The International Society for Scientometrics and Informetrics held its biennial conference at IU Bloomington in July 2023, drawing 210 scholars from 30 countries. Local organizers used IU Conferences’ expertise for the planning and execution of the event. Photo courtesy of the Luddy School of Informatics, Computing and Engineering

IU Conferences helps with about 100 conferences annually, both domestically and internationally. The wide array of services offered takes the burden off faculty, staff, schools and departments so they can focus on event aspects that pertain to their research and expertise, such as choosing the discussion topics, speakers and papers to be presented.

That expertise was evident on the international research stage when Indiana University Bloomington hosted 210 scholars from 30 countries in July 2023. Local organizers wanted the event to shine because the International Society for Scientometrics and Informetrics was holding its biennial conference in the U.S. for the first time in 28 years.

Knowing that organizing the event would be a complex task, they tapped IU Conferences for its services and expertise to make the conference successful. Two years of planning culminated with the organization’s first in-person conference since the COVID-19 pandemic.

“The conference was a true success, and we are grateful for the professional services provided by IU,” said Katy Börner, a member of the ISSI Scientific Committee and the Victor H. Yngve Professor of Engineering and Information Science at the Luddy School of Informatics, Computing and Engineering.

Some of the services that IU Conferences provides include:

• Registration and revenue collection for event attendees.
• Venue selections and reservations.
• Travel arrangement for VIPs.
• Budget handling.
• Contract management and payments.
• Technological support.
• On-site supervision.

“We focus on the logistics so you can focus on the content,” said Michelle George, executive director of IU Conferences. “You can come to us not only when you have a conference but even when you have an idea, and we can help you develop it.”

Each client is assigned a conference manager who is their main point of contact throughout the planning process, event and wrap-up, including paying final bills.

Conference managers can help with decisions about logistics — such as in-person versus virtual elements — and choosing menus and vendors. They also take on tasks such as printing posters and booklets, posting signage and managing volunteers, George said.

IU Conferences helped with the planning for the I-Light and Indiana GigaPop meeting. Photo by Justin Casterline, Indiana UniversityIt can be eye-opening for clients to learn all the things involved in planning a conference, she added, and for that reason it’s best to start planning a large conference at least a year in advance.

Ann McCranie, one of the local organizers for the ISSI conference and associate director for research and training at The Irsay Institute at IU Bloomington, said she’s now worked with IU Conferences on five major meetings.

“I know I couldn’t have done it as successfully and come in at or under budget without them,” McCranie said. “It’s so helpful to have dedicated professionals guide you.”

Garrett Baker, a senior conference manager, estimated that about 200 hours of work went into planning the ISSI conference. Planning meetings started monthly with local organizers McCranie and Lisel Record, associate director for the Cyberinfrastructure for Network Science Center at the Luddy School. As the conference drew nearer, meetings became weekly, with daily emails.

The ISSI conference typically has been held in large cities such as Berlin, Rome, Istanbul and Rio de Janeiro. The large number of people who study network science at IU helped with the university’s selection as the host site, Record said.

“For it to be in a smaller town, it was a feather in IU’s cap,” Record said.

It also meant a high bar had to be met for participant experience and expectations. The conference was going to involve a Ph.D. forum, workshops, tutorials, panel discussions, smaller discussions on specific topics, a keynote speaker, lunches, a banquet, campus tours and cultural activities.

Baker said he lets clients know that IU Conferences will take on as much of the work as they’d like. Record said organizers felt confident about how IU Conferences would help them.

“They do that all day every day for a variety of conferences,” Record said. “So their perspective and ability to advise us on logistics, to bring their expertise, was really valuable.”

Baker had a team of three or four people handle registrations and payments, which Record said was a huge help because of the international nature of the conference. He also handled lodging for attendees at the Biddle Hotel and in dorms for graduate students who sought cheaper options.

Because of all the pieces involved, a conference like the one for ISSI doesn’t go off smoothly without the help and cooperation of other IU facilities, services and personnel, Baker said.

Record added that Baker was good at prompting the local organizers to consider options, such as the types of technology that would be needed, and making sure details were not overlooked. IU Conferences’ help allowed ISSI’s scientific committee to focus on getting excellent submissions for conference sessions and focus on the content of the meetings.

“I was really impressed with how well it went and how seamlessly it worked out on a holiday weekend,” Record said. “The peace of mind knowing you have a good team that will support your conference is really valuable.”