The Results:

• Automated ScholarOne Import: Seamless and fast data transfer without manual uploads.
• Zero Additional Cost: EventPilot’s ScholarOne API integration is included out of the box, with no extra API fees.
• Efficiency for Lean Teams: EventPilot handles all the data complexities, allowing the meeting planners to focus on other event planning tasks.
• Reliable for Scale: The process remained accurate and efficient, even with thousands of data points and nested session structures.
• Enhanced User Experience: Attendees benefited from accurate, offline searchable content in a user-friendly and modern medical meeting app to build their schedules.

“Managing the volume of content we have—thousands of sessions, speakers, and full-text abstracts—can be a huge lift,” said Tim Maxey, Chief Information Officer at ARVO. “With EventPilot’s built-in ScholarOne import, the entire process of creating our scientific event app was streamlined from the start. There was no need for manual uploads, and the import handled the complexity of our program quickly and accurately. It saved us time, reduced the risk of errors, and allowed our team to focus on the attendee experience instead of backend logistics.”

This collaboration between ARVO, EventPilot, and ScholarOne demonstrates the power of seamless API-driven workflows. For academic or medical meetings managing thousands of abstracts and presentations in ScholarOne’s robust abstract management system, EventPilot offers a purpose-built and low cost solution that simplifies complex setups with speed, accuracy, and zero hassle.