How to plan a successful scientific conference

successful scientific conference

How to plan a successful scientific conference

Planning a successful scientific conference is an important step after scientific conferences have become one of the leading means of scientific publishing. It has become necessary for societies to support this scientific industry, and many academic systems have emerged that specialize in organizing and preparing scientific conferences. In accordance with the type of conference and its needs in terms of attendance, events, research papers, supervisory and arbitration bodies, invitation and announcement processes, and reception of participants.

Scientific conferences were classified into a number of classifications, including according to the geographical scope of the place where the scientific conference was held, the percentage of attendees’ nationalities, and their places of residence. Such as international scientific conferences that are held for a reason upon which international opinion meets, or a discovery that will change history, and regional scientific conferences. These are often held to solve a problem at the level of countries gathered within one region, such as peace or security conferences or medical conferences to share health experiences. And local scientific conferences that are held on a specific scale within the country.

Including scientific conferences that are held according to the goal and topic, such as engineering, medical, and tourism conferences. Such scientific conferences may be held suddenly and sometimes urgently due to a new discovery or the emergence of a problem. Some of them were classified according to the type of institution or field within which the scientific conference was held. Such as scientific conferences held in universities or conferences of associations and scientific research.

Steps and stages of organizing a successful scientific conference

Pre-conference stage – planning:

At this stage, the objectives that the scientific conference will be based on and the reasons for which it was held are determined, such as because of the emergence of scientific discovery, or to raise the scientific level, stimulating the research movement, raising the evaluation of universities, or to solve a social issue. He also laid out the topics that would be covered and the foundations that would be followed. Such as discussing one aspect of specialization or a fundamental idea over another in a specific field, such as discussing autism at medical conferences.

Determining the place where the meeting will be held, which is considered one of the basics of a successful scientific conference, and the location is approved according to several factors, the most important of which are the ease of access, the nature of the climate, attractive locations, the availability of the required halls and their size in a way that meets the number of seats for the number of attendees, including invitees and participants, the availability of the main hall and its light and sound equipment, display devices, and the availability of media. Communication and use of the best modern technological means.

Determine the conference sponsors, the value of the financial support provided, and its compatibility with the expected costs, entertainment capabilities, and possible activities. Which supports the advancement and completion of a successful scientific conference. Also studying the programs of the scientific conference prepared for its holding, the activities accompanying it, and the subsequent programs according to the established budget. These activities include the opening, which means introducing experts and scholars invited to deliver speeches.

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Holding introductory exhibitions on aspects of the research participating in the scientific conference and workshops because of the clarifications and realistic applications they provide for the content of the participating research. We do not overlook tourist tours in facilities related to the topic of the conference or tourism in the country hosting the scientific conference, especially in the case of international scientific conferences.

Participation, inviting legal persons, publishing advertisements to submit, sending research, and participating in attending the conference: Those interested must submit a request to participate and send their research to the administration and those responsible for the review and audit process. The application for participation is submitted after it is announced in the visual and written media and social media. The management of scientific conferences is often communicated directly via e-mail, sending all documents and transactions and receiving responses. Some well-known figures in the conference subject area are also invited to participate, and these matters are considered one of the most important factors for a successful scientific conference. One of the most important matters that the organizing committee focuses on in order to promote a successful scientific conference is appointing a highly qualified arbitration staff and a supervisory body to receive, arbitrate and publish the research submitted by the participants.

The second stage – implementation stage:

The attendees are received, the events and times are set, and the participants are presented. Organizers and management of the institution preparing for the conference must be distinguished by scientific and behavioral skills and ways of dealing and communicating. Their duties include managing all internal and external aspects of the scientific conference. This relates to attendees, their place of residence, rest periods, meals, means of rest, providing the equipment required for the conference programs, and correcting problems.

In addition to inviting the press and media and the possibility of broadcasting the scientific conference proceedings directly. And setting standard schedules to work on. Those responsible for organizing scientific conferences must submit a request for evaluation by attendees of the effectiveness of the organization of the scientific conference and receive complaints and not ignore them.

Objectives and benefits expected to be achieved:

  • Producing new results and studies that provide change or development to one aspect of society.
  • Supporting meeting and sharing between participating experts and researchers and its impact on the scientific exchange process.
  • Scientific openness and benefiting from the discussions taking place in researchers produce new knowledge that opens up avenues for new studies.
  • Building social relationships between academics.
  • Documenting the research submitted for participation and thus preserving the intellectual rights of researchers.
  • Increasing researchers’ self-confidence by presenting their research to the audience.
  • Adopting the conference as a scientific database for future research and published research.

The third stage – the post-scientific conference stage:

This stage includes collecting references, saving programs, and writing evaluation reports and problems that organizers faced for future benefit from them. And publishing the proceedings of the scientific conference, including the research presented and discussed at the conference. Some organized institutions seek to reduce their burden by contracting with scientific journals

It evaluates the research presented at scientific conferences and publishes it on the journal’s website or in print. The recommendations that came from published research and were presented at the scientific conference are also presented to the concerned institutions to work on them and benefit from them.

Factors for the success of scientific conferences

  1. Adherence to the rules of research papers submitted for publication in the scientific conference.
  2. Commitment to attending at the appropriate place and time and adhering to the instructions of the conference organization management.
  3. Providing supplies and equipment and having them ready, creates psychological comfort for the participants.
  4. Introducing the attendees and important figures if they have not met before.
  5. Equality among attendees and providing the opportunity for fair participation for all.
  6. Communication by the administration to avoid deviating from the topic and wasting time.


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