Helping to organise an academic conference may be one of the many competing demands on your time as a PhD student. It’s rarely a compulsory part of your programme, and it certainly won’t come with financial compensation. So why take on such a responsibility?
The truth is, despite the extra work, organising a conference can be one of the most valuable experiences of your doctoral journey. It offers a rare opportunity to shape conversations in your field, connect with scholars at various stages of their careers, and demonstrate skills that go far beyond your thesis. Whether you’re planning a small postgraduate workshop or contributing to a major departmental event, the process can enrich your academic profile and expand your professional network.
In this guide, we’ll walk you through the key steps involved in organising a successful conference—from clarifying your aims to managing the practical logistics—so you can make the most of this rewarding (if demanding) experience.
1. Clarify the Purpose and Scope
Before diving into venues and speakers, take a step back and ask: Why are you organising this conference?
Are you trying to:
- Create a platform for early-career researchers?
- Address a specific research gap or emerging theme in your discipline?
- Encourage interdisciplinary exchange?
Defining the purpose early on will help shape your decisions on format, themes, invitees, and budget. A clearly articulated purpose will also make it easier to attract collaborators, sponsors, and attendees.
Tip: Keep your scope realistic. A one-day event focused on postgraduate researchers can be just as impactful as a three-day international symposium.
2. Form an Organising Committee
No PhD student should run a conference alone! An organising committee spreads the workload and brings different skills and perspectives. Aim for a small but committed group—ideally peers from your department or other universities.
Key roles might include:
- Chair – oversees the event and makes final decisions
- Programme Coordinator – handles speaker invitations and scheduling
- Finance Officer – manages the budget and funding applications
- Publicity Officer – takes charge of marketing, social media, and the website
- Logistics Lead – liaises with venues, catering, and tech support
If possible, recruit a faculty advisor or supervisor for guidance and credibility when applying for funding or reaching out to senior academics.
3. Secure Funding
Academic conferences don’t need to be expensive, but you’ll likely need funds for:
- Venue hire
- Catering
- Travel bursaries for attendees or keynote speakers
- Printing programmes or name badges
- Technical support (especially for hybrid or online events)
Sources of funding may include:
- University departments or faculties
- Graduate schools or doctoral training centres
- Research councils (e.g., AHRC, ESRC, EPSRC)
- Professional associations
- Sponsorship from publishers or academic organisations
Be prepared to write a short proposal outlining your theme, objectives, estimated budget, and potential impact.
4. Choose a Format and Date
Decide early on whether your conference will be:
- In-person
- Online
- Hybrid
Each format has pros and cons. In-person events allow for networking and informal discussion, but online formats widen accessibility and reduce costs. Hybrid events offer flexibility but demand more technical planning.
Once you’ve chosen the format, select a date well in advance—ideally 6–12 months ahead. Avoid academic holidays and major national or international events in your field.
5. Book a Venue and Tech Support
For in-person conferences, the venue is crucial. University lecture halls or seminar rooms are often available at a reduced rate—or free—especially if your event is affiliated with a department. Make sure the venue offers:
- Enough seating for your expected audience
- Breakout spaces for parallel sessions or networking
- Good Wi-Fi and AV equipment
- Accessibility for attendees with disabilities
For online or hybrid conferences, select a reliable platform (e.g., Zoom, Microsoft Teams, Hopin). Test your tech well in advance and consider assigning a dedicated team member to support speakers and troubleshoot on the day.
6. Develop the Call for Papers (CFP)
A strong CFP encourages high-quality submissions and sets the tone for your conference. Your CFP should include:
- A short description of the conference theme
- Suggested topics or subthemes
- Submission guidelines (e.g., word count, format, deadline)
- Details of the review process
- Key dates (e.g., notification of acceptance, registration deadline)
Share your CFP through department mailing lists, social media channels such as X, professional association, relevant JISC lists, your conference website or blog. Be sure to allow enough time between issuing the CFP and the submission deadline—typically 6–8 weeks.
7. Select and Schedule the Programme
After the CFP deadline, review the submissions with your committee. Try to ensure a balance of:
- Topics and disciplines
- Career stages (include space for early-career researchers)
- Geographic representation
- Gender and other forms of diversity
Once speakers are confirmed, build the schedule. Group similar papers into themed panels and leave time for Q&A. Remember to include:
- Welcome and closing remarks
- Keynote sessions
- Coffee and lunch breaks
- Networking opportunities or social events
For online events, consider screen fatigue—keep sessions shorter and build in more frequent breaks.
8. Promote the Conference
Even the most exciting programme needs promotion. Use multiple channels:
- Design eye-catching graphics for social media
- Post regular updates and speaker spotlights
- Email academic mailing lists
- Ask supervisors and lecturers to spread the word
If you’ve set up a website or Eventbrite page, make sure registration is clear and easy. Collect key information during registration, such as dietary requirements, access needs, or whether attendees want to present a poster.
9. Prepare for the Day
As the big day approaches, confirm all logistics:
- Print programmes, name badges, or signage
- Double-check room bookings and catering orders
- Set up a registration desk or welcome Zoom room
- Share final schedules with speakers and chairs
Create a checklist and assign tasks to committee members for the day itself. Don’t forget to brief your session chairs and have a plan for timekeeping and audience questions.
10. Follow Up and Reflect
After the event:
- Send thank-you emails to speakers, attendees, and sponsors
- Share a feedback survey to gather suggestions
- Upload slides or recordings (with permission) to a shared drive or conference website
- Write a short blog post or summary of the event for wider dissemination
If your conference was especially successful, you might consider proposing a special issue or edited volume. This can provide a tangible outcome for presenters and further raise your academic profile.
Why Organising a Conference Matters for PhD Students
While time-consuming, organising a conference is an excellent way to develop skills that will benefit you far beyond your PhD:
- Project management and budgeting
- Academic networking and leadership
- Public speaking and event hosting
- Teamwork and problem-solving
It also shows initiative on your CV, which is highly valued in both academic and non-academic careers. Many students find that the visibility and connections gained through organising a conference lead to future collaborations, publications, and even job opportunities.
Need Support During Your PhD?
If you’re feeling overwhelmed with the demands of your doctoral research—whether it’s planning a conference, managing your thesis, or preparing for publication—we’re here to help. Our PhD tutoring services connect you with experienced academics who can guide you through every stage of the PhD journey.
From refining your research questions to reviewing your abstracts or helping you manage deadlines while planning an event, we understand the unique pressures PhD students face. Our tutors aren’t just academic experts—they’re your support system. Speak to an academic consultant today and see how we can support you in making the most of your PhD experience.
Frequently Asked Questions
1. Do I need to have funding in place before I start planning?
Not necessarily, but it’s best to explore funding options early. Many universities and academic bodies offer small grants to support student-led events. Having a clear budget plan will make your funding applications more persuasive.
2. How far in advance should I start organising the conference?
Aim to begin planning at least 6–12 months ahead, especially for in-person or hybrid conferences. This gives you enough time to secure funding, invite speakers, promote the event, and manage logistics without last-minute stress.
3. Can I organise a conference if I’ve never presented at one myself?
Yes! While having conference experience helps, it’s not a requirement. You can still lead or support an event, especially as part of a team. In fact, organising can be a great way to learn more about the academic conference process.
4. Should I charge attendees a registration fee?
It depends on your funding situation. If costs are covered by grants or sponsors, you may be able to offer free registration. If not, a modest fee can help cover catering or tech support—but be mindful of affordability for students.
5. What support can I expect from my university?
Universities often offer practical and financial support for student-led events. This might include free venue hire, help with publicity, administrative assistance, or guidance from academic staff. It’s worth speaking to your supervisor or graduate school early in the process.
