How to Choose Which Scientific Conferences to Attend

Why Attend Scientific Conferences?

There are many reasons to attend scientific conferences, with networking being the most common. But there are numerous other benefits to attending them: you can learn how and why someone was motivated to pursue a particular line of research or career path, see if anyone has interesting job opportunities, gain respect as a potential collaborator, seek advice on how to move forward in your career, learn how (and sometimes how not) to present to large crowds, find inspiration from others at various stages of their careers, and hear about advances in specific research fields or about updates in standards. If you manage to squeeze in some skiing, hiking, wine tasting, or snorkeling at the same time, that counts as another perk of attending conferences. There is no harm in taking a break from science and boosting your morale by jumping on these types of activities.

Types of Scientific Conferences and Meetings

Different types of gatherings align better with different goals. Most types of scientific conferences, symposia, or meetings, consist of a series of gatherings with a formal agenda. Each involves bringing people with similar interests together to share information, find solutions, and learn about progress in a specific field:

• Annual meetings tend to be large and international, but may also be national or regional. They are usually hosted over several days by associations, societies, or institutes that bring together members of—or people with an interest in—the particular organization.
  • Examples of large conferences that fall into this category include the American Association of Cancer Research (AACR) Annual Meeting, the American Association for the Advancement of Science (AAAS; publishers of Science and other journals) Annual Meeting, and the International Society for Stem Cell Research (ISSCR) Annual Meeting.
• Conferences devoted to certain subfields are also commonly held by associations or societies. They are generally smaller than annual meetings, but are often still held in a central location over a number of days.
  • Examples include the AACR’s Special Conference on Pancreatic Cancer, which has been held annually since 2015 for scientists studying pancreatic cancer, or the AAAS Science, Technology and Human Rights Conference, which brings together researchers and others with an interest in human rights challenges in science and technology.
• Symposia are usually smaller, more intimate events with even more focus on a particular area.
  • For example, The Society for Canadian Women in Science and Technology (SCWIST) holds an annual symposium specifically for young scientists to showcase their research, and the American Society for Cell Biology (ASCB) hosts several symposia each year, focused on specific topics such as “Emerging Therapies at the Intersection of Genetic and Cellular Technologies” and “Translating Discoveries”.
• Workshops and seminars are generally the smallest type of scientific gathering; a workshop is a meeting where a group of people learn about something through insightful discussions and activities, whereas a seminar is usually a small, discussion-based meeting.
  • Many professional associations and institutes run seminars and workshops throughout the year, such as the Canadian Light Source (CLS) seminar series, which provide insight into science research.
• Trade shows or expos are a place for science vendors to showcase their products. Trade shows are sometimes part of a larger conference—large conferences usually have an exhibition hall for vendors to connect with potential customers—but they can also be standalone events.
  • As an example, the American Society of Human Genetics (ASHG) runs one of the largest scientific trade shows, occupying an entire exhibition hall, at its annual meeting each year.

Make a (Long) List

Now, sit down with a notebook, grab a hot drink and some snacks, and start writing down every conference or meeting that appeals to you. Write down any conferences where you:

• Have the opportunity to present
• Are exposed to leaders in your field of research
• Can meet co-authors and collaborators in person
• Will see what career opportunities are available
• Are interested in the agenda
• Can apply for travel awards
• May have a good tourist experience!

You will end up with a large list. Your job now is to whittle that list down to a reasonable number of conferences based on the following.

Choose Relevancy

Ask yourself, “what’s relevant to me, right now?”. Relevance depends a lot on where you are at in your studies or career. If you are new to your studies, an opportunity to practice presenting or to add an oral or poster presentation to your CV or scholarship applications may be relevant. If you are about to graduate, meeting potential employers is likely highly relevant. If you have just set up your own lab, then networking to find collaborators might be highly relevant. If you are happy with your network, and already have solid plans for any upcoming projects, then you may just want to travel to somewhere new and exciting to talk to like-minded individuals in your research field.

Really think about where you are in your career and mindset and then start crossing conferences off the list based on this exercise.

Balance Your Time and Budget

You now have a shortlist, although it could still be on the longer side. Make a spreadsheet and list every conference in your shortlist in one column, ordering them by date. Look at the agenda or schedule of each conference on your list to determine how long you’ll have to spend at each one, and which activities you would like to take part in. Next, create other columns labeled as travel requirements, accommodation costs, tourism costs, etc. Work out how much each conference will cost and then compare the total cost to your annual budget. Seeing the numbers written down will help you to realize which conferences are within your budget. Strike off ones that do not fit into your budget from your shortlist.

At the same time, write down how many days each conference lasts. Do you have enough time to attend all of them? Will you need to balance other projects alongside attending the meetings? Adjust your list accordingly.

Consider Your Comfort Levels

Networking is important, but keep in mind that it is perfectly acceptable to say “no” to conferences if you’re feeling overwhelmed or overworked. Stick to smaller, virtual, or more local scientific conferences if you are not feeling ready. Many scientific conferences offer a virtual attendance option, which is a good way to get a taste of the conference without overextending yourself. Virtual conferences are also a good way to balance your time and budget.

Add another column to your spreadsheet to note which conferences offer a virtual option. If it makes sense to you, commit to attending certain virtual conferences only.

By this point you should have a relevant, succinct list of conferences to attend that make the most sense for your budget, time, and personality.

Make the most out of attending your conferences by looking at these other helpful resources: