How to run a science conference

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Organising a Science Conference

  1. Focus on the Science. Science is a vital element of any scientific meeting. Attendees want a high-quality learning…
  2. Have Adequate Planning Time. Academic conferences are not the regular industry meetings that you can put together in…
  3. Find a Solution for Financing Your Science Conference. Aside from ticketing or registration…

Full
Answer

How to plan a successful scientific conference?

When planning a scientific conference that attracts international delegates, choosing a location that is easily accessible from around the world is vital. If the city offers additional cultural and historical interest, this will also help your event to stand out.

Is it possible to organise a large scientific meeting?

It is not unusual for researchers to be called upon to organise a science conference or medical symposium and while the chance to engage with others working in their field can be welcome, the logistics of organising a large scientific meeting can seem a little daunting.

How far in advance should you plan your next Science Conference?

Deciding to attend a science conference is rarely going to be a last minute decision, so give attendees plenty of time by planning your meeting preferably at least twelve months ahead.

How can I attract more scientists to my Conference?

The conference sector is highly competitive, and it’s often difficult for scientists to take time off from their teaching or research programmes. To make your event more tempting, you need to prioritise high-quality opportunities for learning.

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How do you do a scientific conference?

10 Tips for Attending Scientific ConferencesDefine Your Goals. Are you stepping into the job market? … Plan Ahead. Don’t wait until you’re at the conference to plan your activities—start early. … Choose the Right Sessions. … Apply For Travel Awards. … Socialize and Network. … Get Some Rest. … Plan Accommodations Wisely. … Present Your Work.More items…


How do you organize manage a science seminar?

Rule 1: The Science Is the Most Important Thing.Rule 2: Allow for Plenty of Planning Time.Rule 3: Study All Potential Financial Issues Affecting Your Event.Rule 4: Choose the Right Date and Location.Rule 5: Create a Balanced Agenda.Rule 6: Carefully Select Your Key Helpers: the Organizing Committees.More items…•


How do you organize a step by step conference?

How to organise a conference in 10 steps (with templates)Formulate your event strategy. … Embrace conference technology. … Delegate, dammit. … Think through your budget and pricing model. … (Carefully) choose your venue. … Build a website that does your conference justice. … Invite your speakers and authors. … Get your reviewers onboard.More items…•


How do you conduct a conference?

How to Organise a Conference: Step-By-Step GuideStep 1: Decide on a theme. … Step 2: Assemble your A-team. … Step 3: Prepare a budget & business plan. … Step 4: Find sponsors & grants [optional] … Step 5: Settle on a date. … Step 6: Book the venue. … Step 7: Arrange catering & other vendors [optional] … Step 8: Line up your speakers.More items…


How do you host a successful conference?

Friday Finds: 8 Foolproof Conference Planning Tips & a Checklist for SuccessMake sure the venue aligns with the event. … Give every attendee a leg up on networking. … Build a detailed content plan with unique takeaways. … Create your conference marketing tree. … Spare yourself the most common conference planning headaches.More items…


What is the difference between seminar and conference?

Content: Conference Vs Seminar A conference refers to a large formal gathering of several people or say, members, to talk about a specific topic or subject of common interest. A seminar is an instructional event, wherein one or more experts communicate some information, through lecture or general discussion.


What should be on a conference checklist?

GeneralDetermine conference name and main topics.Determine the location.Set the conference time-scopes (dates)Set the daily start and end times.Create preliminary budget.


What are the things needed in a conference?

12 essential equipment features for conference rooms.Conference table. As the dominating focal point of most meeting rooms, conference tables are kind of a big deal. … High back chairs. … Interactive board. … Digital audio/visual projector. … Sound system. … Speakerphone. … Television. … Wireless system.More items…•


What is important when arranging a conference?

Between arranging for conference space, managing relationships with corporate sponsors, and making sure you sell enough tickets, there are a lot of things to juggle before the big event. One of the most important parts of the planning process is the securing of speakers to participate in your conference.


What are the six steps to conducting a meeting?

identify the participants.develop a agenda.open the meeting.time management.evaluate the meeting.close the meeting.


How do you start a conference presentation?

Follow these steps to start a presentation effectively:Tell your audience who you are. Start your presentation by introducing yourself. … Share what you are presenting. … Let them know why it is relevant. … Tell a story. … Make an interesting statement. … Ask for audience participation.


How do you organize seminars and conferences?

8 steps to organise your seminar!Know your goals. Defining the seminar’s goals is a critical first step. … Define who your attendees are. … Make budget forecasts. … Choose the right date. … Find a suitable venue. … Use an online registration solution. … Organise activities. … One guiding principle: Communication.


How do you start a conference presentation?

Follow these steps to start a presentation effectively:Tell your audience who you are. Start your presentation by introducing yourself. … Share what you are presenting. … Let them know why it is relevant. … Tell a story. … Make an interesting statement. … Ask for audience participation.


Selecting a venue

Scientists, doctors and researchers receive a large number of invitations to conferences, so you need to make your event more appealing than the competition. When planning a scientific conference that attracts international delegates, choosing a location that is easily accessible from around the world is vital.


Timing is crucial for your science conference

Deciding to attend a science conference is rarely going to be a last minute decision, so give attendees plenty of time by planning your meeting preferably at least twelve months ahead.


Scheduling for a successful conference

It’s a good idea to have fewer, more extended talks rather than more numerous, shorter ones as this allows time for plenty of ground to be covered without rushing.


Provide multiple opportunities for learning

The conference sector is highly competitive, and it’s often difficult for scientists to take time off from their teaching or research programmes. To make your event more tempting, you need to prioritise high-quality opportunities for learning.


How many oral presentations are there at LPSC?

At LPSC, there were four oral presentations occurring simultaneously each day and only two evenings with poster sessions. Unless the research you’re presenting is about cloning yourself, you can’t be everywhere at once at a research conference.


Did the Planetary Science Laboratory have lunch?

The Planetary Science Laboratory students attended a Martian lunch on the first day of LPSC. More than 30 students and early career scientists attended. Daniel Lo, a University of Arizona graduate student and organizer of the Martian student lunch, said that the motivation for the lunch was to meet up with colleagues from other schools, especially as he considered which schools to apply to next.


3. Do not rush – ensure sufficient time for planning and promotion

Congrex suggests that deciding to attend a life science conference is rarely going to be a last-minute decision, so attendees need plenty of time to plan their attendance – meaning planning your conference twelve months ahead.


4. Carefully select your support team

An article which first appeared within the PLOS Computational Biology which highlights the importance of carefully selecting your key helpers. We couldn’t agree more. A single person will not have all the skills necessary to organise a large conference, but the organising committee collectively needs to have the required expertise.


5. Provide multiple content formats

In a world where digital and physical often merge into one, having content available via multiple formats is a necessity. A 30-minute keynote will likely have enough content to serve four new thought leadership articles on your blog, for example.


7. Make everything on-demand after the conference

You’d think that ensuring that content is always available (as they act as free promoters for your life science organisation) would be commonplace, but unfortunately, it isn’t.


8. Test run everything (especially any equipment you have)

Every aspect of the life science conference needs to be planned for and adequately tested. Should you wish to organise a test event you will find yourself more confident in running a successful conference.


9. Prepare for the worst

As with any event, prepare for the worst. Attendees, delegates and exhibitors also need to be aware of all emergency procedures in terms of evacuation, etc. All attendees should be reachable as far as possible during the conference.


10. Ask yourself: Is the conference financially viable?

Possibly the most important planning aspect. Why are you thinking of attending or running a conference? Asking yourself this will ensure your objectives are aligned when planning the financial elements of the conference. If the conference can meet your objectives, and generate ROI, it’s full steam ahead.


Why is it important to attend a scientific conference?

Not only do you get to learn about all the new research going on in your field, but you have an opportunity to network with your peers, potential collaborators, and future employers. Scientific conferences are great for your career.


Why are scientific conferences important?

Scientific conferences are great for networking opportunities, keeping up with scientific research, and seeking collaborations. In fact, a study in The Economic Journal suggests that scientists who attend conferences are more likely to co-author papers than those who do not attend. 2. Networking at conferences is crucial.


What to do if networking opportunity doesn’t seem relevant?

Even if a networking opportunity doesn’t seem relevant to you right now, don’t dismiss it. Someone may not be a useful connection now, but they may be one later on. Prepare a 30 second “elevator pitch” to succinctly summarize your background and experience when introducing yourself to people.


What to do if there are multiple concurrent sessions?

If there are multiple concurrent sessions, prioritize those that can help you achieve your research objectives and goals. If someone else from your lab is going, plan to go to different sessions and share findings afterwards. Be sure to allocate enough time for poster sessions.


What to do outside of a conference?

If you have time outside of the conference, plan for a little sight-seeing. Conferences are a great way to see different cities, and exploring is a good way to fit in a little bit of down time.


What to do when you are attending a seminar?

If you’re attending a presentation or seminar, be ready to take notes. Whether it’s with pen and paper, or on a laptop or tablet, make sure to take detailed notes on everything, including your own thoughts and ideas, because you probably won’t remember it all by the time you get home.


Can you save on accommodations for a conference?

Any savings on accommodations may be lost when you consider the time required to travel to the event, as well as the strain it can put on attending networking or social events outside of the conference schedule. You will also find it easier to retreat to your room to rest if it’s close to the conference location.


Firstly, Have New Data to Present!

Hopefully, you have collected some data that will develop into a very nice abstract. Remember, this data should be new and not presented at a conference previously. Start with writing an abstract to run past your boss. There are some pretty good tips out there on how to write a basic abstract such as this from Nature.


Thirdly, Look at Conference Size

Different conferences attract or are designed for different size audiences. For example, the Society for Neuroscience meeting routinely attracts 25,000–30,000 attendees each year. However, Gordon Research Conferences purposely keep meetings small (around 100 attendees).


Fourthly, Decide If You Want to Go with Your Colleagues

There are advantages and disadvantages to going to a conference with people that you know.


What is everyone in a conference?

Everyone in the room at a conference is a potential colleague, business partner, or employer. And if you’re meeting that person for the first time, you’re making an impression that’s going to stick. Make sure it’s a good impression. Plus, how you dress can have a big impact on your self-esteem and confidence.


How to stay focused during a conference?

A great way to stay focused is by jotting down notes during the talks you attend. After the conference they can also help jog your memory, when you want to remember some of the most important things that were said. 8.


Is it better to present your work at a conference?

There’s no better way to get your work out into the world and get instant feedback from your peers and colleagues than to present your work live at a conference. In fact, that’s the whole reason scientific conferences exist. You never know where those next crucial insights are going to come from, but you’ll significantly increase your chances of gaining them by sharing your work.

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