Sessionboard + Freeman Orchestrate
Freeman Orchestrate has run presentation management for the largest medical and scientific meetings for over 25 years: onsite slide upload, Speaker Ready Room checks on session-room hardware, and secure delivery to the lectern. None of that requires your call for papers (CFP), abstract review, or speaker communications to live inside an AV vendor's tool. Sessionboard holds the program graph and speaker CRM across years, publishes the agenda, and hands Orchestrate clean speaker and session data for show day. Recordings come back to the same session record via public API.
QUICK ANSWER
For medical and scientific meetings where Freeman runs the AV stack: Orchestrate handles the Speaker Ready Room, slide verification on session-room hardware, and lectern delivery. Sessionboard owns call for papers (CFP), abstract review, speaker CRM, and the published agenda, and takes recordings back onto the session record via public API.
WHO OWNS WHAT
What Sessionboard delivers natively
Keep Freeman Orchestrate mid-contract when you need to — Sessionboard owns call for papers, speaker operations, and content marketing on the program graph.
Freeman Orchestrate — still owns
- Speaker Ready Room operations
Onsite check-in, slide review on hardware identical to session rooms, and technicians who resolve compatibility issues hours before the talk.
- In-room presentation delivery
Secure network transfer of final files to the right room and lectern at the right time, with A/V staff in most presentation rooms.
- Onsite live captions
Machine-generated captions delivered in real time to session rooms when Freeman runs the AV stack.
- Freeman AV integration
One vendor for staging, room monitors, lectern hardware, and the file pipeline feeding them, at 140+ annual events.
Sessionboard — built in
- Call for papers and abstract review
CFP forms, multi-round committee review, scoring, and disclosures, the pipeline that decides who is on stage before Orchestrate ever sees a file.
- Speaker CRM across years
Speaker history, contact hygiene, task tracking, and portal, so the same faculty record serves this meeting and the next one.
- Agenda build and publish
Session scheduling across tracks and rooms with the metadata (titles, speakers, times, rooms) that Orchestrate's onsite pipeline consumes.
- Content marketing after show day
Media Library, transcription, Attendee Hub, branded session and event reports, and clips from the recordings Freeman captures.
- Public API
write:media, write:transcriptions, and session recordings bring show-day output back onto the session record. Documented at apidocs.sessionboard.com.
SOUND LIKE YOUR TEAM?
Sound like your team?
Match your role to the job Sessionboard solves — program ops, content reuse, or marketing attribution.
Registration owner
Registration stays on your incumbent platform — but program and speaker ops should not stop at CSV export.
Marketing ops
Another point tool mid-contract — Sessionboard public API keeps the program graph authoritative.
AV / production
Capture vendor locked for the season — write transcriptions and media back via API instead of re-keying.
Executive buyer
Rip-and-replace is a non-starter — you need displacement on program depth while registration stays put.
HOW THE DATA FLOWS
How the data flows
Program and session data live in Sessionboard — with optional sync to and from Freeman Orchestrate.
- Sessionboard runs CFP, review, and speaker confirmation, then publishes the agenda: sessions, speakers, times, and rooms.
- Speaker and session data exports to Orchestrate so its portal shows each presenter their assignments and upload tasks.
- Speakers upload final slides to Orchestrate remotely or in the Speaker Ready Room; Freeman technicians verify files on session-room hardware.
- Orchestrate delivers verified files to the lectern; Freeman AV captures the session.
- Recordings and media return to Sessionboard sessions via public API (write:media, write:transcriptions) for Attendee Hub, reports, and clips.
Integration status: Data moves via agenda export from Sessionboard and public API write scopes for media coming back. No contract between Sessionboard and Freeman is required. Full API reference: apidocs.sessionboard.com, including the media and transcription upload guide.
COEXISTENCE
When both make sense
Sessionboard already includes transcription, attendee experiences, and content marketing. Keep Freeman Orchestrate when you still need a specific piece of their product.
Keep Freeman Orchestrate when
- Freeman is the contracted AV vendor and Orchestrate runs the Speaker Ready Room at your convention center
- Thousands of presentations need onsite verification on session-room hardware before delivery
- Live in-room captions ride on the Freeman AV stack this season
Sessionboard is enough when
- CFP, abstract review, and speaker management should live with the society year-round, on Sessionboard rather than an AV vendor's portal
- Faculty history and disclosures need to carry across annual meetings, and Speaker CRM holds that record
- Post-event content (transcripts, Attendee Hub, session reports, clips) should build on the session graph, and Media Library ingests Freeman's recordings
- Agenda changes must propagate to every downstream tool from one source of truth
Questions, answered
Is Sessionboard partnered with Freeman?
No. This page documents coexistence: how meetings run CFP, review, and speaker management on Sessionboard while Freeman Orchestrate handles onsite presentation delivery.
Does Orchestrate replace abstract management?
Orchestrate collects and delivers final presentation files onsite. Call for papers, committee review, scoring, disclosures, and speaker communications happen earlier in the cycle, and that is the layer Sessionboard owns.
How does speaker data get from Sessionboard to Orchestrate?
Export the published agenda with sessions, speakers, times, and rooms, the exact metadata Orchestrate's presenter portal keys on. Your Freeman project team loads it on their side.
What happens to session recordings after the meeting?
Ingest them into Sessionboard Media Library via public API. Transcription, Attendee Hub replays, branded session reports, and clips all build from there on the session record.
Our society uses the Speaker Ready Room every year. Does anything change?
No. Speakers still check in onsite and review slides on session-room hardware. What changes is upstream: one speaker record from submission through acceptance, so the data Orchestrate receives is clean.
When would we consolidate?
Onsite delivery stays with your AV vendor as long as Freeman runs your rooms. The consolidation question is upstream, moving CFP, review, and speaker CRM off legacy tools onto Sessionboard. See the Cadmium and CTI compare pages.