So finally there are new persons coming to the conference, great! Now ease their way into the conference and use the chance to expand the conference community.
For me and many other members of the community, conferences are also a social place with plenty of networking going on. A while ago, I attended a conference outside my field, and found that a very different experience: as I stood awkwardly with my drink in hand, looking around for someone to talk to, I saw that most participants seemed to know each other, were chatting in groups, having a good time. I realized this is how it feels for participants outside the established community, those without an established research group to get introduced.
So we started the first timer reception at ECRTS, to welcome and introduce new participants to our community, in particular those without an existing contact. In the reception, conference organizers gave a behind the scenes look into the conference (information usually known to those in the game, but not outside). We created a group of mentors, senior members of the ECRTS community, each assigned a number of first timers, with the job of being a contact point for new comers: whenever a first timer had a question, was in danger of standing around feeling lost, or wanted an introduction, mentors would help. In a way, we could say, “if you don’t have a contact inside the conference already, maybe because you are outside the community, we will provide one, please join us”.
Apart from the help for attendants at that conference instance, I believe such introductions to the conference can also create a sense of belonging, interest in participating or organizing within the conference. A great way to expand the community. Those attending for the first time can have an outside view and lots of good insights, no longer visible to those you have been around for a while. I picked up some great observations and insights from first timers.
Note that first timer does not necessarily mean young Ph.D. students, we had some fairly senior participants attend as first timers.
Even if you are not involved in a special first timer event, I encourage you to look out for “lost souls” at conferences you attend and say hello.
Practical aspects:
- notify first timers about the session well in advance for consideration in travel planning
in particular for those not attending workshops, perhaps even in the confirmation email to conference registration, where they indicate it will be their first time - restrict access to the first timer event to only first timers and mentors
Many regulars will see an event with some food and drink and will just join, then talking amongst themselves etc, countering what the event is for. Make clear it is a separate, closed event. - encourage networking among first timers
In addition to introducing the conference, we formed groups of ca 7 first timers and a mentor in the reception. That way contacts to mentors can be established, first questions asked, brief introductions given, but also creating a first network at the conference. - first timers are focus, not mentors
As mentor, void the “scientific default trap” of talking about yourself and your research, ask about first timers, encourage them to share. - we held the reception after the workshops, i.e., the day before the conference
Before the conference is important, but before the workshops would extend the duration of the overall event too much. The final day for the workshops and conference is also the most busy for organizers. - ensure workshop chairs are aware of the event
So they can ensure workshops finish at agreed time and remind first timers.