These five questions will help you set priorities from the start and lay the groundwork for a cohesive program early on.
Question 1: Who are we actually designing the conference program for?
Academic conferences are too often geared toward presenters and their abstracts. The program doesn't consider the time people spend "just" attending. There is often a lack of offerings for participants who aren't currently giving a talk—and the experience shouldn't consist solely of listening to others.
How about mini-formats that pop up throughout the program alongside the main sessions? Consider things like:
- Topic-specific roundtables
- Mini-workshops
- A guided poster tour
- Mentoring sessions with experts
🪄This engages people without years of conference experience and makes them feel more included. It also breaks the narrative that "you only really belong if you're presenting."
Question 2: What is the common thread?
When parallel sessions lack structure, it’s usually due to a missing thematic anchor.
Which session should I choose? Too many parallel tracks can overwhelm people. Help them select program items that match their knowledge level and needs.
Organize sessions by topic and skill level. Are the contents aimed at people who are already deep into the subject and looking for specialized knowledge? Or is it about the basics? Thematic blocks like "Data and AI" or "Cloud Architectures" at a software conference provide additional focus and guidance.
🧪Experiment with different formats within a single track. Perhaps there’s even an option for participants to switch between sessions?
💡For a deeper dive, you have the opportunity to participate in a training session and receive additional materials:
Question 3: How can we breathe new life into poster sessions?
In many places, poster sessions are the stepchild of the conference program. Drafty foyers, windowless rooms, and direct competition with interesting lectures—these are the conditions under which poster sessions often languish on the sidelines of a conference.
Organizers often convey the feeling that a poster is worth less than a presentation. Yet, posters often contain fascinating approaches and results. With just a few display boards and no proper presentation or interaction, no one ever finds out.
🖼️Allocating dedicated time for posters in the program encourages more interaction. A clear time slot without competing sessions shows that posters are valued and important. It works even better if you moderate the session or organize a poster walk with small-group discussions, making the experience even more engaging.
This ensures presenters feel like a vital part of the scientific discussion rather than just filler.
Question 4: Can the conference be expanded digitally?
During the pandemic, digital tools suddenly became indispensable. Afterwards, these digital methods disappeared along with the health protocols. That’s a shame, as it meant losing many tools for active participation.
☝️What many conferences are missing today:
- Encourage interaction: Use tools that facilitate dialogue and collaboration among participants. Virtual breakout rooms, live polls, or Q&A sessions during presentations foster exchange and give participants a stronger voice.
- Enable networking: A matchmaking feature in the conference app helps participants make relevant connections. What skills do they offer? Who are they looking for?
- Extend the conference: Participants continue to access materials and follow up on the event—or prepare for the next one—long after it ends. Building a digital archive is especially worthwhile for recurring conferences.
Question 5: What happens between program items?
Those who can recharge take away more.
If participants spend the entire day rushing from one presentation to the next, there is no time to process what they have heard. By the end of the day, exhaustion leaves no room for reflection, and the content is quickly forgotten.
Breaks foster conversation and ideas.
Never view breaks as a necessary evil in the program. They are often seen as gaps between the "important" sessions and kept as short as possible. Yet, they are essential for conversation, reflection, and spontaneous encounters.
⏸️How to do breaks right:
- Provide a dedicated room or foyer for breaks. This physical separation helps participants switch off.
- Natural light and fresh air create a relaxed atmosphere. Perhaps there is an outdoor area or comfortable seating arranged to encourage participants to strike up a conversation.
- Healthy snacks and drinks provide energy for what’s next. Fresh fruit, nuts, or water infused with herbs or fruit are great for recharging batteries quickly.
👩🔬Planning a conference program isn't exactly rocket science, but it can sometimes feel like a research project. Asking the right questions from the start saves you from major adjustments, methodological gaps, and perhaps even a few all-nighters later on.
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