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Your Guide to Academic Conferences:

 Plan, Present & Network



Are you organising or attending an academic conference? Don’t sweat it, read on to ease your initiation.

An academic conference sometimes called a research conference, academic congress, academic meeting or symposium is a meeting which researchers attend to present their findings and hear about the latest work within their field. These events are usually organised by associations or groups of independent researchers under the watchful eye of a scientific or technical committee who ensure the technical quality of the research that’s presented. 

Academic conferences aren’t just for academics and they come in all shapes and sizes. From small local meetings to global events with thousands of international attendees. And while some conferences focus on highly-specialised topics within a single discipline, interdisciplinary conferences often bring together a broad variety of perspectives from academics, the industry and practitioners across several disciplines.

The purpose of academic conferences?

Attending an academic conference can be one of the most intellectually invigorating experiences the research world has to offer. They offer the opportunity to peer over the fence and see what’s going on outside of a particular speciality. And in doing so, they help researchers forge new connections, build on their research and enrich their career.

But it’s not a secret that lots of people don’t get the full benefit that an academic conference offers. Most of us have attended professional conferences and meetings, but an academic conference inhabits its own world. A world filled with abstracts and “camera-ready” papers, peer review and poster sessions. And successfully navigate this world, you need to get familiar with how an academic conference works.

Having a clear purpose is essential when organising an academic conference. It guides every aspect of the event, from the structure and content to the selection of speakers and attendees. It ensures the programme is focused, engaging, and relevant, attracting the right audience and fostering meaningful discussions and collaborations. A well-defined purpose also makes it easier to measure the success of the conference by aligning outcomes with the event’s academic or research goals, ultimately enhancing its impact on the field.

Let’s dive in.

What happens at an academic conference?

A conference is an opportunity for academics and researchers to present and discuss their latest work. And discover new and interesting developments in their field. Which means that almost everyone who attends an event like this also presents at it. For this reason, the typical medium-to-large academic conference has a programme packed full of short presentations across a variety of topics. These are often arranged into parallel “streams” that have sessions which run simultaneously. 

Thanks to the influence of commercial conferences and the rising popularity of “un-conferences” that operate without a predefined structure, the rigid grip of the traditional academic conference format is loosening. However, while an increasing number of conferences in the academic world are testing out innovative styles of presentation and interaction (like this conference from the Political Studies Association that held a debate in a pub), the typical presentations at an academic conference fall into the following categories.


Keynote sessions

A keynote session is usually a major draw for conference delegates. Keynote speakers are intended to set the tone for the whole conference and foster a sense of collective academic endeavour.


Panel sessions

Panels usually involve multiple researchers discussing, and perhaps debating, one topic. These sessions can take many forms, with panellist delivering prepared statements or diving straight into answering questions from the session chair or the audience. But regardless of format, they’re designed to elicit an exchange of viewpoints among the experts on a topic.


Oral sessions

These sessions typically involve multiple presenters giving talks on separate papers that share common themes or topics. Each presenter is allotted an amount of time to speak (usually around 10 minutes) with some added time for a question-and-answer session with the audience after each presentation.


Poster sessions.

The typical poster presentation involves creating a physical (or digital) poster that’s displayed in the halls at an academic conference. Posters are usually presented at the same time (usually over several hours) in the same room. And unlike the time constraints of oral sessions, poster presentations allow delegates to take their time studying work and discussing it with the presenter in detail.


Workshops

Conferences often hold tutorials or workshops on subjects like science communication or advice on getting published in top journals. These are often geared towards researchers who are beginning their careers. This can have the added benefit of acting as a good opportunity for connecting attendees who are at a similar career level.


Roundtable Discussions

Many conference in academia will organise small, informal group discussions on specific topics. The roundtable discussion will discuss those topics in detail.


Symposia

These are thematic sessions with multiple speakers presenting related research. Symposia are often smaller in size for a shorter duration. These submissions are submitted as a collective panel and peer reviewed by a group.


Lightning Talks

Often used to generate sponsorship revenue, lightning talks are short, rapid presentations, typically 5–10 minutes long.


Breakout Sessions

Conference breakout sessions are typically used to gather delegates in smaller groups and get them engaged with a workshop or discussion. They offer people the chance to discuss, challenge or act on information they’ve learned at your event.


Demystifying the Submission-to-Publication Journey

One of the most intimidating aspects of academic conferences for newcomers is the process of submitting an abstract or paper and navigating the peer review system. This section provides a clear, step-by-step breakdown of that journey, from the initial call for papers to the final presentation and publication.


The Call for Papers (CfP)

The journey begins when the organising committee issues a Call for Papers.

  • Understanding the Scope: The CfP will detail the conference's theme, specific tracks, and the types of submissions accepted (e.g., abstracts, full papers, posters). Read this carefully to ensure your research is a good fit.

  • Key Dates: Note the critical deadlines for abstract submission, notification of acceptance, and final paper submission. Missing these dates can mean your work isn't considered, so be meticulous with your planning.

The Submission Process

  • Writing Your Abstract: An abstract is a concise summary of your research, typically 250-500 words. It should clearly state the research question, methodology, key findings, and conclusion. A strong conference abstract is critical as it's the first thing reviewers will read.


  • Using the Submission System: Most conferences use dedicated software for submissions. The system will guide you through the process, which often involves providing author details, institutional affiliations, keywords, and uploading your anonymised paper file if it is a double-blind review.


The Peer Review Process

This is the quality control mechanism of academia.


  • The Reviewers: Your submission is sent to two or more experts in your field who evaluate its originality, significance, methodology, and clarity. The review process can be single-blind (reviewers know who you are), double-blind (neither you nor the reviewers know each other), or open (everyone's identity is known). Double-blind review is common for ensuring impartiality.


  • The Decision: The reviewers' comments and recommendations are sent to the Programme Chair, who makes the final decision: accept, reject, or revise. You will be notified of the decision and provided with the anonymised feedback.


  • Revision: If you are asked to revise and resubmit, this is a positive sign! It means the reviewers see potential in your work. Incorporate their feedback to strengthen your paper before the final deadline.

Presentation and Publication

  • Presenting Your Work: Accepted papers are presented as either an oral presentation (a talk) or a poster session. Both are excellent opportunities to share your work and get feedback.
  • Proceedings: Many conferences publish the accepted papers in a collection known as the conference proceedings, which can be a valuable academic publication.

By demystifying this rigorous process, new researchers can approach the submission journey with confidence and a clear understanding of what to expect from the start.

Reasons to attend an academic conference

If you’ve never attended an academic conference before, you could be forgiven for thinking that the main point of going is to present your research. Presenting at a conference means exposing your ideas to experts in your field and inviting questions and comments that will ultimately strengthen your work.


But while presenting is certainly important, it’s only one slice of the pie. There is a whole tranche of other reasons to attend an academic meeting.

Research submitted to an academic journal will often be re-drafted many times over. With perhaps many months passing between the first draft being submitted the date of publication. However, most academic conferences accept findings that are a little more rough-hewn. So attending conferences is a great way to keep up with emerging trends in your field.


And because there’s so much information packed into a well-structured academic conference, that attending presentations will give you just enough information to identify whether you want to find out more about the speaker’s work.

Meeting other researchers

Which brings us neatly to one of the most valuable reasons for attending an academic conference: meeting other researchers. Think of presentations as billboards for ideas: you see the billboard and it piques your interest, then you follow up. Conferences are wonderful sources of chance conversations and cross-pollinations. And the attendees who get the most value from attending them follow up with everyone who’s presentation caught their attention. This could be by approaching the speaker in the hall or hitting them up on a conference app to arrange a meeting over a coffee or a beer and dive into their work in depth.

It’s always helpful to hear others’ perspectives on careers and research, and attending conference social events can also sometimes be as useful as showing up at technical sessions. Mealtimes are a great opportunity to have a relaxed conversation about work. Or discuss the presentations that had the most impact. Most conferences also hold events that are targeted at event first-timers or young researchers, and these are a really useful way to find your tribe.

Not everything of value happens onsite at the conference, either. Attending a conference means you’ll receive a set of proceedings (also called a book of abstracts or book of papers). This is the official record of a conference and it might be a hard copy or a digital version. These usually contain an abstract (and sometimes the full paper) of every presentation given at the event. And they’re a treasure trove of the latest research in your field. Once you get home from the conference and have some space to think they’re a great jumping-off point to explore further research, and give you a point of conversation to introduce yourself through LinkedIn to presenters you didn’t get the chance to meet in person.


Submitting to a conference

So, how do you get your work accepted for publication at a conference in your field? Academic conferences are announced usually announced via a call for papers (also known as a call for abstracts or conference announcement email) and they’re also often listed on conference announcement sites. These call for papers will outline that year’s conference topics and detail how to submit your conference abstract. Conferences often allow you to select what type of presentation to submit your work for, with the most common options being a talk (as part of an oral session) or a poster. A talk is great for getting your name out there as it may be part of a large oral session. But if you think your work isn’t ready for a talk yet – or you think you’re likely to spend the majority of your first conference stressing out about giving one, you may be better off submitting a poster.

Presenting a conference poster is a bit like repeating the same talk to a revolving audience of one. Your poster should ideally be effective enough to communicate the main points of your work on its own, and you are there to answer any additional questions with no set time limit. Scientist Sees Squirrel gives a really thorough breakdown of the oral vs poster pros and cons.

What forms can a submission take?

Submissions can take the form of an abstract, an extended abstract or a paper. And learning how to write a strong abstract for your submission is a skill that will serve you well throughout your career. The purpose of a conference abstract is to summarise – in a single paragraph – the major aspects of the paper you want to present. So it’s important you learn to write one that’s complete but concise. It’s also often the only aspect of your work that conference organisers will see, so it needs to be strong enough to stand alone. And whether you’re submitting your work by email or by uploading it via conference management software, make sure you follow the conference submission guidelines to a T.

To be accepted for presentation at an academic conference, submissions are assessed by a panel of reviewers. These reviewers are experts in their field who give their time voluntarily and provide written, unbiased feedback on submissions. They may also advise the organisers on which type of presentation best suits a particular submission.

To ensure the review process is fair, your submission may be reviewed under single-blind conditions (the reviewer knows who the researcher is) or double-blind conditions (the reviewer doesn’t know who the researcher is). Some conferences have a two-stage review process, and reviewers may request corrections if they think it’s necessary. We call final corrected copies of submissions “camera ready,” which means they are ready for publication in the conference proceedings.



Presenting at an Academic Conference

Delivering a successful presentation at an academic conference requires more than just knowing your material. It’s crucial to structure your presentation clearly, starting with an introduction that outlines your main points, followed by the body where you present your findings, and concluding with a strong summary of key takeaways. Using visuals such as slides, charts, and diagrams can help simplify complex concepts and engage your audience, but remember to keep them clear and uncluttered. Practice your presentation multiple times to refine your pacing and delivery, and rehearse in front of others to gain feedback. The more confident and prepared you are, the smoother your presentation will go.

Engaging your audience is also key to a successful presentation. Ask thought-provoking questions, encourage interaction through live polls, and create space for discussion to make your presentation more memorable. If you’re presenting virtually, use the chat function and interactive features to keep attendees involved. Lastly, be prepared for questions, anticipate possible inquiries, and be open to feedback. Managing your nerves is also important—focus on your breathing and remind yourself that the audience is there to learn from you, not judge you. With practice and preparation, you’ll be able to deliver a clear, engaging, and impactful presentation.




 






Audience seated in rows, facing forward at a conference or seminar. Many people, varied hair colors, some wearing suits.

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Recommended academic blogs

By John Hogan • October 11, 2025
Our pick of the 15 best academic blogs for 2025. Academic cultural critique is best served in blog form. Thankfully, there is a slew of academic blogs on the web, waiting to dish. Some blogs commenting on funding and higher education policy. Other blogs mulling over early-career research struggles or musing about the ever-elusive path to tenure. Blogs with tips to help you get to grips with conference etiquette, and with toolkits for surviving academic life. Whether you want to discover what’s brewing in the world of scholarly publishing or learn what researchers think about particular areas of academia, academic blogs are a great form of online engagement outside of your regular engagement at an academic conference. You could read all day and your journey would be only part-way begun. So we’ve picked the 15 best academic blogs for you to investigate. Here they are, in no particular order: 1. The Thesis Whisperer “Just like the horse whisperer – but with more pages.” The Thesis Whisperer is the blog of Inger Mewburn, Associate Professor at the University of Melbourne. Inger and her contributing academics contribute thoughtful posts on topics ranging from writing and presenting your work to getting stuff done. The blog also has a helpful review section for PhD-themed books. It’s a newspaper-style blog, that accepts posts from people who have built up extensive experiences as research students or doing their PhD. In the midst of thesis haze? This academic blog will cheer you on. Sample blog post: Bold requests 2. The Research Whisperer “Just like the Thesis Whisperer – but with more money.” (Yep, there’s a theme.) The Research Whisperer helps early-career researchers build professional profiles and navigate the sometimes-treacherous channels of academic funding. 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Faculty focus Most academics, at some point, inevitably transition to the other side of learning; they move from being students themselves to standing at the front of a seminar room, prepared to teach a group of eager learners. Faculty Focus is a blog on effective teaching strategies for the college classroom. The blog is a useful tool for write-ups on the implementation of teaching improvements. You can also use it as the foundation for workshop activities, and additionally, as a resource for transformative readings to enrich the background context. Stuck on how to foster critical thinking in politically polarised times, or just need to developing content for an online course? This site is for you. Sample blog post: The “Big Bang” of Motivation: Questions That Evoke Wonder in Our Students 15. PhD Life (Warwick University) This blog shares a diverse range of experiences and advice from PhD researchers. Topics range from managing imposter syndrome to juggling personal life with academic responsibilities. PhD Lifes content is written by current PhD students at various stages of their academic journeys, making it relatable and authentic. The blog also invites guest contributions, encouraging readers to share their insights and experiences. If you’re navigating a PhD or considering one, this blog serves as an excellent resource for learning and connection.
people at a conference

Conference statistics 2025

By John Hogan • October 9, 2025
Here are our conference statistics for the UK. From the economic impact of the industry to the most popular event types and locations, these stats offer valuable insights for anyone planning a conference or meeting. Learn about the growth projections for the industry, the top sectors for business events, and much more. Get the data you need to make informed decisions and stay ahead of the competition. The UK conference and meetings industry is worth an estimated £20 billion annually. The average conference budget in the UK is £27,000. The most popular types of conferences in the UK are academic and scientific conferences. The UK is home to more than 10,000 conference venues.  (Event brite UK) The average number of attendees at a UK conference is 100. The average cost per attendee at a UK conference is £225. The UK conference industry employs more than 370,000 people. London is the most popular destination for conferences in the UK, with more than 70% of all UK conferences held there. 84% of UK businesses say that attending conferences is an important part of their marketing strategy. 76% of UK conference attendees make purchasing decisions based on what they see at conferences. 70% of UK conference attendees are more likely to become customers after attending a conference. 50% of UK conference attendees come to conferences to learn about new products or services. 46% of UK conference attendees come to conferences to network with other professionals. 30% of UK conference attendees come to conferences to be inspired. 20% of UK conference attendees come to conferences to be entertained. 90% of UK conference attendees say that live conferences are a valuable marketing tool. 77% of UK conference attendees say that they have a more positive opinion of a company after attending a conference. The UK conference industry is expected to grow by 5.1% annually through 2025. 57% of UK businesses plan to increase their conference budgets in the next year. 68% of UK businesses say that conferences are the most effective way to promote their brand. 89% of UK businesses believe that conferences help them to achieve their business objectives. 94% of UK businesses say that conferences are an important part of their marketing mix. 61% of UK conference attendees are women. 39% of UK conference attendees are men. The average age of a UK conference attendee is 35-44. In 2019, the UK's conference and meetings industry contributed £18.1 billion to the economy.  (Meetings Industry Association) 33% of UK conference attendees are aged 18-34. 32% of UK conference attendees are aged 35-49. 20% of UK conference attendees are aged 50-64. 15% of UK conference attendees are aged 65 or over. 61% of UK conference attendees are from the UK. 23% of UK conference attendees are from Europe. 10% of UK conference attendees are from North America. 6% of UK conference attendees are from Asia. The most popular months for conferences in the UK are June, July, and September. 78% of UK conference attendees say that they would attend a conference again. 80% of UK businesses believe that conferences help to generate leads. 57% of UK businesses believe that conferences help to increase sales. 45% of UK businesses believe that conferences help to build brand awareness. 38% of UK businesses believe that conferences help to engage with customers. 57% of UK businesses believe that conferences help to create a positive image for their brand. The UK conference industry is the fourth largest in the world, after the US, Germany, and China. In 2019, there were 1.4 million business events held in the UK.  (Meetings Industry Association) The average duration of a UK conference is 1.8 days. (Meetings Industry Association) The UK events industry employs over 700,000 people. (BVEP) In 2019, 20% of the UK's conference and meetings industry business came from international clients. (Meetings Industry Association) The UK is the second most popular European destination for international conferences, after Germany. (ICCA) In 2019, the most popular UK city for hosting conferences was London, followed by Birmingham and Manchester. (Meetings Industry Association) In 2019, the largest sector for UK business events was healthcare and pharmaceuticals, accounting for 19% of all events held. (Meetings Industry Association) According to a survey by Cvent, 72% of UK event planners cited budget as their top challenge in 2020, followed by finding the right venue (46%) and time management (45%). The average budget for a UK conference in 2019 was £49,600. References:  BVEP - UK Events Industry Facts & Figures Eventbrite UK - The UK Events Report Conference News - UK Conference and Meeting Survey Oxford Economics - The Economic Significance of the UK Meetings & Events Industry Meetings Industry Association
Audience in a dim room watches a presentation on a screen. Red chairs, windows, and dark decor.

Conference venue

By John Hogan • October 9, 2025
Organising a conference can be a daunting task, and one of the most important decisions you'll make is choosing the right venue. The right venue can help create the right atmosphere, and provide the necessary facilities to make your event a success. Here's everything you need to know about finding the perfect conference venue for your next event.  Factors to Consider When Choosing a Conference Venue When choosing a conference venue, it's important to consider the following factors: Location: Choose a location that is easily accessible for attendees, with good transport links, nearby accommodation options and amenities. Size: Choose a venue that can comfortably accommodate the number of attendees expected. Make sure that there's enough space for activities such as exhibitions, networking areas, and breakout sessions. Facilities: Look for a venue that has the necessary facilities for your conference, including audio-visual equipment, Wi-Fi, and catering services. Budget: Establish your budget and stick to it. Look for a venue that meets your requirements without breaking the bank. Look beyond the rates and establish what added value the venue provides - often a cheaper rate won't include some of the things you might expect to be provided. Reputation: Choose a venue with a good reputation for hosting successful events. Ask for references and check online reviews, whether the venue has won any awards or has industry accreditations. Questions to Ask When Visiting Conference Venues When you visit potential conference venues, it's important to ask the following questions: Availability: Check whether the venue is available on the dates you require but be open to flexible dates. Often the venue might be able to give you a better deal at off-peak times. Capacity: Confirm whether the venue can accommodate the number of attendees expected, and if there are any restrictions on space. The venue will charge you based on the size of the space so only book the space you need to achieve your event objectives. Facilities: Check that the venue has the necessary facilities for your conference, such as audio-visual equipment, hybrid facilities for people who can't attend in person, fast and reliable Wi-Fi, and good catering options. Costs: Get a detailed breakdown of costs, including any additional charges for facilities, services, or equipment. Accessibility: Check that the venue is accessible for attendees with additional needs/requirements, including wheelchair access and hearing assistance. Tips for Negotiating a Good Deal When negotiating with a conference venue, consider the following tips: Be clear about your requirements and budget from the outset. Ask for discounts for multiple events or bookings. Negotiate on additional services such as catering or technical support. The venue will be more open to providing additional value than they will be giving you additional space without charge. FAQs Q: How far in advance should I start looking for a conference venue? A: For large conferences that covers several days It is best to start looking for a venue as soon as possible, at least 6-12 months in advance. This will give you more options and allow you to negotiate a better deal. However, for short term conferences that are a day long for example, can be organised within 48 hours. Q: How much should I budget for a conference venue? A: The cost of a conference venue can vary widely depending on the location, facilities, and size. It's important to establish a budget early on and stick to it. This will help you find a venue that meets your requirements without overspending. Be open to advice from the venue - they see conferences every day and are well-placed to help you plan your event, which could save costly mistakes down the line! Q: Should I choose a venue close to my office or in a different location? A: It depends on your conference goals and the location of your attendees. If most attendees are local, it makes sense to choose a venue close to your office. If attendees are traveling from different locations, choose a venue with good transport links and nearby accommodation options. Don't forget to ask about parking - many venues won't provide enough parking, or will charge you for it. Q: Should I book directly with the venue or use a third-party event planner? A: It depends on your preferences and experience. Booking directly with the venue can help you negotiate a better deal as they won't have to pay large commissions to a 3rd party agency. However, using a third-party event planner can help you save time in sourcing the right conference venue for your needs.