Russell Arnott:

You've brought all these people together.

Russell Arnott:

It's such a waste of time if you're not gonna get them to actually

Russell Arnott:

talk or learn from each other.

Sarah McLusky:

Making a little bit more room for connection

Sarah McLusky:

and conversation I think just makes such a massive difference.

Russell Arnott:

This is gonna be facilitated and this is going to be

Russell Arnott:

much more interesting, impactful, and you are gonna get much more out of it

Russell Arnott:

than the normal conference experience.

Sarah McLusky:

It's a real skill, and it's not just about, yes, there's the

Sarah McLusky:

logistics, but there's also essentially the psychology behind what you do and

Sarah McLusky:

the ways that you put people together.

Sarah McLusky:

Hello there.

Sarah McLusky:

I'm Sarah McLusky and this is Research Adjacent.

Sarah McLusky:

Each episode I talk to amazing research adjacent professionals about what

Sarah McLusky:

they do and why it makes a difference.

Sarah McLusky:

Keep listening to find out why we think the research adjacent space

Sarah McLusky:

is where the real magic happens.

Sarah McLusky:

Hello and welcome to Research Adjacent.

Sarah McLusky:

Today's episode is on a topic very close to my heart, and that is events,

Sarah McLusky:

or more specifically conferences.

Sarah McLusky:

I am joined by Russell Arnott, and on paper, Russell is an

Sarah McLusky:

ocean science communicator, but like me, he's also an educator,

Sarah McLusky:

facilitator, and event organiser.

Sarah McLusky:

Between us, Russell and I have been organising science communication

Sarah McLusky:

and research related events for decades, and we have a lot of thoughts

Sarah McLusky:

about why most academic conferences are letting their audiences down.

Sarah McLusky:

We're talking about information overload, poor networking opportunities,

Sarah McLusky:

and key decision making delegated to inexperienced staff or even PhD students.

Sarah McLusky:

In an era when we are looking to research to solve huge global

Sarah McLusky:

challenges, this seems like such a wasted opportunity of all the knowledge

Sarah McLusky:

and talent that get together in a room when there's a conference on.

Sarah McLusky:

But we also have a lot of ideas for how we could be doing things better.

Sarah McLusky:

So we are putting our money where our mouth is, and together we are launching

Re:

Conference, a service, which helps conference organisers to create

Re:

more engaging and impactful events.

Re:

Listen on for tips on how to turn passive audience members into active participants

Re:

who show up ready to contribute and connect rather than just listen.

Re:

Welcome along to the podcast.

Re:

Russell.

Re:

It is fantastic to have you here to have a bit of a chat.

Re:

Could you tell us, first of all, just a little bit about

Re:

who you are and what you do?

Russell Arnott:

Certainly.

Russell Arnott:

Well, thanks for having me on and I'll try not to be too self-indulgent on this bit.

Russell Arnott:

Like a lot of people in the research adjacent group, I wear many hats.

Russell Arnott:

So I have a background, I guess in ocean science communication.

Russell Arnott:

So I run a marine education non-profit called Incredible Oceans and we.

Russell Arnott:

I think, excel I've gotta say that, at taking ocean content to people

Russell Arnott:

that don't really care about it.

Russell Arnott:

I think a lot of the time ocean content is either really depressing or quite preachy.

Russell Arnott:

It's just like endless stuff about straws up whale noses and things

Russell Arnott:

like that, and it's like, oh, okay, that's not what got me into the ocean.

Russell Arnott:

So we do that.

Russell Arnott:

I think my research adjacent part of that is that we run training

Russell Arnott:

for environmental researchers.

Russell Arnott:

So I think with normal science communication, the focus is entirely on

Russell Arnott:

jargon busting and getting the audience to understand what you're saying.

Russell Arnott:

I think within an environmental context, it's really important to not

Russell Arnott:

only get it the information across, so an audience understands it, but

Russell Arnott:

emotes with it, like it, they causes some kind of emotional resonance.

Russell Arnott:

And if you include that, then they're more likely to, you know act on the

Russell Arnott:

information that you've given them.

Russell Arnott:

So that's, yeah, that's kind of what I do.

Russell Arnott:

And I also do a little bit of lecturing here and there.

Russell Arnott:

There we go.

Russell Arnott:

So yeah, that's me.

Sarah McLusky:

All sorts of stuff then around this area of how you communicate

Sarah McLusky:

research well in a way that connects with the audience, I think is really important.

Sarah McLusky:

And that then I guess, leads us on to our shared interest and the thing that we

Sarah McLusky:

really wanted to talk about today, which is how we translate some of that knowledge

Sarah McLusky:

about how to do communication well and how to connect with audiences, but how that

Sarah McLusky:

is done through events and conferences.

Sarah McLusky:

So why is this an area that you are particularly interested in?

Russell Arnott:

I think having been in academia.

Russell Arnott:

I went to my first academic conference, which was the European Marine Science

Russell Arnott:

Educators Association, and it was in Valletta, in Malta, it was amazing.

Russell Arnott:

And I was like, whoa.

Russell Arnott:

And because everyone, there was basically a presenter and educator, and it was

Russell Arnott:

this really passionate group of people.

Russell Arnott:

It was just brilliant, and everyone there would stand up and they

Russell Arnott:

would do tell you amazing things.

Russell Arnott:

They didn't overstay their welcome.

Russell Arnott:

We had these great interactive sessions where people were learning from each

Russell Arnott:

other and contributing skills and and information and sharing best practice.

Russell Arnott:

And I was like, oh my God, this is brilliant.

Russell Arnott:

And then I went to a proper academic conference and I was like, oh this

Russell Arnott:

isn't like the EMSEA conference.

Russell Arnott:

This is horrible.

Russell Arnott:

This is awkward and weird and so boring and useless and expensive.

Russell Arnott:

And, and I'll be honest, I was like, it, it made me feel so thick.

Russell Arnott:

I was like, this is my, this is supposed to be my research area.

Russell Arnott:

And if I honestly.

Russell Arnott:

I didn't understand what 90% of people are saying on the stage

Russell Arnott:

or why, why, what is this space?

Russell Arnott:

And it really made me feel, I think, quite othered and like academia

Russell Arnott:

and this conference space wasn't a place I was supposed to be.

Russell Arnott:

So I went from yay the EMSEA conference to, oh my God, no.

Russell Arnott:

What have I done?

Sarah McLusky:

Yeah, I've certainly had really similar experiences there

Sarah McLusky:

where I've gone along to conferences and just been just overwhelmed by the

Sarah McLusky:

amount of information, the detail, the, just too much to take in too

Sarah McLusky:

many people, and then actually coming away from it wondering why I bothered.

Russell Arnott:

I mean, I also, I mean, again, this was, this

Russell Arnott:

was ridiculous that I did this.

Russell Arnott:

I, because I had no idea really.

Russell Arnott:

So I, I come from, I played in punk bands for years and I toured across Europe.

Russell Arnott:

And like for me, a conference in my head was like a gig.

Russell Arnott:

And I turned up, got a travel grant and I went to Portland in Oregon

Russell Arnott:

for the ocean science meeting.

Russell Arnott:

And I turned up and they said, I'm really sorry, we haven't got you,

Russell Arnott:

you're not registered to attend.

Russell Arnott:

I said, no, no, you don't understand.

Russell Arnott:

I'm speaking.

Russell Arnott:

'cause I didn't, I didn't realize that like everyone there

Russell Arnott:

was speaking, but, and they,

Sarah McLusky:

Right.

Russell Arnott:

and,

Sarah McLusky:

Yeah.

Russell Arnott:

were like, no, no, no, that we don't care.

Russell Arnott:

And like, but I, I'm speaking and they were like, everyone's speaking and

Sarah McLusky:

Yeah.

Russell Arnott:

I was like, well, how much is it?

Russell Arnott:

And they were like $550.

Russell Arnott:

I was like.

Russell Arnott:

I just had to pay to speak and I was like,

Sarah McLusky:

Yeah.

Russell Arnott:

I was shocked.

Russell Arnott:

I was shocked.

Russell Arnott:

But but that's, that's what conferences do.

Sarah McLusky:

Well, it's what conferences do and I think that it

Sarah McLusky:

is that having organised conferences and events, you know, to some extent

Sarah McLusky:

that is what they cost to run.

Sarah McLusky:

If you want a nice venue and you want nice catering and you know,

Sarah McLusky:

all that sort of stuff, that kind of is what they cost to run.

Sarah McLusky:

But I think the main point here is that they don't always feel like

Sarah McLusky:

good value for money, do they?

Sarah McLusky:

That's the thing and, and especially as you say, when people are paying

Sarah McLusky:

to talk, but then often, that's one of the challenges about them

Sarah McLusky:

is that people won't even get permission from their organisation

Sarah McLusky:

to attend unless they're speaking.

Sarah McLusky:

So that's a big issue as well, and it's why you get so many

Sarah McLusky:

talks and so many posters and so much information crammed in.

Sarah McLusky:

It's for people to justify the reason that they're in the room.

Sarah McLusky:

But then it presents such a fantastic opportunity because.

Sarah McLusky:

You've got all of the experts, like you say, the the, you go to these and you're

Sarah McLusky:

like, well, this is my area of expertise.

Sarah McLusky:

These are in theory, these are my people.

Sarah McLusky:

And I don't feel like we make the most of having all those people in

Sarah McLusky:

the same place at the same time.

Russell Arnott:

No and I think because, I mean, it's interesting with academics

Russell Arnott:

because if you give them five minutes to talk, they'll get their point across.

Russell Arnott:

If you give them seven hours to talk, they'll just fill it.

Russell Arnott:

But you have the same takeaway.

Russell Arnott:

So think it's very passive, just kind of sitting there.

Russell Arnott:

Letting one person after another kind of speak at you.

Russell Arnott:

And then the question time, everyone's really nervous to put their hand

Russell Arnott:

up and ask a question publicly.

Russell Arnott:

Apart from that one guy who's always like, not so much a question, more of

Russell Arnott:

a comment, really, that guy, and you're like, oh God, and then he just tries to

Russell Arnott:

destroy the person on stage in front of the whole of, you know, your, your sector.

Russell Arnott:

And it's like, why are you doing this?

Russell Arnott:

Just have a chat with them afterwards, but there's so much like

Russell Arnott:

the awkward networking, like the forced networking sessions as well

Sarah McLusky:

Yeah.

Russell Arnott:

Where everyone just kind of stands awkwardly with a cocktail.

Russell Arnott:

I dunno

Sarah McLusky:

No, there's all kinds tricky things there going on, isn't there?

Sarah McLusky:

There's the power dynamics, like you say, with the kind of Q and A and the

Sarah McLusky:

power dynamics implicit in who gets to speak on the stage and who doesn't.

Sarah McLusky:

And then, you know, I don't know about you, but I virtually never

Sarah McLusky:

ask questions, partly because the intimidation of putting your hand up

Sarah McLusky:

in front of everybody and potentially saying something that everybody in

Sarah McLusky:

your head, you're always thinking, well everybody else knows, surely everybody

Sarah McLusky:

else knows the answer to this and I'm the only one who didn't get it.

Sarah McLusky:

Partly that, but also partly 'cause sometimes I need a bit of time to

Sarah McLusky:

process the information or if I just had the chance to chat about it and

Sarah McLusky:

then I could formulate questions.

Sarah McLusky:

So I think some of that structure there is really problematic and the power

Sarah McLusky:

dynamics and things that it sets up, but also the, or like you say, the networking.

Sarah McLusky:

I think, we'll maybe I'll maybe park that for now and we'll come back to that later.

Sarah McLusky:

But one of the, the things that's coming up here, and I think it's really

Sarah McLusky:

relevant to both of us, is that that sense of just having people on the

Sarah McLusky:

stage and them passively just throwing information at you just isn't good from

Sarah McLusky:

a learning and education perspective.

Sarah McLusky:

And that's something that both you and I have, that's the

Sarah McLusky:

route that we've come through.

Sarah McLusky:

I did years working in kind of STEM education and running events for

Sarah McLusky:

schools and helping researchers to communicate their research to young

Sarah McLusky:

people, but then also, I was actually a lecturer for seven years as well.

Sarah McLusky:

So we've both trained as teachers so we know how to structure information

Sarah McLusky:

and how to communicate information so that people can actually take it in,

Sarah McLusky:

and I think that's something that's missing a bit as well, isn't it?

Russell Arnott:

Massively I mean, being within the ocean education world, the

Russell Arnott:

conferences that I tend to go to talk about how people learn of different ages,

Russell Arnott:

how different people absorb information.

Russell Arnott:

And it's almost like when you get into the academic world, everyone's like pedagogy.

Russell Arnott:

That's not for us because we're academics.

Russell Arnott:

We are above this and we are so intelligent that we learn in a completely

Russell Arnott:

different way to all the other people.

Russell Arnott:

So all of this pedagogical research and everything, I

Russell Arnott:

don't need to apply it to you.

Russell Arnott:

I can talk about it, but it could just go completely out the window.

Russell Arnott:

I mean, I think, what is it, the average person doesn't take in information

Russell Arnott:

after 20 minutes, so I'm like, why have we got these, even in a university

Russell Arnott:

setting these hour long lectures.

Russell Arnott:

I was a secondary school science teacher for the best part of 10

Russell Arnott:

years, and you structure it and you have like, right, I've got a starter.

Russell Arnott:

And then we get up and we do an activity.

Russell Arnott:

And then I want to test that you've understood the information I've told

Russell Arnott:

you or the experiment that we've done with a little wrap up at the end.

Russell Arnott:

And it's, it's paced and everything.

Russell Arnott:

And sitting in a conference hall, you know, with no windows and over air

Russell Arnott:

conditioned and strip lighting and just being spoken at after one, after the

Russell Arnott:

another with these intense dense talks.

Russell Arnott:

You're like, what?

Russell Arnott:

How?

Russell Arnott:

Who decided that this was the format?

Sarah McLusky:

I think you do wonder sometimes 'cause yeah, like you,

Sarah McLusky:

when I was, when I was trained as a teacher, we were told you never

Sarah McLusky:

talk for more than 10 minutes.

Sarah McLusky:

And then you break up with something, and when I talk to academics about

Sarah McLusky:

this, sometimes I get that reaction of like, you say, well, we are not kids.

Sarah McLusky:

So that doesn't apply to us, but I think it just applies to human beings.

Sarah McLusky:

That's what, to me, is so important.

Sarah McLusky:

And yes, maybe you, you take things, you know, as a communication specialist,

Sarah McLusky:

it's always about the audience and it's always about what does that audience need?

Sarah McLusky:

So when I say you don't talk for more than 10 minutes, maybe where you break

Sarah McLusky:

it up is you show a video rather than talking, or you ask a question and you

Sarah McLusky:

know, get some feedback from the audience.

Sarah McLusky:

It doesn't need to be the same kinds of activities that you would do in

Sarah McLusky:

education, but the principle is the same, that people just can't absorb

Sarah McLusky:

constant information, information, information, and then they go away.

Sarah McLusky:

And I think it's always the case.

Sarah McLusky:

I, I'm, I'd be interested to know if you've had the same experience, but

Sarah McLusky:

when I go away from a conference I might remember little snippets and there

Sarah McLusky:

might be certain things that I think, oh, I want to go away and look that up.

Sarah McLusky:

But that's really all you're doing is you're just planting that little seed

Sarah McLusky:

and then giving people maybe something they want to go and look up afterwards.

Sarah McLusky:

Those people are not taking that information in in the moment.

Russell Arnott:

I think my main thing don't like about the format is that you

Russell Arnott:

have this audience of people with an amazing experience, amazing knowledge

Russell Arnott:

and skills, but the, the onus is put entirely on the person on stage as being

Russell Arnott:

like the expert and everyone in the audience is kind of dismissed I'm like,

Russell Arnott:

you've brought all these people together.

Russell Arnott:

It's such a waste of time.

Russell Arnott:

Like if you're not gonna get them to actually talk or learn from each other.

Russell Arnott:

I think conferences, they're so stuck in their ways that people

Russell Arnott:

are like, this is just how it is and you can't see anything else.

Sarah McLusky:

So I've got some thoughts on why we've got stuck in this way of

Sarah McLusky:

doing things, but I'd be interested to hear what you think about it.

Sarah McLusky:

How have we ended up here?

Russell Arnott:

I've seen how conferences are organised, having been in academia

Russell Arnott:

and it's literally a PhD supervisor walks into the office and goes, you

Russell Arnott:

two are organising the conference and they're like, huh, what do I need to do?

Russell Arnott:

Well, you need to get a tote bag completely covered in bad logos, and you

Russell Arnott:

need to put a pen in the tote bag, and we need to have a big meal and you need to

Russell Arnott:

get, get sticky pads for big posters and and you need to book some lecture theaters

Russell Arnott:

so everyone can talk and it's just that.

Russell Arnott:

It's like lowest common denominator.

Russell Arnott:

I pass the baton over, I'm giving it to people who, who aren't events

Russell Arnott:

experts or specialists, and they're told this is how I have to do it.

Russell Arnott:

And the system just perpetuates.

Sarah McLusky:

I think that is so true, and I think that it is, or when they

Sarah McLusky:

do get somebody else in to organise it, it's often a pretty low grade admin

Sarah McLusky:

assistant, essentially, and they'll be tasked with something like, you know,

Sarah McLusky:

booking the hotel and booking the catering and you know, all that sort of thing.

Sarah McLusky:

Maybe liaising with the speakers, and that is a really, really important work.

Sarah McLusky:

So I'm not in any way dismissing that.

Sarah McLusky:

A lot of that stuff is the absolute bedrock to running a successful event.

Sarah McLusky:

But often those people, because as I say, they're usually on a pretty low pay grade.

Sarah McLusky:

And then there's also this power dynamic again.

Sarah McLusky:

So they either don't have the experience or they don't have the

Sarah McLusky:

authority to put their hand up and say.

Sarah McLusky:

Why are we doing it this way?

Sarah McLusky:

You know, couldn't, couldn't we be doing something different?

Sarah McLusky:

And I think there's this pervasive expectation that people

Sarah McLusky:

think until they've done it.

Sarah McLusky:

Think organising events is easy.

Sarah McLusky:

They think, you know, you just book a room and people turn up.

Sarah McLusky:

And that's it.

Sarah McLusky:

But it's not, and I've been doing this stuff now for over 30 years really

Sarah McLusky:

and, and it's a real skill, and it's not just about, yes, there's the

Sarah McLusky:

logistics, but there's also essentially the psychology behind what you do and

Sarah McLusky:

the decisions that you make and the ways that you put people together.

Sarah McLusky:

And some of that comes from my experience of working in education.

Sarah McLusky:

Some of it comes from my experience of working in academia and seeing how people

Sarah McLusky:

interact with each other and bringing all of that stuff together is the way

Sarah McLusky:

that you deliver an amazing event.

Sarah McLusky:

You know, some of the things that I've done over the years, like the biggest

Sarah McLusky:

one that I did was 6,000 kids over the course of like four days, like

Sarah McLusky:

over a thousand kids coming in each day, like all these buses lined up.

Sarah McLusky:

And a lot of people would take something like, I know other people who've run

Sarah McLusky:

similar events and all they'll do is just get a big hall and just put all the

Sarah McLusky:

kids in there and have loads of stands.

Sarah McLusky:

But the thing is.

Sarah McLusky:

I know that that actually doesn't, people don't learn very much from that.

Sarah McLusky:

So even though it was harder work, my approach is like, no, we give them,

Sarah McLusky:

we give them a bit of variety and we'll have like a kind of show and

Sarah McLusky:

then we'll have some little workshops.

Sarah McLusky:

And it was really important to me that we give them a variety of experience

Sarah McLusky:

because everybody learns differently.

Sarah McLusky:

And when we think about accessibility, it's not just about having,

Sarah McLusky:

you know, lifts to get into the building and not having stairs.

Sarah McLusky:

It's thinking about all the different ways that people learn.

Sarah McLusky:

And so all of that experience is what you need to pull together to

Sarah McLusky:

actually do an event that feels exciting and special and genuinely

Sarah McLusky:

connecting people And, and I think the people that are currently organising

Sarah McLusky:

conferences, it's not their fault, but they just don't have that breadth of

Sarah McLusky:

understanding of what goes into it.

Russell Arnott:

Exactly, and I, not going to name the conference or the

Russell Arnott:

experience which I had over summer.

Russell Arnott:

But it was, it was a long experience.

Russell Arnott:

That was two weeks.

Russell Arnott:

Two weeks.

Russell Arnott:

It wasn't your normal thing.

Russell Arnott:

It was 120 people assembled from 40 different countries,

Russell Arnott:

and it was absolutely awful.

Russell Arnott:

It like, I cried four times.

Russell Arnott:

It was, it was painful.

Russell Arnott:

There was no opportunity to kind of interact or learn from any of the others.

Russell Arnott:

We were treated completely like children, I had an intervention with the conference

Russell Arnott:

organisers and it was like, we are not children like I'm a university lecturer.

Russell Arnott:

Like please let me help with this I, I was, yeah, I was

Russell Arnott:

just absolutely flabbergasted.

Russell Arnott:

And when it did finally fall to pieces, like a couple of days before the end,

Russell Arnott:

because they hadn't done any kind of group cohesion or anything like that.

Russell Arnott:

One of the organisers, I saw her and she had her head in her hands, and she was

Russell Arnott:

like, oh, you know, I'm a researcher.

Russell Arnott:

I'm not an events organiser.

Russell Arnott:

You know, I didn't think it would be this hard.

Russell Arnott:

And I'm like, yeah, it is.

Russell Arnott:

What did you think?

Russell Arnott:

What did you think you were gonna get this wad, wad of money, assemble these

Russell Arnott:

people, fly them across, put them in a a hotel and just speak at them and

Russell Arnott:

not do anything else for two weeks.

Sarah McLusky:

Is, I mean, that is an incredible scenario to and, and such

Sarah McLusky:

a, oh, when you add up, it's not just the cost of running the conference, but

Sarah McLusky:

it's the cost of those people's time.

Sarah McLusky:

It's the cost of the transport costs, the accommodation costs, all of that.

Sarah McLusky:

And then, I mean, I feel so sorry for that event organiser but that's one of

Sarah McLusky:

the problems is people don't know that until they're in it and she probably

Sarah McLusky:

never gonna want to do that again.

Sarah McLusky:

She's gonna like run screaming in the other direction.

Sarah McLusky:

And then that's how we don't get things getting better either, is

Sarah McLusky:

because people, like you say, it might be a PhD student or somebody,

Sarah McLusky:

they just tick that box and move on.

Sarah McLusky:

Another thing that happens a lot of the time as well is I think that

Sarah McLusky:

these, the really big conferences are outsourced to external companies.

Sarah McLusky:

And those external companies often just have a vested interest to get it done

Sarah McLusky:

as quickly and efficiently as possible.

Sarah McLusky:

And so for them, they just follow, like, this is the template, we

Sarah McLusky:

follow the template, tick all the boxes, and then it's done.

Sarah McLusky:

And because for them, the outcome is deliver a conference.

Sarah McLusky:

They're not incentivized to encourage people to have those conversations, for

Sarah McLusky:

people to go away feeling, you know, that they've made some connections and

Sarah McLusky:

it's been a good use of their time.

Sarah McLusky:

That's not baked into their contract and why they're there.

Russell Arnott:

Yeah, and I, I guess a bit of me feels that now as a conference

Russell Arnott:

attendee, I, I am, when I turn up, I'm expecting this passive experience, and I

Russell Arnott:

think maybe people are, well, what, what?

Russell Arnott:

What could you do?

Russell Arnott:

You want it to be all kind of bells and whistles and like putting people

Russell Arnott:

outside their comfort zones and things like, you want to be just

Russell Arnott:

like, oh, we're so out of the box.

Russell Arnott:

Let's like, well, what?

Russell Arnott:

Go on then.

Russell Arnott:

It's very easy for you guys to sit there and slag off the

Russell Arnott:

conference format, but like.

Russell Arnott:

Well, what are you gonna do?

Russell Arnott:

And then it's like, okay, you've got these academics and let's face it, compared to

Russell Arnott:

the general public, I would say academics are probably slightly more introverted,

Russell Arnott:

maybe slightly more on the spectrum.

Russell Arnott:

So putting people into uncomfortable situations , I think

Russell Arnott:

people are like, well, I don't wanna do that with this crowd.

Russell Arnott:

Let's not stress test the system or try and push people

Russell Arnott:

outside their comfort zones.

Russell Arnott:

Let's just keep doing it because the audience is expecting this as well,

Russell Arnott:

this kind of very passive experience.

Russell Arnott:

So

Sarah McLusky:

Yeah, but I think that leads us on really nicely though to one

Sarah McLusky:

of the reasons that we wanted to have this conversation and put it out into the

Sarah McLusky:

world is that, that we've got I some ideas about how we could do things differently.

Russell Arnott:

Yes.

Sarah McLusky:

and, and as you say, doing things differently in a way that

Sarah McLusky:

is helpful and that maybe pushes people out of their comfort zone a little

Sarah McLusky:

bit, but not too much, too quickly.

Sarah McLusky:

And some of those things I think are very simple.

Sarah McLusky:

You could take them all the way up to completely redesigning

Sarah McLusky:

conferences, but yeah.

Sarah McLusky:

What are some of your thoughts about how we could be doing things better?

Russell Arnott:

I think that needs to be a complete shift as the, from the conference

Russell Arnott:

attendee being a passive recipient of information to being an active participant

Russell Arnott:

in the community and in the conference.

Russell Arnott:

And I think this idea of pushing people outside of their comfort zones.

Russell Arnott:

I think if you let people know what to expect and what their expectation is

Russell Arnott:

when they're coming to this conference.

Russell Arnott:

It's not like they're being sprung, like, okay, I want you to stand

Russell Arnott:

up and give a five minute dance interpretation of your research.

Russell Arnott:

You know, it's not gonna be something like that.

Russell Arnott:

Yeah.

Russell Arnott:

So I think

Sarah McLusky:

I do know some people have done that though, and they've

Sarah McLusky:

made some very cool events, but that's an entirely different side of things.

Russell Arnott:

you know what I mean?

Russell Arnott:

It's like, like putting people on the spot isn't, isn't what this

Sarah McLusky:

Absolutely.

Russell Arnott:

about

Sarah McLusky:

Definitely not.

Russell Arnott:

it's, it's like in life you get out what you put in.

Russell Arnott:

I think should be more of a focus on the attendees as participants

Russell Arnott:

within a community bringing skills, knowledge, and experience to share.

Russell Arnott:

And the conferences that I've seen that have worked really well in terms

Russell Arnott:

of interactions are where people are encouraged to submit information to an

Russell Arnott:

online portal or an app or a webpage where you can see who's gonna be there.

Russell Arnott:

You can filter it by interests and people can basically say, this is

Russell Arnott:

what I'm really good at and I'm happy to talk about, or happy to share.

Russell Arnott:

And I'm interested in meeting people that are able to do this or have

Russell Arnott:

conversations in and around that.

Russell Arnott:

So.

Russell Arnott:

Doing that small bit of prep in advance to kind of pave the way, to smooth

Russell Arnott:

the way and facilitate interactions, skill, knowledge exchanges, I think

Russell Arnott:

is really simple and really effective.

Russell Arnott:

But that's, I think, is this, the key is that the conference

Russell Arnott:

participant shouldn't be a passive.

Russell Arnott:

They should be an active contributor to the community and to the event.

Sarah McLusky:

Yeah.

Sarah McLusky:

And I, I really hope that that making people feel like more like participants

Sarah McLusky:

rather than audience members can also help to shift some of that dynamic as well.

Sarah McLusky:

'cause as you say, people often go in just, you know,

Sarah McLusky:

oh, clinging on for dear life.

Sarah McLusky:

Like, get through this presentation or, or get through this poster.

Sarah McLusky:

And it, it is often that sense of this is something that I have to do

Sarah McLusky:

to tick that box on my CV or, you know, show my research with the world

Sarah McLusky:

and I feel that people often don't show up to conferences feeling very.

Sarah McLusky:

Like expecting very much from them, you know?

Sarah McLusky:

But I think as you say, some of that, just a little bit of prep work before,

Sarah McLusky:

I mean, recently for an event I was sent a delegate list beforehand,

Sarah McLusky:

and it's the first time in years that I've been sent a delegate list.

Sarah McLusky:

And I had forgotten what a gift that was because I knew that there were

Sarah McLusky:

gonna be a lot of people at this event that I hadn't met in person that I

Sarah McLusky:

knew, maybe from LinkedIn or, you know, we connected over something else.

Sarah McLusky:

We had, you know, mutual connections in common, but I

Sarah McLusky:

hadn't met them in person before.

Sarah McLusky:

So having that list meant that I could go and look them up on, on LinkedIn before,

Sarah McLusky:

remind myself what they looked like.

Sarah McLusky:

And just be like, right, okay, yeah, I, I want to talk to them.

Sarah McLusky:

Now.

Sarah McLusky:

Fortunately, that was a, a small event, so it was really easy to find people.

Sarah McLusky:

But another thing I found is recently I went to a really big conference

Sarah McLusky:

where, again, I knew there were lots of people in the room that I knew in

Sarah McLusky:

some respect, but hadn't met in person.

Sarah McLusky:

At the end of the day, I hadn't managed to speak to any of them because I

Sarah McLusky:

couldn't find them because it was a really big conference and there was

Sarah McLusky:

no structured, you know, there was no kind of way to help people to network,

Sarah McLusky:

to find people, like you say, maybe to have small group conversations.

Sarah McLusky:

Even just stuff like, some of the things that I feel would make such

Sarah McLusky:

big difference are really small, like just making the coffee breaks

Sarah McLusky:

longer, making the talks shorter.

Sarah McLusky:

Maybe after a talk you have people just spend a couple of minutes talking

Sarah McLusky:

to the person sitting next to them about the talk and about what they

Sarah McLusky:

heard, and then maybe that gives people an opportunity to frame questions.

Sarah McLusky:

Some of this stuff is so, you know, like you say, we're not talking about

Sarah McLusky:

interpretive dance or, you know, research based standup comedy or something.

Sarah McLusky:

It's, it's just making a little bit more room for connection

Sarah McLusky:

and conversation I think just makes such a massive difference.

Russell Arnott:

I wanna walk away with having learnt something properly or, or

Russell Arnott:

having found a, like a collaborator that I'll be able to, and not just someone

Russell Arnott:

like, oh, I've got a business card.

Russell Arnott:

I'll follow up with like an, an email.

Russell Arnott:

Actually have a connection with someone.

Russell Arnott:

Like, okay, this is great.

Russell Arnott:

We're gonna walk away from this and something is gonna happen,

Russell Arnott:

something's gonna gonna get done.

Russell Arnott:

I think one of the most impactful things, again, going back to the EMSEA conference

Russell Arnott:

was one of the founders of it, Peter Todenham, he ran this thing called open

Russell Arnott:

space where you just have a map of the conference and you've got different

Russell Arnott:

tables or different rooms, and if you want to talk about something, you write

Russell Arnott:

it on a post-it note and you slap it on the room and everyone goes to that room

Russell Arnott:

who's interested to talk about that thing.

Russell Arnott:

If you, if you suggested the session, you make notes and you give it

Russell Arnott:

back to the conference organisers, and then they decide the direction

Russell Arnott:

of the subsequent days, I think.

Russell Arnott:

I think there's this idea that, okay, well what I'm being lazy as a conference

Russell Arnott:

organiser if every moment isn't filled with something, and that actually, if

Russell Arnott:

it is a bit more flexible and a bit more fluid, and I can allow as things pop up

Russell Arnott:

or people want to talk about something or within our community, we could be adaptive

Russell Arnott:

to be able to kind of deal with that.

Russell Arnott:

And similarly with open space, it's great if you decide I want

Russell Arnott:

to talk about this, you go to your room and no-one else is there.

Russell Arnott:

You clearly know that this thing that you've proposed isn't in

Russell Arnott:

of interest to your community.

Russell Arnott:

So you're

Sarah McLusky:

Yeah.

Russell Arnott:

there we go.

Russell Arnott:

And you know, it's a great rule.

Russell Arnott:

You know, you can be active within those sessions.

Russell Arnott:

You can be a passive butterfly and flit around them all.

Russell Arnott:

But the rule is you only stay if you are contributing actively,

Russell Arnott:

or you are learning something.

Russell Arnott:

And if you're doing neither of those things and none of the sessions

Russell Arnott:

that are proposed are of interest to you, then just go check your emails.

Russell Arnott:

No one cares.

Russell Arnott:

You know?

Russell Arnott:

So there you go.

Russell Arnott:

It's, it's, but again, if you were like to propose that and

Russell Arnott:

people are like, oh, what?

Russell Arnott:

What's the conference agenda?

Russell Arnott:

And you sent it through and you were just.

Russell Arnott:

What?

Russell Arnott:

Well these guys are lazy.

Russell Arnott:

What you, you expect me to give up a day of my time for like open-ended chat?

Russell Arnott:

And it's like, well, yeah, but trust in us as the organisers that this isn't

Russell Arnott:

us being lazy, that this is gonna be facilitated and that this is going to

Russell Arnott:

be much more interesting, impactful, and you are gonna get much more out of it

Russell Arnott:

than the normal conference experience.

Russell Arnott:

So.

Sarah McLusky:

Yeah, I think that that sense that it is often, I often say

Sarah McLusky:

that it's the content that gets people through the door, so that's where, like

Sarah McLusky:

you say, who are the speakers and what's the topics and that sort of thing.

Sarah McLusky:

So it's finding that balance, isn't it, between making people feel

Sarah McLusky:

this is something worth showing up for and then giving them what they

Sarah McLusky:

really want or what they really need.

Sarah McLusky:

I mean, I think not just with the fact of, you know, now the, the push for

Sarah McLusky:

interdisciplinary, interdisciplinary collaboration and the increase in

Sarah McLusky:

hybrid working and you know, there's this sense that when we do actually

Sarah McLusky:

get people together in a room, we need to make really good use of that time.

Sarah McLusky:

So I think we've set out there all these ideas and things we've got and so we are

Sarah McLusky:

pulling those ideas together into a bit of an offer for any conference organisers.

Sarah McLusky:

So if there are people out there listening, thinking, yeah, I,

Sarah McLusky:

I've been to those conferences that were, you know, grim.

Sarah McLusky:

I want to do things a little bit differently.

Sarah McLusky:

What can we offer to help?

Russell Arnott:

Can we offer?

Russell Arnott:

Well, I think that we both have a lot of event organisation experience.

Russell Arnott:

We have been to our fair share of really bad conferences from

Russell Arnott:

across different, different areas.

Russell Arnott:

And I think we've been to conferences that have tried something a little

Russell Arnott:

bit interesting and have developed between us a little bit of a toolbox,

Russell Arnott:

which we think is applicable across all different types of conference.

Russell Arnott:

It not just our own specialists.

Russell Arnott:

So I know I started at the beginning talking about ocean stuff, you

Russell Arnott:

know, the, the stuff which we are proposing isn't is for any conference.

Russell Arnott:

so we have put together a thing, a thing, a collaboration,

Sarah McLusky:

A thing?

Sarah McLusky:

a collaboration.

Sarah McLusky:

Yeah.

Russell Arnott:

Which we are calling Re:Conference because

Russell Arnott:

we want to reimagine, rethink, redo the conference format.

Russell Arnott:

and yeah, if you are interested in working with me and Sarah to improve the

Russell Arnott:

conference experience and we have a tiered approach depending on what your budget

Russell Arnott:

or, how much trust you wanna place in us.

Russell Arnott:

But we have a website, which is re- conference.org, where you can

Russell Arnott:

go on there and you can see who we are and what we are proposing.

Russell Arnott:

And yeah, we look forward to hearing from you

Sarah McLusky:

Yeah.

Sarah McLusky:

Yeah, so I'll put the link to the conference webpage in the show

Sarah McLusky:

notes so people can find it there.

Sarah McLusky:

We've discovered not the easiest thing to Google, but you'll be able to find

Sarah McLusky:

either me or Russell as well, and you can get in touch with us that way.

Sarah McLusky:

But some of the things that we're thinking of that we could offer is

Sarah McLusky:

some of the things that I've found that can make the biggest difference.

Sarah McLusky:

Basic level is you can just come to us with your conference agenda and what

Sarah McLusky:

you want to get out of the conference and we can give you some suggestions.

Sarah McLusky:

And as I say, it might be some of just those small tweaks,

Sarah McLusky:

like making the breaks longer.

Sarah McLusky:

Having maybe just one session that isn't quite so structured where

Sarah McLusky:

you have a bit more discussion.

Sarah McLusky:

Maybe it's sending out the delegate list in advance, or having some kind

Sarah McLusky:

of online forum that goes along.

Sarah McLusky:

You know, so there's little things that you can do around a

Sarah McLusky:

workshop or a conference to, to make a big difference actually to

Sarah McLusky:

the experience of the attendees.

Sarah McLusky:

So you can come along and we can give you that advice there.

Sarah McLusky:

Or you can get me and or Russell to come along to your event

Sarah McLusky:

and run some sessions for you.

Sarah McLusky:

And that might be helping to do some facilitated networking that doesn't

Sarah McLusky:

feel awkward and cringy and actually gets people having natural conversations

Sarah McLusky:

and finding the people that they are interested in connecting with.

Sarah McLusky:

We can do that.

Sarah McLusky:

We can run some of these open space type, discussion centered kind

Sarah McLusky:

of activities we can help to, get people out of the conference room

Sarah McLusky:

if that's what you want to do.

Sarah McLusky:

You know, it's well known that sometimes you have the best conversations when

Sarah McLusky:

you're not face-to-face with somebody and when actually you're maybe

Sarah McLusky:

doing something a bit more relaxed.

Sarah McLusky:

So we can help to organise those things as well.

Sarah McLusky:

But yeah all sorts of things that help to shift the focus from being

Sarah McLusky:

presentation centered, information centered to being a bit more people

Sarah McLusky:

centered, and that is very much what we want to offer out there into the world,

Russell Arnott:

I think this is really important, like really important for,

Russell Arnott:

for science in particular, because at the moment I feel that this is a bottleneck

Russell Arnott:

in scientific advancement, in knowledge exchange, skill exchange, you want.

Russell Arnott:

You are there, like the stuff that I'm involved with often is trying to

Russell Arnott:

save the ocean, trying to deal with climate change, these big issues,

Russell Arnott:

and if people aren't collaborating as well as they can, if people aren't

Russell Arnott:

sharing knowledge and information and skills as well as they can, then.

Russell Arnott:

You know, we are stalling the system.

Russell Arnott:

The system is, isn't progressing as quickly as it should be.

Russell Arnott:

So I think this is one of the reasons that we're, I feel a slight desperation about

Russell Arnott:

trying to do this and help people come together for, for the good of humanity.

Russell Arnott:

And I think all this is what all science, tech, everything is, is aiming to do so,

Russell Arnott:

and the conferences are, are a one chance a year where everyone comes together

Russell Arnott:

to talk about or should talk about the big issues and it's not happening.

Russell Arnott:

So there's a slight kind of urgency I think, in terms of what I'm trying,

Russell Arnott:

what we are trying to achieve.

Russell Arnott:

So yeah, there we are that get off my podium.

Sarah McLusky:

We need to get you on your soapbox there.

Sarah McLusky:

Oh, fantastic.

Sarah McLusky:

Well thank you so much Russell, for coming along.

Sarah McLusky:

For sharing your insights into conferences and yeah, and for it should be said,

Sarah McLusky:

Russell is kind of the, the origin of this and managed to drag me into this scheme.

Sarah McLusky:

But I think between us, we have, as you say, got a lot to offer and

Sarah McLusky:

I think it, I think people might be surprised at how easy it is to

Sarah McLusky:

make a really big difference to the experience to people in conferences.

Sarah McLusky:

So yeah, come and come and have a chat.

Russell Arnott:

Don't say that.

Russell Arnott:

We have to make it like it's really difficult and people have to hire us.

Russell Arnott:

To be fair, we have shared quite a lot of ideas on the podcast, so there we go.

Russell Arnott:

Yeah.

Sarah McLusky:

Yes.

Sarah McLusky:

Yeah.

Sarah McLusky:

Well, I think it's, as you say, if our mission is to actually make things better.

Sarah McLusky:

Then there's more, there's more conferences out there,

Sarah McLusky:

and then we can possibly help.

Sarah McLusky:

So yeah, we need to get the word out.

Russell Arnott:

This is very true.

Russell Arnott:

Make your conferences better everyone!

Russell Arnott:

Make them better!

Sarah McLusky:

Thanks for listening to Research Adjacent.

Sarah McLusky:

If you're listening in a podcast app, please check you're subscribed and then

Sarah McLusky:

use the links in the episode description to find full show notes and to follow

Sarah McLusky:

the podcast on LinkedIn or Instagram.

Sarah McLusky:

You can also find all the links and other episodes at www.researchadjacent.com.

Sarah McLusky:

Research Adjacent is presented and produced by Sarah McLusky, and the

Sarah McLusky:

theme music is by Lemon Music Studios on Pixabay and you, yes you, get a big

Sarah McLusky:

gold star for listening right to the end.

Sarah McLusky:

See you next time.