Creating Memorable Conference Posters – A Quick Guide

Conference posters are a fantastic way to share your research with a network of peers. They allow you to summarize your research in a highly visual way, creating an engaging experience for your audience.

Presenting a research poster is also the perfect way for those who lack – but would like to develop – public speaking skills. Typically, as a poster presenter, you share your research with a group of 3-10 people at a time. Furthermore, since you repeat your presentation multiple times throughout the conference, it’s a unique opportunity to continuously improve your delivery.

Finally, doing a poster presentation at a reputable academic conference strengthens your resume, helping you push your academic career to new heights.

So today, let’s discuss conference posters best practices to make sure that you get the most out of your next event participation.

What software to use for conference posters design

Let’s start with the basics – the software. If you already have a piece of design software that you are comfortable with, go ahead and skip to the next section. However, if this is your first poster presentation and you’re unsure where to begin, here are a few options:

• Simple: Microsoft PowerPoint, Mac’s Keynote, or Google Slides.
  Almost everyone has used presentation software like PowerPoint, Keynote, or Google Slides at one point or another. These solutions offer a user-friendly way to create visually stunning slides by offering a wide range of design and customization options.
• Intermediate: Canva or other online design tools.
  There are numerous online design tools on the market: Pixlr, VistaCreate, Venngage, etc. We’ve noticed that Canva has been increasingly popular among both poster and oral presenters lately. That’s probably due to Canva’s incredible user-friendliness, a rich database of templates, and a large number of functionalities. It does take some time to get used to; however, if you do, you’ll most likely keep coming back to this solution for other purposes – designing slides, resumes, social media posts, etc.
• Advanced: Adobe Creative Cloud
  Adobe Creative Cloud is a set of applications that are used for creative purposes. Two most popular two tools used for conference posters are InDesign and Illustrator. Both offer a free trial if you’d like to dip your toes and see whether these design solutions are the right fit.

Other solutions that we’ve seen conference posters presenters use for part or full design are: Inkscape, OriginLab, LaTeX, CorelDRAW, Easil, GIMP, and bioRender, among others.

The dos and don’ts of conference poster design

Alright, once you have your software solution picked out, it’s time to start on the actual design. We’ve seen hundreds of research posters, which has allowed us to compile a list of best practices. Check out our recommendations below.

DO create a preliminary script to determine whether you want the orientation of your poster to be vertical or horizontal.

DO use a large font for titles and subtitles. You want it to be instantly clear what your research is about. Furthermore, since you are presenting in an area where attendees walk around, your job is to attract those just passing by. So make sure the font of the titles and subtitles of conference posters is visible from a couple of meters away.

DO choose an appropriate font. There are such classic fonts like Times New Roman, Arial, Helvetica, Garamond, and others. It is always safe to go with the classics. There are numerous modern fonts that also look sleek and formal – e.g., Raleway, Roboto, Montserrat, and Poppins. Stay away from “fun” fonts such as Comic Sans.

DON’T go crazy with the colors. You don’t want your conference posters to look dull by opting for a black-and-white style. The easiest way to settle on the color scheme is to pick one color that’s your main accent and then incorporate one – or maximum two – colors as complementary colors. For the text, we recommend sticking to the black color (or, at least, a very dark blue). You can use color palette generators to identify colors that go well together.

DON’T exceed 1,000 words of text. You should be highly strategic about what text you choose to put on your poster. You should add enough to explain all the key parts of the research: the methodology, findings, etc. However, if you have too much text, it will make it incredibly difficult to read it – not to mention that very few attendees will actually stand there long enough to read the entire thing.

DO use visual aid in the form of charts, graphs, and other data visualizations. Bar graphs, pie charts, and trend lines will help your audience more easily understand the findings of your research. You can also effectively communicate scale and impact through a visual representation of data.

DON’T place text and images too close to the edges. You want to make sure the margins are big enough to create a clean look. Furthermore, you don’t want to risk any text or images getting cut off during printing.

DO use bullet points and numbering where possible. It’s a simple way to add more structure to your text. Furthermore, by making certain text within bullet points bold or putting it in a different color, you can guide the attention of the audience strategically.

DON’T try to cover every inch of the poster. A cluttered poster with no empty space is very difficult for an eye to process. It also looks unappealing, which will drastically reduce your chances of attracting an audience.

DO use a couple of images, if appropriate. A picture is a great way to grab the attention of the audience. Interesting or visually beautiful pictures, when strategically placed and carefully curated, can help you increase the attendance to your stand.

DO include acknowledgments, your name, contact information, and your institutional affiliation. Many people may choose to take a picture of your poster – whether it’s because they don’t have the time to look at it now and would like to do it later or because they were interested in your presentation so much that they want to share it with their network.

In conclusion

Presenting a conference poster is not only an effective way to share your research, but it also serves as a platform for professional growth.

By selecting the right design tools and following our tips, you can create a visually appealing and engaging poster that captures attention and clearly communicates your research.

Whether you’re new to public speaking or an experienced presenter, the poster format allows you to hone your skills while interacting with peers in a more informal setting. Remember that a well-designed poster can enhance your academic profile and leave a lasting impression.

Interdisciplinary conferences: what are they, why do they matter, and should you attend one? These are the questions we will be answering in today’s article.

The benefits of attending academic conferences

Before we dive into the subject of interdisciplinary conferences, let’s cover some of the many benefits of attending academic events.

• Career-boosting opportunities: Academic conferences can help you open doors to new, exciting opportunities. For example, presenting at a conference and getting published in prestigious academic journals will significantly strengthen your resume. They demonstrate to potential employers – or grant committee members for that matter – your dedication to research, continuous development, and knowledge exchange.
• Network expansion: An academic event is the perfect time to meet fellow researchers, scientists, and educators. Having a dynamic, nurtured network can go a long way in helping you find research partners, discover funding or job opportunities, stay on top of emerging trends and pressing subjects in your discipline, source feedback on your research paper, and more.
• Intensive learning: The program of academic events is typically curated by scientific committees. This means that every presentation – be it poster or oral – has been carefully selected for quality, relevance, and authenticity. Immerse yourself in this pool of knowledge as you listen to the presentations, engage with the presenters, and share your perspective on challenges and strategies in your area of study.

Interdisciplinary conferences vs intradisciplinary events

In general, there are two types of academic conferences: intradisciplinary and interdisciplinary.

Interdisciplinary conferences feature programs and presenters from a wide range of disciplines. For example, a conference on social sciences may feature paper presentations from disciplines such as anthropology, humanities, civil rights, society, psychology, feminism, mass media, and so on.

Intradisciplinary events, on the other hand, are narrowly focused on a single discipline.

Each type offers its own set of benefits.

Intradisciplinary conferences zoom in on subjects within a discipline. They are an excellent way to explore topics in depth. Discussions at such events tend to be more focused, and networking opportunities are highly targeted.

The benefits of attending interdisciplinary conferences

While you will gain thorough insights at intradisciplinary events, here are just a few reasons why you should consider mixing things up and adding at least one or two interdisciplinary conferences to your calendar.

• Cross-discipline insights: The truth is that no discipline – or research subject – exists in a vacuum. There are inevitable connections to other fields of study. By attending an interdisciplinary event, you expose yourself to learnings from a diverse range of angles. This will enrich and broaden your perspective.
• Inspiring networking: Open yourself up to the idea of partnering up for your next research project with a scholar from a different – but relevant – discipline. You will be pleasantly surprised by all the additional viewpoints that can enhance your research. A paper written from a multidisciplinary perspective also carries a broader impact and distribution.
• Access to a wider audience: As a presenter at an interdisciplinary conference, you benefit from showcasing your research to a broader audience. This will help you boost your reputation as an expert in your field of study.
• Personal growth and skill development: Growth happens when we step outside our comfort zone. Joining an interdisciplinary conference will most definitely expose you to new ideas, people, and discussions.
• Innovation and inspiration: Listening to presentations covering topics outside of your discipline and engaging with speakers and attendees from unique backgrounds and specializations could be just what you need to get the creative juices flowing. You might get the dose of inspiration you need for your next research project, or learn about an innovative strategy or methodology that you could apply in your own work.

Interdisciplinary conferences offer an enriching experience that goes beyond the traditional boundaries of academic events. While intradisciplinary conferences provide a deep dive into specific topics, interdisciplinary gatherings offer the chance to explore a wider array of ideas and perspectives.

So, to make the most of your event budget, we suggest that you add both types of events to your calendar, maximizing the impact and benefits that you derive.

How to Manage the Stress of Conference Travel Like a Pro

Traveling is stressful. It is. Whether it’s a work-related trip or a much-anticipated vacation, there is a fair amount of stress involved due to the many logistics that one has to manage. In fact, 90% of people admit to feeling varying degrees of anxiety when traveling.

Business trips – like attending a conference – come with their own unique set of additional pressure points. As opposed to a vacation, where your only goal is to relax as much as possible, business travel is typically defined by a set of goals that one must try to achieve to justify the expenses and other resources of the trip.

So how do you minimize the stress of conference travel? The short answer is: through strategic preparation. The longer answer is: keep reading for all our best tips and tricks!

Five tips as you prepare for the conference trip

Much of the stress of conference travel comes from having to deal with things last-minute and having to do so in a non-habitual environment. Here is how to reduce this to a minimum.

1. Plan your flight and accommodation in advance. The last thing you want is registering for a conference only to realize a couple of days before your trip that there is no more space in the nearby hotels. Similarly, if your trip involves air travel, look up and book your flights in advance. If you are able to book direct flights, we strongly recommend that – it eliminates the hassle that inevitably comes when one leg of a trip gets delayed or canceled.
2. Communicate with conference organizers on deadlines. If you are a presenter, you will have a set of deliverables to provide to the conference organizer: an outline of your presentation, a slide deck, a bio, etc. Make sure to ask for the list of deadlines as soon as you confirm your participation, and then actually stick to these deadlines. This will help you feel more prepared for your upcoming engagement – plus, it means conference production teams won’t be chasing you with last-minute emails. A win-win.
3. Set an OOO response and plan to disengage from daily work. We’ve seen many people trying to juggle their daily responsibilities with their conference attendance. It always looks like a nightmare. Being at a conference means that you are not going to be as productive as you normally would be in your office set-up. At the same time, being constantly distracted by work means you are not making the most of the opportunities of the conference, be it networking, improving soft skills, identifying potential research partners, etc. So plan your work in a way that allows you to disengage for a few days of the conference, set an out-of-office response for incoming emails, and then immerse yourself in the conference environment.
4. Write down a list of goals and prioritize them. It’s good to have a goal in mind when traveling to a conference. For example, as a speaker, your goal might be sourcing as much feedback as possible from your peers to make sure you constantly raise the bar in your research. For some, attending conferences is all about networking and identifying new career avenues. It’s useful to have a goal – it helps you manage your time and frames your choices. On the flip side, many travel to conferences with too many goals. And that’s quite stressful. If you have too many goals, you’ll end up dispersing your efforts and achieving superficial results at best. That’s why our advice is to write down everything you’d like to achieve at the conference and then organize that list in order of priority. Focus on your top two or three goals. If you can get to the rest – great; if not – don’t sweat it.
5. Prepare a general plan but don’t over-schedule. You will find yourself much more relaxed if you have a general idea of how you want your travel and conference attendance to go. Think of such logistics as how you will get from the airport to your accommodation, what breakfast places are open nearby so you can have a snack before the conference begins, etc. Think of professional goals and how you’d like to go about them – e.g., how many relevant people you’d like to ideally connect with, what presentations are a must-attend for you, and so on. This type of planning will give you operational parameters. Don’t over-schedule, though. Not only will you be adding unnecessary stress to your plate, but you will be also closing yourself off from noticing and embracing unexpected opportunities.

Three tips for managing your stress on-site

In our experience, much of the anxiety at the conference is caused by the pressure – often self-imposed – to always be “on”: be ready to engage in small talk, constantly appear interested and interesting, deliver a flawless presentation, ask smart questions, and make as many connections as possible.

Don’t get us wrong. There are many people who are exceptional at this. They are the social butterflies who don’t have to put any effort into networking. They are just naturally good at it.

However, if you don’t fall in that category, here are a few tips to help you alleviate some of that anxiety that you might be experiencing just thinking about everything you should be doing at a conference.

1. Give yourself regular breaks. Whether you’d like to collect your thoughts, decompress, or jot down a few notes following a networking session, allow yourself to take breaks. This may involve taking a short walk outside of the venue, finding a quiet corner at the conference venue, or grabbing a coffee from a nearby cafe. Social engagements can be rather consuming, so it’s perfectly reasonable to step away at regular intervals to recharge.
2. Be realistic in your expectations. Don’t put unnecessary pressure on yourself. It’s better to make a few meaningful connections at the conference than dozens of superficial ones. As a presenter, if you are able to inspire just a couple of people, you should be proud of yourself, as opposed to feeling stressed that your presentation didn’t provoke as many questions as you expected. Do your best and focus on quality as opposed to quantity.
3. Disconnect from daily work responsibilities. As mentioned earlier, plan your work in a way that allows you to disconnect during the days of the travel and the conference. This means doing some work ahead of time, perhaps delegating certain tasks, and putting some items on your to-do list for when you return. However, this also means not giving in the temptation – or the toxic habit – of constantly checking your emails. In fact, if possible, turn off your email notifications altogether.

Plan ahead but don’t stretch yourself thin

All of the tips we’ve shared today come down to the one fundamental rule of minimizing conference travel stress: it helps to be prepared, but give yourself the flexibility to discover the unexpected. Don’t miss out on all the amazing opportunities an academic conference has to offer by being too rigid with your planning. At the same time, alleviate some of the stress that comes with the unknown by setting up certain parameters and making a list of priorities.

For more tips on how to prepare for a conference, check out our checklist of tips to make the most of your experience.

 

Post-conference Networking: How to Engage Contacts

Conferences – whether business or academic in nature – are one of the most valuable networking resources. While certainly not the only way to connect with fellow scientists, researchers, and scholars in your discipline, a conference is the most effective one.

However, what many attendees struggle with is fostering these connections once the event is over. That’s why, in this post, we will share a few tips that will help you maintain and build upon your network upon your return home.

Networking tips at the conference

Successful post-event networking starts at the conference. This is where you lay the groundwork for your future mutually beneficial relationship with contacts.

• Stay at the conference hotel or close to the venue: A lot of networking happens outside of the official program – attendees getting together for dinner or drinks after the sessions. If possible, book your accommodation either at the conference venue (if it’s a hotel) or nearby. This way, you won’t miss out on the more informal networking opportunities.
• Engage in the art of listening: While small talk is a great way to break the ice, try to get to know the people you are conversing with. Pay attention to their feedback on presentations, ask them thoughtful questions about their research and areas of interest, etc. To make sure you remember these tidbits of information, write them down afterwards.
• Exchange contact information on the spot: It will help you a great deal after the event if you have the contact information of the person you’d like to follow up with. So make sure to exchange business cards or, at the very least, jot down the email address of that contact.
• Connect on LinkedIn/Xing: At the end of a conference day, look up the people you’d like to remain in touch with on the professional social networking site that you use and add the contacts. Your request is far more likely to be accepted while the memory of the conversation is still fresh.
• Identify collaboration opportunities and gauge interest: If, based on the original conversation, you feel strongly about the possibility of a collaboration down the line, mention it briefly to this conference participant and see the reaction. Determine whether there is potential interest.
• Be authentic: It’s alright to be nervous. Networking is not a natural skill – it’s a learned one. However, don’t try to hide your anxiety behind inauthenticity. Most people can sense it, which makes them distrust you. Show genuine interest in other people, be respectful, and try to identify with each interaction how you could add value.
• Use the event’s mobile app (if applicable): Many conferences, academic events included, utilize mobile applications to facilitate networking – along with offering a range of other useful features. Take advantage of it. Schedule meetings, message attendees you want to catch up with over coffee breaks, use the QR codes to exchange contact information, and so on.
• Manage your time: Look, not every conversation you have at the conference is going to lead to a lifelong professional contact. In fact, most of them won’t. Learn to gracefully exit conversations – the last thing you want is come off as rude. You have only a few hours of networking at the conference, so use it wisely.
• Following these tips will enable you to build a solid foundation for your post-event networking, maximizing your chances of developing fruitful relations with those you met at the conference.

Post-conference networking tips

If you followed most of our networking tips at the conference, you will return home with a treasure trove of contacts. It is time to nurture and grow your conference network. Here are a few tips to get you started.

• Organize your contacts: Take a couple of hours to go through each business card and LinkedIn/Xing connection. Consult your notes. Try to figure out what type of engagement you potentially see with each person down the line. Here, we don’t just mean what you could potentially gain from this network member. Lifelong connections are a two-way street. Think of how you could contribute to their professional success. For example:
  • Are there any job opportunities that you think would be of interest to that person?
  • Will this attendee benefit from getting introduced to someone in your existing network?
  • Are you aware of any grants and partnership opportunities that this person could benefit from?
  • Is there a scholarly article or paper that you think would be useful for their next research?
• Follow up as soon as you return: It’s best not to wait too long before sending a quick message to your newly established contacts. Conferences – at least good ones – immerse attendees in this learning ecosystem that’s outside of the daily tasks and hassles. So don’t let your efforts lose momentum. Send an email letting them know how much of a pleasure it was to meet at the conference. Personalize each note, mentioning one thing that stood out in your conversation with that person. If you think you can be of value to that person – see Point 1 – mention that. If there is a collaboration possibility, schedule a call.
• Connect on LinkedIn/Xing: If you didn’t get a chance to connect to the attendees on a professional social media site at the conference, now is the time to do it.
• Check in a few times a year: There are a number of ways to keep your contacts “warm”. For example, if you publish a new paper in a scientific journal, send a link to your contacts. Ask for feedback. Similarly, if you see that someone in your new network published a scientific article, or got a new job, or got promoted, or is celebrating any other achievement, drop them a message congratulating them. If you learn of an opportunity that might be of interest to your contact or come across an article/resource/workshop/conference, let this person know. Inform them if you’re planning to attend the next annual event, inquiring whether you would have the pleasure of seeing them again. Remember: look for opportunities to provide value whenever possible.

Putting in the time and effort to maintain and strengthen your network after a conference is an essential part of building long-lasting professional relationships. It’s not just about what you can gain from your contacts but also how you can contribute to their success. The more work you put into networking at the event, the easier your follow-ups are going to be.

Conference Paper Publication: How to Publish Conference Research

Today, we will share with you tips for conference paper publication – specifically, how you can publish a conference research paper in prestigious academic journals.

Publishing research is vital to your career in academia. It shows your commitment to continuously deepen your knowledge in a particular discipline and to share that knowledge with a wider community of peers – scholars, scientists, researchers, and educators. 

Furthermore, it positions you as an authoritative voice on a subject, putting a spotlight on your other work and achievements, as well as opening up doors to exciting career opportunities.

Conference paper publication options: proceedings vs. journal articles

Participating in an academic event as a presenter is one of the most effective ways to advance your academic career. Not only do you get to share your research with an engaged audience of peers, network, and collect feedback, but it’s also a fantastic opportunity to publish your work.

There are two main avenues to publish conference research:

Getting published in conference proceedings: A conference proceeding is the published record of an academic event. The publication is typically sponsored by a society, association, or conference organizer. While it does not necessarily include the entire text of the papers, it often features a summary of abstracts of the papers presented at the event.
When selecting which academic events to apply to present your research, we recommend considering conference proceedings publication as one of your evaluation criteria. If you are not sure whether a symposium you are interested in offers this opportunity, get in touch with the organizers.

Submitting an article based on the conference presentation to an academic journal: Another way to publish a conference research paper is to submit it for publication to an academic journal. Most likely, you will need to submit a revised version as the requirements of conference presentations differ from what is expected of a journal article.
Leading academic events have established partnerships with well-known academic journals. As you plan your conference calendar, ask event organizers whether they offer any sort of journal publication support.

Publish conference research as a journal article

As mentioned earlier, the requirements for and expectations of papers presented at academic events differ from those by academic journals.

For example, your conference presentation doesn’t always have to be as in-depth as the article on the same subject prepared for an academic journal. Due to the time limits imposed on presentations, you are not expected to provide as much data and research background as you should for journal publication.

At the same time, presenting at a conference will help you strengthen your academic journal submission. 

Best practices

• Listen to the feedback and incorporate it where appropriate. Since you are presenting your research to a targeted group of peers, it’s an excellent opportunity to better understand the strengths and weaknesses of your paper. Take notes of the questions you receive. Source feedback. Distinguish between useful/constructive feedback and irrelevant comments.
• Use a tone appropriate for the publication. Often, papers presented at academic events take on a more conversational and informal tone. It makes sense, of course. You are presenting the paper orally, and your goal is to engage a live audience. The same tone may not work for an academic journal, however, when you look to publish a conference research paper. 
• Complete the research. Many times, event organizers and their scientific committees allow scholars to present papers based on incomplete or ongoing research. Keep in mind that this is not the case with academic journals. To get your work published, you will need to first finalize your data collection. You’ll also need to re-write the findings and re-think how your research fits in the larger context. Only once fully completed, should you submit your work to an academic publication.
• Don’t be afraid to re-write. Use your conference presentation as a starting point, as a source of inspiration. However, don’t get attached to the specific way you’ve written it. Be ready to start your academic journal submission from scratch. 

In conclusion

Presenting your research at a conference can be a valuable stepping stone toward publication in an academic journal. It’s a fitting way to gauge feedback, discover new perspectives on your topic, and deepen the scope of your paper. 

So we strongly encourage you to take advantage of your conference experience. Take in the questions and the comments. Use the feedback to take your paper to the next level. 

Moderating Conference Sessions: 9 Things You Must Know

Moderating conference sessions is a skill that goes beyond making introductions and asking presenters a list of questions. It is about the ability to draw out unique insights, keep the audience engaged, make presenters feel comfortable, and maintain an uninterrupted flow to the session.

If you work in academia – as a researcher, scientist, or educator – you will at one point or another join an academic conference. There are numerous career and personal development benefits to attending academic events. You can join as an oral speaker, presenting your research findings to a targeted audience of fellow academics in your discipline. Perhaps you will do a poster presentation. There is, of course, always the option of attending as a delegate.

However, if you are looking for a type of participation that would allow you to make a bigger impact on the event and its attendees and one that does not involve presenting original research, we strongly encourage you to consider moderating a conference session.

Good moderators can help create unforgettable learning experiences. Bad moderators can make even the most insightful presenters appear dull and incoherent. That’s how important this role is.

So what are the secrets to effective moderation? Keep reading to find out.

#1. Preparation is the foundation of successfully moderating conference sessions

You can’t be effective as a moderator without having a decent level of understanding of the topic and the background of your panelists.

Presumably, you would apply as a moderator for sessions that are already within your discipline expertise. However, we recommend to dig deeper. Look into the research published within the specific theme of the session. Gather information on different viewpoints and research findings. This will help you set up certain parameters for the discussion.

Next, spend some time getting to know your panelists. In addition to checking out their latest work, look into their research history. See if you can trace the evolution of their interests. Such background information will help you feel more confident as you navigate presenters through the discussion, as well as show the areas in which the presenters overlap and where they diverge in their expertise and viewpoints.

#2. Provide the panelists with a preliminary set of questions or the direction of the discussion

Moderators aren’t the only ones that need to put in some prep work. Presenters do as well. Think of the subjects that you want to cover in your discussion and provide your panelists with an outline.

Make sure to give them enough time to prepare – at least one week before the event.

Moderating conference sessions is about finding that balance between preparation and improvisations. You don’t want the entire thing to feel rehearsed, yet you and your panelists should be prepared enough to feel comfortable and confident.

#3. Listen carefully and take note of each panelist’s contribution

Simply ticking questions off a list, irrespective of what the panelists are saying, is, by far, the most uninspired way of moderating conference discussions.

Of course, it’s important to have a general plan of what subjects to cover – even specific questions. However, pay close attention to how the discussion is unfolding. Panelists may bring up intriguing subjects that you never even considered covering.

Similarly, if you notice that panelists are steering far away from the subject perimeters of the panel, it is your job to bring the discussion back into focus.

#4. Maintain a balance in the contribution of all panelists

Not only do panelists may have opinions that differ from one another, but their personalities, too, might be very different. Not everyone is equally vocal or comfortable presenting in public. Your job as a moderator is to pay attention to the contribution of every panelist and make sure there is a balance.

This may involve pulling one of the panelists into the discussion every now and then. “John, after Sarah further elaborates on this point, I would love to hear where you stand on the subject.” These types of statements allow you to (1) give the targeted panelist a couple of moments to collect their thoughts and (2) inform the rest of the panelists about what will happen next.

#5. Take note of the audience’s level of engagement when moderating conference discussions

Be mindful of the audience’s reaction to various parts of the discussion. If you sense that the audience’s interest is fading, think of changing the direction of the discussion.

Similarly, some questions may grab the audience’s attention. You will sense it by their body language. There will also probably be a few hands in the air from audience members who want to ask questions and learn more. Lean into those discussions. See if you can offer audience members the floor to ask questions without interrupting the flow of the session.

#6. Be authentic and open-minded

The conference panel you are moderating will be all the more engaging if your panel members feel at ease. This is less likely to happen if you, as a moderator, come off as disingenuous.

Furthermore, keep an open mind about points of view that you may not necessarily agree with. Your job is to facilitate a discussion. This is best achieved by asking inquisitive questions, listening to diverse points of view, and identifying commonalities and points of differentiation.

#7. Try to meet or interact with your panelists before moderating the conference session

If possible, introduce yourself to the panelists before the actual session. It could be a 5-minute chat during a coffee break or a Zoom call a few days before the conference.

This initial interaction will break the ice and make you and the panelists feel more comfortable with each other. It’s also an opportunity for you to gain a better understanding of the communication style of your panelists. For example, are they more reflective and introverted, or outspoken and extroverted?

#8. Inform event organizers of your discussion points

It’s a good idea to keep the hosts of the event in the loop on what subjects and questions you plan to touch upon when moderating conference sessions.

On the off chance that you carried away in your preparation and aggregate discussion points that are far outside of the scope of the event program, the organizers will be able to help you re-draw the parameters of the session.

#9. Learn to correctly pronounce the names of the panelists

Academic conferences tend to be quite international in terms of speakers and attendance. It is completely normal to come across names that you’ve never heard before or are unsure how to pronounce.

However, you don’t want to stumble through the introductions or butcher a person’s name on-stage. So quickly look up how to pronounce your panelists’ names ahead of time and, if possible, confirm with the panelists the pronunciation before the session.

Follow these tips and we are certain that you will have a wonderful experience moderating conference sessions!

The Role of Poster Sessions in Academic Conferences Explained

Poster sessions – what is their role in academic events? And should you consider doing a poster presentation when the next opportunity presents itself?

Academic conferences have long been the bridge that connects scholars, researchers, educators, and professionals from around the world. Generations of scientists gather under one roof to share knowledge, ask questions, and gain a new perspective on old concepts.

While keynote presentations and panel discussions often steal the spotlight, poster sessions play an essential role in academic conferences. And yes, you should definitely consider giving a poster presentation at the next event!

The indispensable role of poster sessions

A scientific poster is a visual summary of one’s research. As with an oral presentation, presenting a poster requires submitting an abstract and being selected by the scientific committee.

Poster presentations are the arteries of scientific conferences. They are vessels of knowledge that stimulate discussions, facilitate networking, and ignite inspiration.

Typically, poster presentations are done in the networking area of the event venue. Large scientific gatherings sometimes allocate a dedicated hall to poster presentations.

The goal of a poster presentation is to communicate your research in an effective and visual manner. Just like an oral presentation, a poster should contain elements like an explanation of the methodology, findings, the implications, etc. However, most of it should be communicated via charts, graphs, and other visual aids. You, as a presenter, narrate the visual story you’ve laid out on your poster. Your job is to capture the attention of your audience and in a succinct way explain your research and its importance.

The advantages of poster presentations over other formats

There are a number of advantages of presenting your research in the form of a poster:

• More accessible for researchers in the early stages of their career. Oral presentations are not easy. Public speaking is a skill that the majority of us have to develop – it is not a natural skill for most. So it comes as no surprise that academics that are just a couple of years into their careers feel intimidated by the idea of doing a 30-40-minute oral presentation in front of a large group of peers.

  Poster presentations are a much less stressful alternative. Yes, you do need to engage your audience by doing a short elevator pitch, but there is a difference between summarizing your research in a couple of minutes to a group of 3-4 conference attendees and presenting with a microphone, on stage, to a group of 30, 50, 100 people.

• Great for maximizing networking opportunities. Networking is one of the biggest benefits of academic conferences. It’s a chance to meet future research collaborators, discover job opportunities, learn about grants, and, in general, meet people who are excited to be a part of shaping the future of a specific discipline.

  Presenting a poster is a natural pathway into networking. One minute you’re talking about your research, next you’re asking your peers about their interests, academic backgrounds, and goals.

• Flexible pace and structure. Oral presentations are timed. As a speaker, you get, say 30 minutes. You then need to make sure you get through every part of your presentation in a timely manner. With poster presentations, on the other hand, you can go at a pace that you’re comfortable with. If someone is showing a lot of interest in your research, you can zoom in on certain parts of your presentation and have a longer discussion. If you sense that a group of peers you’re talking to is in a rush, you fast forward to the key findings.

  Furthermore, unlike a keynote/panel discussion that you only do once, poster sessions require repetition. You present the same research over and over again. After a few times, you start gaining insights into what parts of the presentation seem to gauge the most interest and which parts could be reworked to sound more engaging.

Conclusion

In the dynamic environment of academic conferences, poster sessions hold a vital role that often complements the more structured formats of keynotes and oral presentations. They also offer several advantages over oral presentations.

However, whether it’s a poster presentation, a panel participation, or a virtual keynote presentation – get involved! Become an active participant in the next academic conference. Don’t hesitate – submit your abstract and join the larger discourse in your discipline.

How to Create a Conference Program for a Memorable Event

A skillfully designed conference program is not the only ingredient in a successful conference. However, it is impossible to have a great conference when the program is weak. It won’t matter if your venue was spectacular and the catering was superb. It won’t matter that every session ran on time and the social events were engaging. If your conference program sucks, the attendees will walk away feeling underwhelmed.

Of course, this puts quite a bit of pressure on you as a conference organizer – there are so many things to consider, plan, and execute. Indeed, hosting a memorable event is no easy task. It is a worthwhile one though!

Conferences – whether they are of business or academic nature – are vital to pushing conversations forward. They create an immersive learning environment, offer the ideal setting for networking, and foster cross-border and cross-discipline collaborations. More than that, conferences enable people to broaden their understanding of the world and various topics thanks to the vibrant mix of perspectives and experiences that they assemble.

So in this post, we will go over a few best practices that we’ve developed over the years on how to put together a stellar conference program.

#1. Make conference program design a collaborative experience

Most of the time, there is one person leading the production side of event organization. We encourage turning agenda design into a collaborative experience. You will benefit from gathering the opinions of your marketing team, delegate sales reps, and other producers.

Your colleagues’ opinions and views on what topics and speakers could add value to the event are shaped by their daily tasks and responsibilities. They interact with different types of participants on a regular basis. As a result, they may reveal insights that you would’ve missed otherwise.

#2. Put together an advisory board/scientific committee

Advisory committees for events typically consist of a small group of experienced professionals and thought leaders in a particular field. For example, for academic events, an ideal advisory committee would have accomplished scientists, researchers, and educators who have a diverse range of experiences and career backgrounds within the same couple of disciplines.

There is a lot of value in assembling and engaging an advisory committee for conference program design:

• Expertise and diversity of perspectives: Accomplished professionals in the field of the conference themes can provide valuable input on the speakers, important topics, the overall direction of the event, and session formats.
• Credibility: Having an advisory board that features prominent experts adds credibility to the event.
• Quality assurance: An advisory committee can help vet speakers and their presentation proposals to ensure the conference program meets certain expectations for quality.
• Event promotion: Advisory board members are likely to share their involvement in the event with their network members, providing your event with additional exposure and reach.

#3. Integrate various session formats into the conference program

One of the ways to keep your event engaging is by offering your attendees a variety of learning environments. Everyone learns differently. For some, the most effective way to consume new information is by listening to a presenter. Others prefer exercise-based learning – workshops. Yet for others, being involved in a discussion is the best learning strategy.

Of course, do not go overboard and set up each session in a different format just for the sake of it. Rather, think of 2-3 session formats that you think would be most conducive of learning and determine how to incorporate them. Your conference program can be a mix of lectures on the main stage and workshops/panel discussions in breakout sessions, for example.

#4. Catch up with past delegates and speakers

If you are working on an annual event, we strongly recommend to make time for in-depth discussions with past attendees. In fact, don’t even wait until you start planning out the next event. Do it as soon as your conference is over, while the attendees’ memory is still fresh.

It is always a good idea to send a quick questionnaire to the attendees immediately after the event. However, don’t stop there. Schedule calls for a more nuanced discussion.

Past attendees hold a treasure trove of feedback that will help you make the next conference even better. Source their feedback on what they thought went well, and what was done poorly or could be further improved. Yes, it might be a humbling experience. But it can also give you insights on what aspects of the conference made it a lasting positive impression on the attendees.

Be open, be receptive, be discerning in your conversations.

#5. Schedule calls with your target audience members

Every conference should have a target audience in mind – who are the people this event strives to benefit?

Once you create your “marketing persona”, identify a few people in your network who match the the characteristics and reach out to them. Source their input on what issues they deal with on a daily basis, what pressing topics they are struggling to address, what market trends and developments caught their attention, etc.

This will give you a stronger understanding of what matters to your target audience and what topics should be at the foundation of your conference program.

#6. Maintain a balance between quantity and quality

It is easy to get carried away by adding as many speakers as possible to the agenda in the planning stage. The more speakers you have, the more successful your event is going to be, right? Wrong!

There is a fine balance between quantity and quality. Sure, it might be a good idea to integrate a couple of panel discussions in the conference program. However, making every single session a panel discussion will compromise the quality of the event. The advantage of a panel discussion is the diversity of opinions that it presents to the attendees. The disadvantage, however, is that a panel discussion is limited by how in-depth it can cover a subject.

Similarly, give each presentation a sufficient amount of time. While it may make sense for some sessions to be short, others may require a bigger time allocation on the conference schedule.

In conclusion

Designing an engaging program is not an easy task. However, you are much more likely to succeed if you seek feedback and advise from the right people: past attendees, members of the target audience, and an advisory committee. Involve your colleagues to gauge their perspective and input. Finally, think of how you want to structure the event – what session formats to integrate and how to allocate the time for each.

We wish you the best of luck!

Virtual vs In-person Conferences: How to Pick the Format?

In-person conferences – be it academic events, trade shows, or business gatherings – have ruled supreme for the longest time. Archaeological ruins show evidence of ancient forms of conferences – gatherings of people to discuss shared interests, be it wartime activities or hunting plans.

While virtual conferences started popping up on event calendars more than a decade ago, it was really the global COVID-19 pandemic that exponentially accelerated the growth of this event format. In 2021, 92% of organizers shifted to virtual events. That number further increased to 98% in 2022.

In the last couple of years, the in-person conference market has reclaimed much of its share and glory. However, not before millions of people got a chance to experience the benefits of virtual events and meetings.

It comes as no surprise that many struggle with determining which format of event to add to their calendar: virtual or in-person conferences?

That’s what we are going to address in this article: the cons and pros of each format, and how to identify which one matches your specific needs and priorities.

The Pros and Cons of In-person Conferences

PRO: Face-to-face networking

Nothing beats face-to-face networking. We are ready to die on this hill. Yes, virtual events do try to accommodate and design virtual networking experiences. However, none of it will ever come close to the level and quality of interactions that happens when people with shared interests and diverse perspectives come together in a room, shake hands, engage in spirited debates, and share a coffee or a meal.

CON: Travel and accommodation expenses and logistics

Attending an academic conference can quickly rack up expenses: there is the application fee if you want to join as a presenter and are submitting a paper; the cost of travel – be it by plane, train, or any other method; the accommodation; and so on.

Just figuring out the logistics can be a daunting task for some. Here, it’s everything from actually planning out the travel and lodging to accounting for travel time on your already busy calendar.

PRO: Immersive learning experience

Virtual learning technologies have in many ways democratized access to education. Virtual events and classrooms make knowledge more accessible.

Yet, virtual events can’t provide the same immersive type of learning experience as in-person conferences. Listening to a presentation as you sit in a conference room among your peers, asking questions, and engaging in countless discussions post-session – all these elements make the learning experience three-dimensional.

PRO: Exploration of the host city

One of the biggest bonuses of traveling to an academic conference is the opportunity to explore the city where it’s hosted. Whether it’s spending a couple of extra days in a host city or exploring it after conference hours, attending in-person conferences is the perfect way to combine work with a short holiday.

Doing so with the participants of the conference you are attending will only strengthen the networking aspect of the event. Plus, it’s a great way to make friends who will remain in your life for years to come.

CON: Bigger environmental impact

Travel and tourism are responsible for 8% of carbon emissions globally. Joining an in-person conference entails the use of transportation, generation of waste, energy consumption, etc.

However, there are numerous ways to offset (or at least greatly decrease) the environmental impact of your travel.

PRO: Unlimited inspiration

In-person academic conferences are a fountain of inspiration. The dynamic nature of interactions, the engaging learning atmosphere, the change of scenery – all of these factors help spark creativity, stumble across unexpected insights, and discover unique perspectives.

CON: Larger time commitment

Attending an in-person conference requires a bigger time commitment than joining a virtual academic event. You have to account for travel, the reduced ability to work on ongoing tasks and projects, and another day or two off that you may want to take to explore the host city.

The Pros and Cons of Virtual Academic Events

PRO: Cost-effective

The costs associated with participating in an academic event drop significantly when it’s a virtual conference. You don’t have to submit a budget request that covers travel and accommodation expenses. You simply need to get your institution to cover the registration fee (which are often lower than in-person attendance passes) and the application fee if you are submitting your abstract as a virtual presenter. Your chances of getting your request approved increase significantly!

CON: Diminished networking opportunities

Networking is important. It’s a way to advance your academic career, identify collaboration and research grant opportunities, and strengthen your communication skills. Unfortunately, virtual networking doesn’t have the same impact as in-person networking opportunities.

As discussed earlier in this article, networking is about more than just having someone to talk to. It’s about being in the same room, sharing a beverage, responding to verbal and non-verbal cues, and so many other elements that turn a simple interaction into a lifelong professional relationship.

PRO: Global accessibility

Virtual events have made it possible for people who previously couldn’t attend specific conferences to do so. It could be due to travel restrictions, the lack of budget, or the logistical nightmare that applying and receiving a visa can sometimes turn into. Virtual conferences are making knowledge-sharing more accessible. This, in turn, makes for more global and diverse events.

PRO: Location-independent choices

Virtual conferences make your decision on which event to attend location-independent. Of course, not totally independent. You might not be too eager to attend a virtual academic event that is being streamed live from Sydney when you are based in Los Angeles, for example.

Outside of that, you don’t really need to pick your conference based on its location. You don’t have to worry about applying for visas, or the long travel, or the hassle of finding accommodation that’s within walking distance from the venue.

PRO: On-demand access

Many virtual conferences offer access to presentations on-demand. That means that the presentations are recorded. You are then provided with access to the recordings.

This allows you to process the information and learn at your own pace, from the convenience of your home or office.

PRO: Personalized experience

Some academic conferences organize their program in streams that run in parallel. This is done to give the participants a chance to customize their agenda. Unfortunately, even a small delay in a single session can mean that you have to run between rooms when attending in-person.

Virtual formats eliminate this problem. You can tailor the agenda to your needs and switch between different virtual rooms seamlessly.

CON: No social and culture exploration

Yes, it is convenient to attend a virtual conference while sitting in your home office or at a kitchen table. On the other hand, you miss out on making wonderful memories by traveling to a new destination. Walking the streets, listening to local languages, trying out local cuisine, uncovering hidden gems – there is so much to experience when traveling to an in-person conference.

CON: Fewer collaboration identification opportunities

One of the most powerful benefits of attending in-person conferences is identifying collaboration opportunities. This is usually done by listening to the presentations, talking to fellow delegates, and then spotting crossovers in research areas or interests. It’s done as part of networking.

Since virtual events can’t provide the same dynamic networking opportunities as in-person academic conferences, the chances of finding the right collaborators are diminished as well.

The Benefits of Both Virtual and In-Person Conferences

Whether it’s a virtual event or an in-person conference, we urge you to participate in such gatherings. Here are just some of the benefits that both offer:

• Gain recognition:  Present your research paper and strengthen your reputation as an expert in a certain field of discipline.
• Receive feedback: Source feedback from fellow participants. This will help you continuously improve and develop as an academic.
• Inspire and get inspired: Whether attending in-person or virtually, exposure to new information and perspectives makes it more likely to identify new research areas, discover methodologies that you haven’t considered before, and offer feedback to your peers on their work.
• Boost your resume: Joining academic conferences on a regular basis shows your dedication to lifelong learning. It also signifies your commitment to engaging in cross-border knowledge-sharing.
• Improve your soft skills:  Become a more effective presenter and communicator by joining as a speaker or a regular attendee.
• Get published: Submit your abstract to present as a virtual or on-site speaker and get your paper published in prestigious academic journals.

In Conclusion

There is a lot to gain from being an active event participant. When deciding which format is better for you – the in-person or virtual conference – make a list of your priorities. What is your main goal? Is it to promote your research? To network? Then, compare the benefits that matter most to you to the format that can amplify them.

How to Get Conference Funding: Intro to Scholarships for Conferences

Are you looking to attend an academic event but unsure how to go about securing conference funding? Scholarships for conferences can be tricky to navigate. However, we hope you don’t feel discouraged. There are multiple strategies at your disposal, and we are here to help you make sense of them.

There are numerous costs associated with attending or presenting at a conference:

• The application fee for paper submission
• Travel
• Accommodation
• Miscellaneous expenses that would typically be covered by stipends: food, transportation, etc.

Despite these expenses, attending and presenting at academic conferences present a myriad of benefits, from career growth opportunities to strengthening soft skills.

In this piece, we will provide you with tips on how to get started with identifying conference funding avenues and where to look for scholarships for conferences.

Securing conference funding: The four main sources

Generally speaking, there are four strategies you can pursue. They are not mutually exclusive, so to stack the deck in your favor, we encourage you to explore multiple avenues at the same time.

These avenues are:

1. Institutional grants
2. Independent, third-party grants
3. Corporate/private business scholarships
4. Conference scholarships by event organizers

We will go through these one by one.

#1. Obtaining conference funding through institutional grants

The first place to start is to explore opportunities within your academic institution. Many of them offer information on their websites. Here are examples from Imperial College London, Princeton University, and Viterbo University.

If you can’t find the information you’re looking for online – or would like additional insights – we recommend booking a meeting with the chair of your department. This person will be able to guide you through the opportunities. Come prepared. Have a specific conference in mind and be ready to explain how participating in this particular event will help your research.

The additional benefit of discussing this subject with your department chair is that he/she can guide you toward third-party associations and non-profit organizations that your institution may have partnerships with or membership in.

#2. Applying for third-party grants by research centers and non-profit institutions

The next strategy to investigate is grants by associations, research institutions, and other relevant non-profit organizations. A good place to start is with the partners of your academic institution and/or associations that your university is a member of. For example, MIT, Stanford University, Tuft University, Washington State University are among the many academic partners of the Association for Women in Science.

If you can’t find relevant partners connected to your university, start independent research. For example, the European Burden of Disease Network – a group within World Health Organization – offers conference grants to researchers and innovators for their participation in high-level conferences.

#3. Exploring private sector scholarships for conferences

There are numerous private businesses and organizations that fund academic research. Here is a sample list of such organizations. It features various private foundations like Open Society Foundation, Ford Foundation, Gates Foundation, and others.

Don’t just stop at foundations. Look for corporations that fund research in your discipline. NVIDIA is one such example. For many corporations, supporting academic research is a part of their Corporate Social Responsibility (CSR) programs.

#4. Inquire about scholarship opportunities from conference organizers

Finally, reach out to the organizers of the academic conference you are interested in. Some of them might be able to offer you full or partial scholarships. It’s possible that the even organizers will wave your application fee, for example, or provide you with acommodation.

Getting assistance to cover even some of the expenses can go a long way. It will strengthen your grant application with your institution.

In conclusion, remember that securing funding can be competitive, but persistence pays off. We hope you do not get discouraged by the obstacles in your way but take it as an opportunity to practice the vital skill in academia – applying and securing research funds.

Our final piece of advice is to start your search early. Some grants may take weeks – if not months – to hear back from. Stay organized, and apply for multiple grants to increase your odds.

Good luck!