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How to organise a conference

Diverse Team Working Together in Modern Co Working Space planning a conference

Having organised several academic events, I wanted to share some practical advice on how to plan a conference from start to finish.

Months of isolation made us appreciate the little things in academia. Nothing quite beats the return to in-person conferences: good coffee, and face-to-face conversations that spark ideas!  As some steps may be familiar to you, I will not cover every detail. Instead, this guide offers useful tips, structure and a few timely reminders. I focus on hybrid conferences which are popular in the UK and beyond for their ability to combine in-person networking with broader virtual accessibility and engagement.

The planning phase

First, define the conference’s theme, goals, and audience. This is not a task you can tackle alone. Form a committee with individuals who have experience in organising academic conferences and events. Everyone should have a specific role and understand the importance of planning and taking responsibility for the event’s success. The committee should discuss everything openly and work well together as a team. Make the most of free online templates while planning your conference.

Once your committee is established, you can set a date, choose a format (e.g. hybrid) and review your conference budget. Who will fund your event? If the organisation contributes, you will need to report regularly. Begin reviewing potential venues and secure a welcoming venue that can accommodate your hybrid conference, with space for the expected number of delegates, and the technology to host the event online. Consider platforms like Teams or Zoom for going live.  Remember, your organisation or institution may have the space and technology for hybrid conferences; don’t try to “re-invent the wheel”. Check before booking elsewhere.

Your committee should also create a detailed timeline with tasks and deadlines. I recommend storing and sharing this information online privately, so all committee members stay informed. The organising committee should meet regularly, and don’t forget to take minutes and update your shared resources accordingly.

Organising the conference

You are now ready to promote your event. Develop and share a call for papers with details about the hybrid format (a template can be found here). Distribute it on research forums, LinkedIn, and other relevant platforms. If you don’t have a dedicated conference website, ask your organisation or institution for online space and technical support, ensuring all details are easily accessible. Before you share your call for papers, set up a system for accepting and reviewing abstracts (e.g. via email or via an online form, with all abstracts stored privately on OneDrive). Who will assess these abstracts? While your committee plays a major role, consider reaching out to a few trusted additional reviewers and subject matter experts.

Once you have selected the papers and posters, and you have confirmed abstract acceptance with delegates, begin creating a flexible programme that accommodates dialogue after each paper, and accounts for time zones and technology transitions. Confirm your keynote speakers and assign chairs as early as possible; also, assign trusted individuals to manage streaming and operate as moderators in the virtual event. When contacting speakers and delegates, confirm that everyone is comfortable with the technology. Don’t forget to arrange logistics, such as venue accessibility, streaming, and more.

Continue promoting the event on the organisation’s website and social media, keeping information updated. Set up tickets for both in-person and online attendance and allow participants to register. On the conference page, include details on how to join online or reach the venue, along with FAQs. Prepare both digital and physical delegate materials, including a welcome pack that features the programme with the organisations’ logo, a list of event sponsors, and the programme, conference name badges for in-person attendees, etc. Go digital and eco-friendly if possible.

Conference materials, and extras, such as offering lunch, depend on your budget. I believe in providing a professional, welcoming experience to all attendees. You may have delegates travelling to the city, so provide a list of recommended hotels and restaurants. It is common practice for the organisation to arrange catering and cover the cost of lunch for delegates at the conference venue, if it aligns with the overall goals of the event.

During the conference

As a committee, you should regularly emphasise the importance of this event for both learning and networking. My advice is to rehearse in advance to guarantee that technology works well, make everyone feel welcome and inspired whether in person or online, and allow time for dialogue and interaction. Be firm but gentle about the time limits for speakers; and a good idea would be to have the Chairs prepare questions in advance to encourage dialogue during those awkward moments of silence after a paper. Also, if PhD students are attending, be sure to welcome them and offer support as they are finding their way in academia.

Your online participants also need opportunities to network. Encourage them to ask questions to in-person speakers, connecting the physical and virtual conference experience. Ensure moderators manage Zoom or Teams breakout rooms and sessions to facilitate engagement and collaboration. Have a ‘tech ambassador’ support both speakers and virtual attendees, and a “bridge manager” coordinate the integration of the physical and online events.

Lastly, remember the rule “pictures or it didn’t happen”. Take photos (with consent) to share on the organisation’s social media and provide them to the speakers and delegates.

The proceedings

Once your conference is over, thank everyone, request feedback and focus on the proceedings. Invite selected presenters to submit full papers by a clear deadline; then, share standardised formatting, referencing and editorial guidelines. After receiving the papers, your committee and other trusted subject matter experts can review them. Remember to carefully edit the drafts for quality, write a forward, introduction and conclusions, compile the table of contents, and decide on the publishing format: a printed manuscript, an institutional repository, a journal, or other online platform. Don’t forget to assign ISBN / DOI if needed. If you publish online, ensure it is in an acceptable digital format, and promote widely. Last, archive the proceedings with your academic institution, or a national repository.

Conclusions

Organising a hybrid conference takes time and may sound challenging, but with careful planning, collaboration and a clear structure, it becomes manageable and even rewarding. Whether you are a first-time organiser or a veteran, I hope my tips can serve as a useful check list or gentle reminder.

Attending Academic Conferences

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Dr Marsia Bealby

Dr Marsia Bealby

Dr Marsia Bealby is an academic with over 15 years of experience in her teaching career, having taught in both UK and international institutions. She holds a PhD in Ancient History and Archaeology, along with Master's degrees in Practical Archaeology, Museum Practice and Management, International Business, and Strategic Public Relations. She is also about to complete a Master's in Tertiary and Higher Education. Meanwhile, she has built a solid research foundation over the years.

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