Scientific conferences don’t just have to be about work and research; they can also be enjoyable experiences. As a conference organiser, it’s crucial to consider the overall experience: how can the conference days be structured so that participants stay energised and engaged throughout the event?
Here are a few tips:
• Start with coffee: A coffee break allows participants to unwind after their journey before diving into the scientific programme.
• Consider background music in the conference halls: Calm background music can positively influence the atmosphere and help participants relax during breaks.
• Dynamic music for speakers: Could the speaker entrance be accompanied by dynamic music, like in live events? It’s an instant energy boost for both the speaker and the audience.
• Good food = good mood: Healthy, energising food is essential. Ensure that meal breaks are not too long and that water and coffee are available throughout the day.
• Take breaks: Allow enough time for transition from one session to the next without rushing. Coffee and lunch breaks should be long enough for networking and exchanging ideas with colleagues.
• Use music to stay on schedule: Play music as a cue when the session time is coming to an end. Gradually increasing music volume can help speakers wrap up their presentations.
• Vary the programme: Include different types of sessions – keynote speeches, shorter talks, debates, panel discussions, workshops and demonstrations – to keep things interesting.
• Engage attendees: Allow speakers to prepare polls in advance and share the polls with the audience through the conference app during their session. Ask participants to post questions for the keynotes through chat. Organise a best poster vote.
• Poster sessions and commercial exhibitions: If part of your conference, ensure there’s time to visit them. A glass of wine and some snacks while viewing posters after the day’s sessions can keep attendees engaged and mingling at the venue.
• Commercial exhibitions: Commercial exhibitions not only enrich the conference experience but also provide essential financial suppor. Ensure there’s time for participants to explore the exhibition.
The goal is to have satisfied conference participants who leave not only with new knowledge and insights but also having enjoyed the experience, great food, and smooth arrangements.
Aboa Events helps design conference experiences that blend expertise with enjoyment. Get in touch when planning your next scientific conference!
