At OPIG Group Meetings, it’s customary to give “Conference Feedback” whenever any of us has recently attended a conference. Typically, people highlight the most interesting talks—either to them or others in the group.

Having just returned from the 6th RSC-BMCS / RSC-CICAG AI in Chemistry Symposium, it was my turn last week. But instead of the usual perspective—of an attendee—I spoke briefly about how to organize a conference.

I’ve helped organize a few conferences over the years, notably the RSC AI in Chemistry symposium (as Co-Chair of the Organizing Committee for the last two years), and the (usually three-yearly) Joint MGMS and CSAT Sheffield Conference on Cheminformatics (as a member of the Programme Committee).

To cover such a big topic in a short talk or blog post is a challenge, but here goes…

Aims and Mission Statement

A mission statement doesn’t need to be published, but it helps to keep focused. For the RSC AI in Chemistry meeting, it is to:

• Promote understanding of AI and related techniques in Chemistry
• Highlight the work of established, and early-career researchers, and graduates
• Strive to represent our community
• Break even (RSC is a charity)

Organizing Committee

Obviously, you need a group of people dedicated to arranging the meeting, the organizing committee: this will typically consist of a Chair or Co-Chairs, a Treasurer to handle the budget, and Scientific or Programme Committee Members. In our field, it’s essential to have representation from both academia and industry; and it goes without saying, EDI considerations apply to committee membership, too.

Timetable

Here’s a rough idea of the sequence of events involved:

• Decide the topic(!), length of the meeting, size (how many people do you expect?), and venue (check for availability, reserve, then book).
• Prepare a provisional budget.
• Prepare a list of provisional speakers.
• Decide when to hold the meeting, but check for clashes with other meetings and conferences; university terms or semesters; school holidays (important for people with caring responsibilities); and religious holidays.
• Finalize the list of speakers.
• Invite keynote speaker(s), then speakers.
• Seek sponsorship and exhibitors.
• Prepare programme; conference website; plan advertising and social media; set deadlines for abstracts, registration (discounted “early bird” + standard rates). Decide the number of bursaries (which can help students, retirees, people between jobs, etc.)
• Announce meeting (social media, mailing lists, conference website, research groups, etc.).
• Appoint session chairs, poster judges (don’t reveal them until the prizes are awarded!), and if there’s a conference dinner, an after-dinner speaker (choose wisely!).
• Order conference badges, conference booklets or planners, etc.
• Hold the meeting!
• Thank the keynote speakers and speakers, the conference support staff and venue. After the meeting is over, finalize the budget and report to the supporting scientific society, if there is one.

Conference Support

If your budget allows, it’s a good idea to hire a professional conference organizer. In the past, for the RSC AI in Chemistry meeting, we have hired Maggi Churchouse, but she retired recently, and we now use Hg3 (based in Harrogate)—both are fabulous at what they do, and a real pleasure work with.

You might also want to hire A/V and other Tech support—but these may be offered as part of the venue hire. This can make all the difference, especially if you are offering remote attendance.

Conference Report and Special Issues

You might want to arrange for someone to write a report on each presentation; and if relevant, arrange for a special issue of a relevant journal. For example, at the Sheffield Cheminformatics meeting, there will be a special issue of the Journal of Cheminformatics.

Remote Attendance — and a Backup Plan

Given that things like lockdowns and other emergencies can happen, it’s a good idea to offer remote attendance (but at a lower rate). Zoom, for example, offer Webinar licenses, which provide attendees the option of asking questions, but they don’t get to share video. Again, the venue’s A/V support may be able to help with this.

For any remote speakers, it’s always a good idea to arrange rehearsals to make sure the remote presentation technology is working and people understand how to use it..

Inviting Speakers

• Encourage keynote speakers and speakers to participate fully in the conference (they shouldn’t just present then leave)—it’s important to help foster community and help graduate and early career researchers to engage with their more experienced colleagues.
• Keep costs in mind: how many overseas speakers can you afford? What will the maximum travel reimbursement be? Think also about the carbon footprint.
• Consider the minimum length of the talk: too short and it’s not worth the travel!
• Allow for short oral presentations (“flash oral”) and enough time for poster sessions. Make sure there’s enough space between poster boards for people to circulate or talk to presenters. You can also alternate poster presenters by having odd or even numbered posters present in different sessions.
• Keep a reserve list of speakers—sometimes speakers have to drop out.
• People’s diaries fill up quickly, so start early!
• Again, invite academic and industrial speakers (but note some companies are not covering travel costs at the moment).

Finances

• Aim to break even (or make a small surplus, to cover unexpected costs). Note: if the conference is being organized by or on behalf of a charity, you may not make a profit.
• Aim to keep registration as low as possible.
• Decide on your maximum financial liability—who would cover a loss?
• The type of meeting determines the budget:
  • One-day “free” meeting;
  • UK-based conference over several days;
  • European meeting; or
  • A more international, “global” meeting.

There are several things that need to be covered financially:

• Speakers’ travel, accommodation, and expenses.
• Bursaries for students et al.
• Poster Prizes.
• Hiring costs of the venue, poster boards, A/V equipment, exhibitor stands.
• Conference Dinner, and catering for lunches and refreshments between breaks.
• Publicity and printing costs (name badges, registration packs if provided).
• Conference support.
• Tech and A/V support.
• Thank you gifts and/or dinner.
• Excursion, visit to a local tourist attraction, if a longer meeting at a more unusual location.

Website, Registration Forms, and Advertising

Getting the message out about your meeting is important if you want it to be a success; here are some of the main points you’ll want to include on your website and advertising:

• Meeting title, venue details, subject of the conference.
• Speakers and their affiliations.
• Conference programme when finalized.
• Abstracts (before) and slides (after, if permitted).
• How to register and how to pay.
• Registration forms should record dietary requirements, if you will be providing food and refreshments.
• Accommodation options (if a multi-day meeting), and meal costs (if separate).
• How to get to the venue (and information about car parking).
• Details of the sponsors (+ their logos).
• List of exhibitors.
• I for about the venue’s environs (restaurants, good pubs, nightlife, etc.)
• Contact information for the local organizer, and conference support.

After the meeting, the website can be a useful repository of slides from the talks (if permitted and supplied!).

This is necessarily a very brief overview of what goes on behind the scenes when organizing a conference. There are lots of emails and regular meetings of the organizing committee, and sometimes extraordinary meetings when something comes up, like a speaker who has accepted to speak on a certain day and time lets you know they have to leave early or they need to move to a different day. Our meetings have been tremendous successes, even the 4th AI in Chemistry symposium, when we had to scramble to switch from in person to completely online. The MGMS has a document that goes into more detail than this blog post, with guidelines on how to organize a meeting: it’s well worth a look.

If you’re planning to organize a conference, good luck, and do get in touch if you have any questions.