Academic programme

Conference planning

Start by defining the overall theme of the conference. Consider whether there should be sub-themes or parallel tracks, and clarify whether the conference includes a call for papers. If this is the case, you should encourage participants to submit abstracts or papers well in advance and state the set deadline.

Schedule and presentations

Develop a detailed schedule with clear deadlines for submission, evaluation and selection of papers. Decide how the selected contributions will be presented – as presentations, posters or panel discussions – and make sure to obtain the participants’ consent for publication, as the material may contain research results that have not yet been published.

Keynotes and presenters

Securing keynote speakers early in the process can be crucial to the conference's visibility and appeal. Contact potential presenters and workshop leaders well in advance and inform them of the allocated speaking time and the format of their contributions.

Moderator and execution

Appoint one or more moderators who can keep track of the time frames and facilitate dialogue and discussion during the conference. A clear division of roles contributes to a professional and well-organised event.