conferenceorga.bsky.social
Professional conference organiser - posting about the every day life and dos/don‘ts in conference management. Founder of orgalution.de. #eventprofs
Enthusiastic about motorcycles, science, SciFi, traveling and video games (no order). Views are my own
42 posts
30 followers
107 following
Regular Contributor
Active Commenter
comment in response to
post
Yes, some do. Or simply don‘t know any better because a mic and a beamer is so often the way to go. But even one person responsible for AV and some lighting can be such a benefit. For both the presenters and the audience bc they can be sure there will be no AV fails
comment in response to
post
I organise various conferences for a living and can confirm: It‘s mostly personnel. If hybrid means perfect quality bi-directional interaction you see magicians at work. Way harder than setting up camera&mic for a one-way stream
comment in response to
post
Scrolling through Bluesky and suddenly a wild Sunkern...ehm...iGGikern appears!
comment in response to
post
Und jetzt alle:
Wer mit Nazis kooperiert, koaliert auch mit Nazis
comment in response to
post
I feel you! That‘s one of the reasons why we always play the „What could possibly be misunderstood or not read“-game in office when designing mail-outs for conferences😁
comment in response to
post
Unfortunately, I am too old to be your student. But I would have appreciated it greatly 😁👍
comment in response to
post
@chrisegoe.bsky.social Ein tolles und vor allem inhaltlich sachliches Statement. Absolut richtig. Ich ziehe meinen Hut
comment in response to
post
Therefore: Always think about the impact on your participants. They will thank you!
comment in response to
post
Another example: 9 hours of straight programme might be tempting in terms of content. But our brains have a limited capacity to absorb and process new information. Plan a break for a change of scenery, some fresh air and an exchange of ideas.
comment in response to
post
...it all affects your participants. They may have to arrive a day earlier, when starting the conference at 11am would have given them an evening with the family instead of sitting in a hotel room. (And vice versa for the last day.)
comment in response to
post
Thanks 🙏
comment in response to
post
Great idea - would love to be added!
comment in response to
post
Dam-n it - thats a great poster!😁
comment in response to
post
I am organising academic conferences for a living and can confirm: That‘s a nice guide and a great job you did there.
Especially the tips for clear communication(!), a diverse team, socialising rooms and the considerations for a hybrid format are so important.
comment in response to
post
But never forget your own interests. Be upfront about boundaries—e.g., no unrelated ads, flyer advertising, mass give-aways or content misaligned with your values. This ensures alignment and avoids misunderstandings and false expectations.
comment in response to
post
Speaking of offers: Write up front what you are offering in return. For example, stands, logo embedding, roll-ups, bags, etc.
And don't forget the price tag!
comment in response to
post
Think about the interests of your sponsors. At the end of the day, they want to sell something. They don't do that in the back corner that nobody visits. E. g. offer stands in the middle of the poster sessions or at the catering. Or simply ask them what services they want.
comment in response to
post
The most interesting thing for your future sponsors is the group of participants. Communicate who is attending your conference. Not just the sheer number of guests, but also the research specialisms and tracks/topics. Sponsors value knowing if their customer base will be present.
comment in response to
post
Cancellation Policies
Some providers lock you in with strict cancellation deadlines and hefty fees. 🤔 A "cheap" deal might cost you big if plans change. Look for transparent terms: reasonable deadlines, fair refund policies, and flexibility if things don't go as planned.
comment in response to
post
What's NOT Included?
Sometimes the cheapest offer isn't really the cheapest. Look out for hidden costs like:
Delivery fees for equipment
Setup & takedown charges
Overtime rates
Extra costs for technical support
Minor charges per person
What seems like a good deal upfront can quickly add up.
comment in response to
post
Equipment Matters
A lower price often means basic or outdated equipment. Does the offer include a high-quality projector? A proper sound system? Backup equipment in case of failure? Always check the fine print to ensure you're not left scrambling to fill in the gaps when the big day comes. 🖥️🎤
comment in response to
post
I am getting 404-errors on the "read more" section as well. Probably those are the correct links @martinholub.com:
Public Health: health.ec.europa.eu/health-secur...
Infectious Diseases: health.ec.europa.eu/health-secur...
comment in response to
post
Welcome to the blue sky. Great to have you here!
comment in response to
post
Very nice and coherent branding without overloading it. You don‘t find that very often. (No irony). Have a successful conference!
comment in response to
post
That's a great short recap of a very complex task. And as a conference organiser myself, I can't stress the importance of contacting keynotes and locations early on enough! Having a conference date but no location might sound funny...but only in retrospective ;)