Organizing an academic conference is no small feat. However, with careful planning and attention to detail, it can prove to be an immensely rewarding and fulfilling experience. Hosting a successful conference provides a unique opportunity for scholars, researchers, and experts from diverse fields to convene and exchange ideas, sparking meaningful discussions and collaborations.

That being said, organizing a conference requires meticulous consideration of a vast array of factors, from selecting the appropriate venue and speakers to promoting the event and ensuring seamless logistics. However, a crucial component of the event's success rests on selecting a reliable online event management software that enables planners to efficiently orchestrate the event's complexity.

This blog post will guide you through the critical stages of organizing a successful academic conference, starting from the preliminary planning to the post-conference follow-up. You will learn how Meetinghand, a trusted online event management tool, can provide essential assistance to conference organizers throughout the entire process. Whether you require aid with registration, scheduling, or attendee data management, Meetinghand offers a comprehensive solution to your conference planning needs.

We recognize the importance of hosting a successful academic conference, and we aim to provide you with the necessary tools and guidance to make your event a resounding success. With Meetinghand's comprehensive suite of features and our expert guidance, we are confident that you will achieve your conference goals with ease. However, if you think that you need a checklist for tracking your progress you can also refer to our blog post "How to Plan a Perfect Conference: Step-by-step Checklist for Success".

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A. The key issues that should be addressed and determined for an academic conference

A successful academic conference requires a comprehensive approach to planning and execution. In this section, we outline the key issues that should be addressed and determined to ensure a seamless and successful event.

Conference Theme and Objectives

The conference theme and objectives should be carefully chosen and clearly defined. The conference program should be designed to reflect these objectives, with a variety of sessions and activities that cater to the interests and needs of attendees. It's important to consider both the relevance and timeliness of the theme when selecting conference content. Developing a well-defined theme and program can help attract more attendees and ensure a meaningful conference experience.

Venue Selection

The venue is a critical aspect of any conference, and the selection process should be based on several factors, such as the number of attendees, accessibility, cost, and availability. The venue should also have the necessary infrastructure and facilities to accommodate the conference program. The venue's location should be easily accessible, with transportation options such as public transit and parking facilities available. Choosing a venue with suitable facilities, such as sufficient meeting rooms and reliable Wi-Fi, can help ensure a smooth and successful conference.

Dates and Duration

The conference dates and duration should be selected carefully to ensure maximum attendance and minimize conflicts with other events or holidays. It's important to consider the timing of other academic events in the same field to avoid scheduling conflicts. Additionally, the duration of the conference should be planned to allow sufficient time for attendees to participate in all the planned activities and sessions.

Program Design

The conference program should be designed to reflect the conference theme and objectives. A well-designed program can help attract more attendees and ensure their satisfaction. The program should include a variety of sessions and activities, such as keynote speeches, panel discussions, workshops, and poster sessions. It's important to consider the length and timing of each session to ensure a balanced and effective program.

Speakers and Presenters

The selection of keynote speakers and presenters should be based on their expertise and relevance to the conference theme and objectives. Inviting well-respected experts and scholars can help attract more attendees and enhance the conference's credibility. It's important to consider the diversity of speakers to ensure a well-rounded program that reflects a range of perspectives and experiences.

How to manage invited speakers with MeetingHand?

Meetinghand offers a variety of features to assist conference planners with invited speaker management. Here are some ways in which Meetinghand can help:

- Speaker Invitation and Confirmation: Conference organizers can use Meetinghand to send invitations to potential speakers and track their responses. MeetingHand provides customizable email templates that can be used to send out speaker invitations, and organizers can easily track which speakers have accepted or declined their invitations.

- Speaker Profile Management: Once speakers have confirmed their participation, organizers can use Meetinghand to collect and manage their profiles, including their biographical information, presentation titles, and abstracts.

- Session Management: With MeetingHand, organizers can easily manage the sessions in which each speaker will participate, including the date, time, and location of each session.

Communication with Speakers: Meetinghand provides a communication platform that allows conference organizers to communicate with speakers, share important information and updates, and coordinate logistics.

- Presentation Management: Meetinghand enables organizers to manage the presentation materials submitted by speakers, including their slides, posters, and videos. Organizers can also use Meetinghand to ensure that all presentation materials are compatible with the conference's audiovisual equipment.

Technology and Audiovisual Equipment

The conference organizers should ensure that the necessary technology and audiovisual equipment are available and functioning properly for presentations and sessions. Adequate technical support should be available to address any issues that may arise during the conference. It's essential to ensure that presenters and speakers have access to the necessary equipment and that the equipment is compatible with their presentation formats.

Catering and Accommodation

Adequate catering and accommodation arrangements should be made to ensure the comfort and satisfaction of attendees. It's important to provide a variety of food options that cater to different dietary needs and preferences. Accommodation arrangements should be made in advance to ensure that attendees have access to comfortable and affordable accommodation options. Providing attendees with a list of recommended accommodations can also be helpful.

Promotion and Marketing

Effective promotion and marketing strategies should be developed and implemented to reach the target audience and encourage attendance. A variety of promotion channels should be used, such as social media, email campaigns, and conference websites. It's important to highlight the conference theme and objectives, speakers, and program to entice potential attendees.

Registration and Payment

The registration process should be simple and user-friendly, with clear instructions and payment options. An efficient but also easy-to-use online event registration management tool is a must for the success of registration management. It's important to ensure that attendees have access to secure payment options and that the registration process is transparent and well-organized. Providing a detailed registration guide and timely support can help ensure a smooth registration process.

If you wish to learn more about conference registration management you can also check our blog post "How to Manage Event Registrations Efficiently?"

How to collect and manage event registrations by using MeetingHand?

MeetingHand provides a comprehensive online event registration management system that helps conference planners streamline the registration process for their attendees. The platform offers a user-friendly interface where attendees can easily register and purchase tickets online.

Here are some key features of Meetinghand's event registration management system:

- Customizable registration forms: With MeetingHand, conference planners can create customized registration forms that collect all the necessary information from attendees. The forms can be designed with different fields such as name, email, affiliation, dietary restrictions, etc.

- Payment processing: The platform supports secure payment processing with multiple payment options, such as credit cards and PayPal, making it easy for attendees to purchase tickets online.

- Ticketing: Conference planners can create different types of tickets with customizable prices, discounts, and early bird pricing options.

- Automated communication: MeetingHand allows conference planners to set up automated communication with attendees, such as confirmation emails and reminders.

- Attendee management: The platform allows conference planners to manage attendee data, such as ticket types, payments, and registration status, in real-time.

A Definitive Guide: How to Organize an Academic Conference Successfully?

B. How to choose an engaging theme for your conference?

Picking a compelling theme is the first step in planning a successful academic conference. It lays out your preparation strategy and helps you to make decisions easily. However, choosing a theme is one of the most frequently skipped duties when planning an academic conference, and many planners have little to no experience with it. Here are some tips to help you choose a theme that will capture the interest and attention of your attendees.

Incorporate interdisciplinary perspectives

Incorporating interdisciplinary perspectives into the theme is an excellent way to broaden its appeal. This can encourage attendees from different disciplines to attend and contribute their unique perspectives. When choosing a theme, consider how it relates to different fields and how it can be approached from a variety of angles. This approach can create a more inclusive conference and encourage cross-disciplinary collaboration.

Make it thought-provoking

Choose a theme that challenges attendees to think deeply about the topic. This can help spark interesting discussions and generate new ideas. A theme that is thought-provoking encourages attendees to consider new perspectives and question their own assumptions. This type of theme can help set the tone for a conference that is engaging, insightful, and productive.

Choose a catchy and memorable title

Choosing a catchy and memorable title that captures the essence of the theme and is easy to remember is crucial. This can help generate buzz and excitement around the conference. When choosing a title, think about the keywords and phrases that best represent the theme and create a title that is catchy, memorable, and relevant.

Incorporate interactive sessions

Incorporating interactive sessions into the conference program is a great way to encourage attendees to engage with each other and the theme. Interactive sessions can include roundtable discussions, group brainstorming sessions, or interactive workshops. These types of sessions allow attendees to collaborate, share ideas, and learn from one another in a more hands-on setting. Incorporating interactive sessions can also help break up the monotony of traditional lecture-style sessions and keep attendees engaged throughout the conference.

Incorporate social events

Plan social events that allow attendees to connect with each other and continue the discussions outside of the conference sessions. This can help foster a sense of community and encourage attendees to return in future years. Social events can include receptions, dinners, or other types of networking events. These events give attendees the opportunity to relax and unwind while continuing to engage with each other and the conference theme. Social events can also help make the conference experience more memorable and enjoyable for attendees.

By incorporating creativity, interdisciplinarity, and interactive sessions, you can create a conference that is engaging and memorable for all who attend. Remember, the key to an engaging conference theme is to choose a topic that resonates with attendees and sparks their curiosity and interest. By following these tips, you can choose a theme that encourages attendees to engage, learn, and connect, and ultimately make your conference a success.

A Definitive Guide: How to Organize an Academic Conference Successfully?

C. How to visualize the theme of your academic conference?

Visualizing the theme of an academic conference is an important aspect of creating a cohesive and visually appealing representation of the key ideas and messages that will be presented at the event. Here are some steps to help you create an effective visual representation of your conference theme:

Identify key concepts and ideas

Start by reviewing the conference program and abstracts of the papers or presentations. Look for recurring themes, key terms, and phrases that are central to the conference theme. Once you have identified the key concepts and ideas, list them in a brainstorming session or create a mind map or concept map that illustrates the connections between them.

Create a mind map or concept map

A mind map or concept map is a visual tool that helps you organize your thoughts and ideas. You can use online tools like MindMeister or Lucidchart to create a digital mind map or simply draw one by hand. The mind map or concept map will help you see the relationships between the key concepts and ideas, and it will guide you in selecting appropriate visual elements.

Select appropriate visual elements

Visual elements can be used to represent abstract concepts. Choose images, icons, or symbols that are appropriate for the key concepts and ideas. Consider using colors that are consistent with the conference branding and theme. Choose a color palette that is visually appealing and easy on the eyes.

Design a visual identity

Design a visual identity for the conference that incorporates the key visual elements and colors. The visual identity should be consistent with the conference branding and theme. This can be used for promotional materials, such as posters, flyers, and social media graphics.

Consider using multimedia elements

To enhance the visual impact of the conference theme, consider using multimedia elements such as videos or animations. You can create a video or animation that showcases the key concepts and ideas in a visually engaging way. This will help you to communicate the message in a more engaging way and will help attendees to better understand the conference theme.

In conclusion, visualizing the theme of your academic conference can help you to create a cohesive and visually appealing representation of the key ideas and messages that will be presented at the event. By following these steps, you can create a visual identity that will engage attendees and help them to better understand the conference theme.

A Definitive Guide: How to Organize an Academic Conference Successfully?

D. How to define the objectives of your academic conference?

Start with the "why"

Before defining the objectives, it's important to understand the purpose of the conference. What is the driving force behind organizing this event? Is it to disseminate new research findings, provide a platform for networking and collaboration, or to promote a particular field of study? Once the "why" is clear, it becomes easier to define specific objectives.

Align with the conference theme

The objectives of the conference should be aligned with the main theme or topic. For example, if the conference is about exploring new frontiers in a particular field, the objectives could be focused on showcasing cutting-edge research, identifying emerging trends, and promoting interdisciplinary collaboration.

Be specific and measurable

Objectives should be specific, measurable, achievable, relevant, and time-bound (SMART). Vague objectives like "to have a successful conference" are not helpful in determining whether the conference was successful or not. Specific objectives like "to have 80% of attendees rate the conference as excellent or very good" are more useful as they can be measured and evaluated.

Prioritize objectives

Not all objectives are equally important. Prioritizing objectives will help to focus efforts and resources on the most critical areas. For example, if the primary goal of the conference is to promote collaboration between researchers from different disciplines, the objective of having interdisciplinary sessions could be given a higher priority than other objectives.

Involve stakeholders

Defining objectives should not be a solitary exercise. Organizers should involve key stakeholders like presenters, attendees, and sponsors in the process. This will ensure that the objectives are aligned with their expectations and needs, and will increase their buy-in and commitment to the conference.

Communicate objectives

Once the objectives have been defined, they should be communicated clearly and effectively to all stakeholders. This will help to ensure that everyone is working towards the same goals and will make it easier to evaluate the success of the conference.

A Definitive Guide: How to Organize an Academic Conference Successfully?

E. How to select a venue for your upcoming academic conference?

Selecting a suitable venue for an academic conference is an important task, as the location can impact attendance and the success of the conference.

Here are some steps to follow to choose the right venue for your academic conference:

Consider the size of the conference

Determine how many people you expect to attend the conference. This will help you narrow down your search to venues that can accommodate your anticipated number of attendees.


Consider the location of the venue. The venue should be easily accessible and preferably located in a central location. Check for transportation links, such as airports, train stations, bus stations, and nearby accommodations.

Facilities and services

Consider the facilities and services offered by the venue. Look for facilities that are suitable for your conference, such as lecture halls, meeting rooms, and audiovisual equipment. Also, check if the venue provides catering services and if there are enough restrooms for the attendees.


Consider the cost of the venue. Ensure that the venue fits your budget and that there are no hidden costs.


Check the availability of the venue. Ensure that the venue is available on the dates you want to hold the conference.


Check the reputation of the venue. Look for reviews from other event organizers who have used the venue before. This can give you an idea of the venue's quality and level of service.

Safety and Security

Ensure that the venue is safe and secure. Look for security measures such as CCTV, security personnel, and emergency procedures.

A Definitive Guide: How to Organize an Academic Conference Successfully?

F. How to determine the dates and duration of your conference?

When determining the dates and duration of an academic conference, it is essential to consider the planning and preparation needs.

Here are some additional factors to consider:

Consider the purpose of the conference

The first step in planning a conference is to consider the purpose of the conference. Will it be a one-day event or a multi-day conference? Will there be multiple sessions or just a keynote speaker? These questions will help you determine the duration of the conference.

Planning timeline

Determine the timeline for planning the conference. Consider the amount of time required to book the venue, invite speakers, promote the conference, and organize the logistics.


Establish deadlines for different aspects of the conference. This helps to ensure that everything is completed on time and allows sufficient time for review and revision. Setting deadlines can also help you better calculate the amount of preparation time you need and to define your conference dates more realistically.

Preparation time

Consider the amount of preparation time needed for yourself, the attendees, invited speakers, or presenters, and also the procurers. Some may need more time to prepare than others, depending on the nature of their contribution to the conference. You should always take the longest time into account to give everyone enough space for completing their tasks.

Consider the academic calendar

It's important to consider the academic calendar when determining the dates of the conference. Avoid scheduling the conference during major holidays, exam periods, or other significant academic events that might conflict with the attendance of participants.

Consult with key stakeholders

Consult with key stakeholders, such as conference organizers, speakers, and participants, to determine the best dates and duration for the conference. Consider their availability and preferences when scheduling the event.

Plan ahead for preparation needs

Finally, once the dates and duration of the conference are determined, plan ahead for preparation needs. Make sure you have enough time to organize the conference, including arranging speakers, preparing conference materials, and promoting the event.

A Definitive Guide: How to Organize an Academic Conference Successfully?

G. How to define the potential attendee profile of your academic conference?

To define the potential attendee profile of an academic event for marketing purposes, you can follow these steps:

Determine the event's target audience

Based on the conference topic, goals, format, and activities, identify the target audience for the event. This may include academics, researchers, professionals, students, policymakers, or others.

Create buyer personas

Develop buyer personas that represent the different types of attendees you want to attract. These personas should include information such as age, gender, profession, education level, interests, and pain points.

Identify channels to reach potential attendees

Determine the best channels to reach your potential attendees, such as social media, email, newsletters, or industry publications.

Craft messaging that resonates with your audience

Develop messaging that speaks to the needs and interests of your target audience. Highlight the benefits of attending the event, such as opportunities to learn, network, or gain professional development.

Utilize data-driven marketing techniques

Use data-driven marketing techniques to reach potential attendees, such as search engine optimization (SEO), pay-per-click (PPC) advertising, and social media advertising. These techniques can help you target specific demographics and interests.

Continuously measure and adjust

Continuously measure the effectiveness of your marketing efforts and adjust your strategy accordingly. Use tools such as Google Analytics or social media analytics to track website traffic, engagement, and conversions.

A Definitive Guide: How to Organize an Academic Conference Successfully?

H. How to select keynote speakers and presenters for your academic conference?

Selecting keynote speakers and presenters for an academic conference is a crucial task, as they can greatly influence the success of the conference.

Here are some steps you can take to select the best keynote speakers and presenters for your academic conference:

Determine the theme and focus of your conference

Before you start selecting keynote speakers and presenters, it is important to have a clear understanding of the theme and focus of your conference. This will help you identify the topics that need to be covered and the experts that are best suited to present on those topics.

Identify potential speakers and presenters

Once you have a clear understanding of the theme and focus of your conference, you can start identifying potential keynote speakers and presenters. You can do this by conducting a literature review, talking to colleagues and experts in your field, and searching online for relevant speakers and presenters.

Evaluate their expertise and credentials

When evaluating potential speakers and presenters, it is important to consider their expertise and credentials. Look for individuals who have a strong academic background and who have published extensively in their field. You should also consider their speaking experience and whether they have presented at similar conferences in the past.

Consider diversity and inclusivity

It is important to ensure that your keynote speakers and presenters represent a diverse range of perspectives and backgrounds. This can help to make your conference more inclusive and engaging for all attendees.

Contact and invite your chosen speakers and presenters

Once you have identified the keynote speakers and presenters that you would like to invite, it is important to contact them and extend an invitation to speak at your conference. Be sure to provide them with all of the relevant details, including the date and location of the conference, the theme and focus of the conference, and any other relevant information.

Communicate and prepare

Once your speakers and presenters have confirmed their participation, it is important to communicate with them regularly in the lead-up to the conference to ensure that they are adequately prepared. Provide them with all of the necessary information, such as the conference schedule and any technical requirements, and be available to answer any questions that they may have.

A Definitive Guide: How to Organize an Academic Conference Successfully?

I. How to collect manage and evaluate abstract submissions?

Collecting abstract submissions for an academic event can be done through various channels such as online submission forms, email submissions, or a dedicated abstract management system.

Once the abstracts have been collected, the following steps can be taken to manage and evaluate them:

Establish a review committee

A review committee can be established comprising experts in the relevant field who can evaluate the abstracts based on the set criteria.

Develop evaluation criteria

The evaluation criteria should be well-defined and based on the objective of the event. For instance, the criteria may include relevance to the theme of the event, novelty, clarity, and potential impact.

Blind review

The abstracts should be reviewed anonymously, with reviewers only seeing the abstract content and not the name of the author or their affiliation to ensure unbiased evaluations.

Assign abstracts for review

The review committee should be assigned a specific number of abstracts to review and evaluate within a given timeframe.

Evaluate abstracts

Reviewers should evaluate each abstract based on the established criteria and provide a score or rating for each abstract.

Discuss the results

After evaluating the abstracts, the review committee should discuss the results and determine which abstracts are accepted for presentation at the event.

Notify authors

Once the accepted abstracts are determined, the authors should be notified and provided with guidelines for preparing their presentations.

Publish the abstracts

The accepted abstracts can be published in a conference proceedings book or online platform to disseminate the research findings.

Overall, managing and evaluating abstract submissions for an academic event requires a systematic approach, a clear set of evaluation criteria, and a dedicated review committee to ensure fair and unbiased evaluations. If you need to learn more about abstract management you can also refer to our blog post "How to manage abstract submissions before, during and after an academic event?" and get more insights.

A Definitive Guide: How to Organize an Academic Conference Successfully?

J. How to prepare a budget for an academic conference?

Identify the conference venue

The venue is one of the most significant expenses for any academic conference. Research different options and select the most cost-effective option that meets the needs of the event.

Estimate the conference expenses

Develop a comprehensive list of expenses, including venue rental fees, catering, audiovisual equipment, printing, advertising, travel, and lodging costs for speakers and attendees. Be sure to consider any additional costs that may arise, such as contingency funds for unexpected expenses.

Estimate the conference revenue

Determine potential sources of revenue such as registration fees, sponsorships, and exhibitor fees. Estimate the expected number of attendees and the amount of revenue you can realistically generate from each source.

Develop a budget spreadsheet

Use a spreadsheet to organize and track all expenses and revenue. Create columns for each item and input estimated amounts in the appropriate columns.

Balance the budget

Compare the estimated expenses to the estimated revenue and adjust accordingly to balance the budget. If the expenses exceed the revenue, you may need to consider alternative revenue sources or reduce expenses. If the revenue exceeds the expenses, you may have room to add more features or activities to the conference.

Monitor the budget

As the conference progresses, track actual expenses and revenue to ensure that you are staying on budget. Be prepared to make adjustments as needed to maintain a balanced budget.

A Definitive Guide: How to Organize an Academic Conference Successfully?

K. How to incorporate a virtual element into an academic event?

With the aid of technology, it is now possible to include prospective attendees who are unable to physically attend your event and expand your event community. By incorporating virtual components into your event, you can create a more inclusive and accessible experience for all attendees. But it's important to make sure that online attendees feel included and engaged in the event as much as possible.

There are several ways to include a virtual component in an academic event for online attendees:

Livestream the event

Set up a live stream of the event so that online attendees can watch the event as it happens in real-time.

Provide access to recorded sessions

Record the event and provide online attendees with access to the recorded sessions after the event has taken place. This allows them to watch the sessions at their own convenience.

Create an online discussion forum

Set up an online discussion forum where online attendees can discuss the topics covered in the event and interact with other attendees.

Use video conferencing software

Use video conferencing software to allow online attendees to participate in the event in real-time. This can be done by setting up virtual rooms where online attendees can join in and interact with the presenters and other attendees.

Offer virtual Q&A sessions

Set up virtual Q&A sessions where online attendees can ask questions of the presenters and have them answered in real-time.

Provide digital handouts and resources

Make sure to provide digital handouts and resources related to the event that online attendees can access and download.

If you need to know more about incorporating a virtual component to your event, you can also check our blog post "Virtual Event Planning & Management Guide for Event Planners" for planning and management details.

How does MeetingHand support your virtual conferences?

Meetinghand's online event management software provides comprehensive features and tools to help conference planners organize virtual events. Here are some ways MeetingHand can assist with organizing a virtual event:

- Virtual Event Platform: Meetinghand provides a virtual event platform that can host live streaming sessions, webinars, and other online events. The platform is user-friendly and can be customized to match the event branding and requirements.

- Attendee Management: MeetingHand allows planners to manage attendee registrations, send out invitations, and monitor attendance. Attendees can register and pay for virtual events through Meetinghand's online registration system.

- Live Streaming and Recording: MeetingHand enables planners to live stream events and record them for future use. The software can also automatically record the events and make them available for attendees to view on-demand.

- Networking Opportunities: MeetingHand offers several features that allow attendees to network with each other, including chat rooms, virtual booths, and matchmaking tools. Attendees can also schedule one-on-one meetings with each other.

- Analytics and Reporting: MeetingHand provides detailed analytics and reporting on attendee engagement, event performance, and other key metrics. This data can help planners measure the success of their virtual event and make data-driven decisions for future events.

A Definitive Guide: How to Organize an Academic Conference Successfully?

L. How to provide effective engagement opportunities to online attendees?

Offering virtual networking opportunities provides a platform for attendees to connect with one another, share ideas, and build relationships. This can lead to future collaborations and professional development opportunities.

Here are some suggestions:

Interactive Sessions

Design interactive sessions that encourage participation from online attendees. This can be achieved through Q&A sessions, group activities, and polls.

Virtual Networking

Set up virtual networking opportunities where online attendees can connect with one another and the presenters. This can be done through virtual breakout rooms, online chat rooms, or even social media groups.


Use gamification to create a fun and engaging experience for online attendees. This can be done through trivia games, quizzes, and other interactive activities.

Inclusive Design

Ensure that the virtual environment is designed in an inclusive way that allows online attendees to fully participate in the event. This includes providing live captions or transcripts, ensuring accessibility for those with disabilities, and allowing for real-time feedback and participation.

Virtual Exhibit Hall

Create a virtual exhibit hall where online attendees can access resources, materials, and information related to the event.

Pre-Event Communication

Provide online attendees with pre-event communication that outlines the schedule, provides resources, and encourages engagement.

A Definitive Guide: How to Organize an Academic Conference Successfully?

M. How to evaluate the success of your academic conference?

Evaluating the success of an academic conference requires a multifaceted approach that considers attendee feedback, attendance, publications, funding, and media coverage. By evaluating these factors, organizers can assess the success of the conference and identify areas for improvement in future events.

Attendee Feedback

Soliciting feedback from attendees through surveys or feedback forms can provide valuable insights into the success of the conference. Attendees can share their thoughts on the relevance of the conference topics, the quality of presentations, and the effectiveness of networking opportunities.


Assessing the attendance rate of the conference is another indicator of its success. A high attendance rate indicates that the conference was able to attract a significant number of attendees, which may be an indication of the conference's relevance and value.


The number and quality of publications that result from the conference can also be a measure of its success. For example, if many papers presented at the conference are later published in high-quality journals, it suggests that the conference was able to attract high-quality research and provide a valuable platform for researchers to disseminate their work.


⁠The ability of the conference to secure funding from sponsors and other sources can also be an indicator of its success. The availability of funding can help to improve the quality of the conference, attract high-profile speakers, and enhance networking opportunities.

Media Coverage

Media coverage of the conference, including articles and mentions in news outlets or social media, can also be an indicator of its success. Positive coverage can help to raise the profile of the conference and attract more attendees and funding in the future.

For a better understanding of evaluating the success of an event and the possible techniques you can use, you can also check our blog post "How to Evaluate an Event" and learn more.


In conclusion, organizing an academic conference can be a daunting task, but with the right approach and planning, it can be a successful event. By following the guidelines provided in this blog post, you can be sure to have a well-organized conference that meets your objectives.

However, MeetingHand can simplify the process and make conference management seamless. As an all-in-one conference management tool, MeetingHand offers a range of features that can help with registration, abstract submission, scheduling, and much more. Therefore, we invite you to contact us to learn more about how MeetingHand can support your academic conferences and book a demo to see it in action. With MeetingHand, organizing a successful academic conference has never been easier.

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