Criteria for a successful scientific conference

A successful scientific conference is one of the main means of scientific publishing. The need for associations to support this scientific industry has emerged, and the need has emerged for a number of bodies specialized in organizing and preparing scientific conferences according to the type of conference and its needs, from attendance, activities, research papers, supervisory and arbitration bodies, invitations, announcements and reception of participants.

Scientific conferences can be divided into several categories:

1. International scientific conferences: These are international scientific conferences that are organized for reasons related to international opinion or discoveries that change history, according to the geographical scope of the scientific conference, the percentage of nationalities, and places of residence of the attendees.
2. Peace and security conferences or medical conferences to exchange experiences in the field of health, which are held to solve problems at the national level gathered in a specific region, and these conferences are classified as regional scientific conferences and are often held on a limited scale within a country.
3. There are also scientific conferences held for different purposes and topics, such as engineering, medicine, tourism, etc., and these scientific conferences are sometimes held suddenly, and sometimes compulsorily as a result of new discoveries or the emergence of a problem.
4. Some scientific conferences are classified according to the type of institution or field in which they are held. Such as scientific conferences held in universities, conferences of associations scientific research, etc.

Steps and stages of organizing a successful scientific conference:

The organizational process for a successful scientific conference follows three basic stages:

Pre-conference stage – planning

In this stage, the following is done:

• Determine the purpose of the scientific meeting and the reasons for holding it, such as the emergence of scientific discoveries, raising the scientific level, activating the research movement, improving the university’s reputation, solving social problems, etc.
• Determine the topics that will be covered and the principles that will be followed. For example, the meeting is medical to discuss autism. Or a specific field to discuss an aspect of the experience or a basic idea without distinguishing it from others.
• Determining the location of the conference is considered one of the essential matters for the success of the scientific meeting. The location of the conference must be one of the essential matters for the success of the scientific meeting. The place must be easy to reach, the climate must be natural, and the location must be attractive. The availability of the required hall and its size, and the number of seats appropriate for the number of attendees and participants. The main hall and its lighting and sound equipment were approved according to a number of factors. Including display devices, communication means, and the use of the best and latest technological means.

In addition:

• the sponsors of the conference and the value of the financial support provided are determined. And studying its compatibility with the expected costs and entertainment capacity and possible activities that would support the success and achievement of the scientific conference.
• These activities may include an opening in which experts and scientists are invited to give speeches. And an introductory exhibition on the aspects of the research that will be conducted at the scientific conference. And organizing workshops to explain and present practical applications of the research that will be conducted at the conference. Especially in the case of international scientific conferences, and tours of facilities related to the conference topic. And not neglect tourism in the country where the scientific conference is being held.
• Participation and invitation companies, participation announcements, and publication announcements Submit and send their research to the conference. Those interested must submit a request to participate and send their research to the General Secretariat or the person responsible for the review and auditing process. This is often after publishing the request for participation in the visual and written media and social media. Direct communication with the director of the scientific conference via e-mail. And sending all documents and transactions and receiving a response. Prominent figures in the field of specialization of the conference topic are also invited. These matters are considered among the most important factors for the success of the scientific conference.
• One of the most important things that the organizing committee focuses on to ensure the success of the scientific conference is appointing a specialized review team. And a supervisory body to accept, adjudicate and publish the research submitted by the participants.

Stage 2 – Implementation Stage

The conference organizers and managers of the organization that is preparing the conference must have scientific, behavioral, interaction and communication skills. They are responsible for managing all aspects of the conference inside and outside the conference. Including attendees, their accommodations, breaks, meals, amenities, providing the necessary equipment for the conference program and solving problems. In addition to inviting the press and media and setting a unified schedule to address the possibility of broadcasting the proceedings of the scientific meeting live. The person responsible for organizing the scientific meeting must submit requests for the attendees to evaluate the effectiveness of organizing the scientific meeting and receive complaints and not ignore them.

Expected effects:

• Supporting meetings and participation between participating experts and researchers and feeding the scientific exchange process.
• Scientific openness and benefiting from discussions that take place on the researchers’ outputs with new knowledge that opens up new research areas.
• Building social relationships between researchers.
• Documenting the research submitted for participation and protecting the intellectual rights of researchers.
• Enhancing researchers’ self-confidence by presenting their research to the public.
• Adopting the scientific conference as a scientific database for future reference and ensuring that the research is presented within it.

Stage 3 – Post-conference Stage

This stage includes collecting references, saving the program, writing evaluation reports and problems faced by the organizers for future use. Publishing the proceedings of the scientific conference, including the research presented and discussed at the conference. Some organizing bodies have contracted with peer-reviewed scientific journals to evaluate the research presented at scientific conferences. Publishing the research on the journal’s website or printing it, in an attempt to reduce the burden on the organizers.

In addition, the research presented and the recommendations presented at the scientific conference are presented to relevant organizations with the aim of addressing the concerned organizations and benefiting from their research.

Factors that distinguish a successful scientific conference:

• Commitment Or with the rules for research papers submitted for presentation at scientific conferences.
• Attendance at the appropriate place and time and following the instructions of the conference management.
• Ensuring psychological comfort for participants and providing supplies and equipment.
• Introducing first-time participants and important participants.
• Ensuring equality among participants and providing fair opportunities for everyone to participate.
• Communication by the management to avoid digressions and wasting time.