Best practices in organizing a conference to impact researcher competences and careers

Transferable skills and competences are essential for fostering innovation, interdisciplinary collaboration, and career advancement among young and experienced researchers.

Organized by Haaga-Helia University of Applied Sciences, the COMPASS Conference sought to address these needs by bringing together students and researchers from the Ulysseus European University alliance, and beyond. Building on the successes of the COMPASS project and aligned with the Horizon 2020 SwafS (Science with and for Society) initiative, this article provides practical guidance on organizing a successful scientific conference.

The importance of transferable skills for researchers

Transferable skills are essential for researchers at all career stages, enabling them to succeed in diverse professional settings. Skills such as critical thinking, adaptability, and communication are key to excelling in roles both within and beyond academia. Grant writing and project management are particularly valuable for obtaining funding and managing research effectively, while networking fosters interdisciplinary collaborations. For young researchers, these skills form a critical foundation for academic and professional growth. Research published in the EURODOC (2018) highlights that researchers with strong transferable skills are better equipped to address the evolving challenges of research and innovation, improving both career prospects and research outcomes.

Experienced researchers also benefit greatly from transferable skills, particularly in leadership and mentorship. Abilities in negotiation, strategic planning, and cross-cultural communication help them lead teams effectively and support innovation. These skills also ensure knowledge is shared with younger colleagues, contributing to the ongoing development of research excellence. The Researchers’ Skills Report 2024 (European Commission), emphasizes that ongoing skill development helps researchers adapt to changes in academic and industrial settings, maintaining their relevance and impact.

For young researchers, the conference offered a unique opportunity to not only showcase their work but also to acquire skills critical for building successful careers in an increasingly competitive environment, where the ability to lead, innovate, and adapt is as important as subject expertise.

Enhancing the career development of researchers

To support the development of transferable skills, Haaga-Helia University of Applied Sciences organized the COMPASS Conference: Transferable Skills for Research and Innovation, in October 2023, in Helsinki. The event, part of Ulysseus European University’s initiatives, brought together more than 200 researchers from partner universities and beyond to tackle the key research and innovation challenges that are currently faced in the European Union. These challenges are covered by the Ulysseus Innovation Hubs including themes such as sustainable energy & smart cities, ageing & well-being, digitalization & artificial intelligence, socio-ecological sustainability, tourism & heritage, and entrepreneurship were at the forefront of the discussions.

The COMPASS conference had two primary objectives. The first one was dedicated to promoting scientific cooperation by providing a platform for researchers to present and share their work. This exchange of ideas is essential for fostering innovation and collaboration within the research community.

The second objective was to enhance participants’ transferable and complementary skills through workshops aimed at professional development. The workshops covered topics such as career pathways for Master and PhD students, cultivating an entrepreneurial mindset for researchers, intellectual property rights (IPR), EU project funding, equality in research, and self-leadership.

A notable outcome of the conference was the publication of over 60 research papers, showcasing participants’ contributions to EU research priorities while enhancing their transferable skills, thus simultaneously enhancing their career development.

Practical guidance in organizing a scientific conference

Haaga-Helia is highly experienced in event management and the success of the COMPASS conference is a good example of how to organize a high-quality conference. Planning a scientific conference for young and experienced researchers involves a blend of strategic planning, collaboration, and creativity. Below, we share some insights to help conference organizers to design impactful events fostering professional growth.

Defining clear objectives is the first step in creating an impactful conference. The goals of the event must be carefully considered whether the focus is on skill development, networking opportunities, or the dissemination of research. Aligning the program to meet the objectives ensures that the conference remains relevant and valuable to its participants, addressing their specific needs and expectations.

Collaboration is another critical element in organizing a successful conference. Partnering with a variety of stakeholders brings together different perspectives and expertise. Inviting speakers from multidisciplinary backgrounds can further enrich the event’s content, fostering broader appeal and encouraging cross-sector dialogue. This collaborative approach enhances the overall quality and reach of the conference.

Building a strong and diverse organizing team is essential for smooth execution. A capable team can manage logistics, develop engaging content, and ensure effective communication with participants. Each team member’s unique skills and perspectives contribute to the event’s success. A well-coordinated effort ensures that all aspects of the conference, from planning to execution, are handled efficiently and professionally. In the COMPASS conference, we had a team that provided expertise in event management and coordination, various research areas, ICT, communication, logistics, and marketing.

Involving students in conference management adds significant value to the planning and execution process. Students bring innovative ideas, enthusiasm, and adaptability, making them valuable assets in handling logistical and creative tasks. Their involvement provides them with invaluable practical experience, allowing them to develop organizational, communication, and opportunities to network. This collaboration benefits both the conference and the students, nurturing the next generation of professionals in event management and research.

Engaging attendees is vital for maximizing the impact of the conference. Incorporating interactive elements such as workshops, panel discussions, and networking sessions encourages active participation. Practical activities like workshops on design thinking, entrepreneurship for young researchers and intercultural communication provided attendees with tangible skills they can apply in their professional lives. These elements help create a dynamic and memorable experience for participants.

Technology plays an increasingly important role in modern conferences. Hybrid models, which combine in-person and virtual components, can expand accessibility and inclusivity, enabling broader participation. Digital platforms provide tools for networking, collaboration, and information sharing, ensuring that all attendees can engage meaningfully, regardless of their location.

Finally, focusing on post-event engagement is crucial. Providing attendees with access to recorded sessions, supplementary materials such as presenters’ papers and presentations, and follow-up platforms fosters continued learning and engagement. Gathering feedback through post-event surveys helps organizers improve future conferences and maintain strong connections with participants, ensuring long-term value and impact.

The Ulysseus alliance at the forefront in shaping the future of research

The outcomes of the Compass project demonstrate the significant impact of collaborative efforts on enhancing researcher competences and fostering innovation. Haaga-Helia’s contributions, from strengthening transferable skills, interdisciplinary collaboration, and career development for young and experienced researcher, reflect a comprehensive and forward-thinking approach to empowering researchers. By organizing targeted events like the Transferable Skills Conference, the project succeeded in creating platforms for knowledge sharing, skills development, and strategic cooperation.

The achieved outcomes position Haaga-Helia and the Ulysseus alliance at the forefront in shaping the future of research and innovation. Additionally, these achievements will continue to inspire institutional transformation, once the legacy of the COMPASS project will persist in the Ulysseus European alliance, fostering a resilient and dynamic research environment that bridges academia and societal challenges.

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