Tagged: Conferences

12 Ways to Attend a Conference for Less: part 2


Numbers 7-12

Here’s my final offering, part 2 of ‘Ways to Attend a Conference for Less’. If you think I’ve missed something, or you have additions to make – please add your thoughts via comments. Contributions are more than welcome!

7. Be a Rapporteur 

A rapporteur is a person appointed to investigate an issue or situation and report back to the appointing organisation. If you know of NGOs, charities, departments, committees, associations and agencies in your field that may be interested in a national event you are targeting, contact them directly. State that you are planning to attend Conference X and ask whether they would be interested in your acting as a rapporteur for them and – if so – whether the organisation would be able to supplement your attendance. It is highly unlikely that the organisation will pay your registration costs (they would most likely send their own people), however, you may be able to negotiate all or part of your travel costs in return for a report on the conference that pays close attention to the particular interests of your new sponsor.

Note: This is by no means an easy way to bring down your conference costs, as it requires careful organisation.  As with ‘Be a Journalist’ (below) you may want to consider having a CV to hand, with proof of writing experience to demonstrate you have the skills necessary. Also, you will need to make sure that the conference sessions that you are interested in will be commensurate with the interests of the organisation sponsoring you. 

Finally, and perhaps most importantly, you are supplying a professional service to your sponsor. Your note-taking will need to be of a high-quality, and you may need to dedicate substantial time to writing-up your report. On the other hand, this could be an excellent way of introducing yourself to potential sponsors (employers?!) and proving yourself to be both useful and professional. 

8. Be a Volunteer 

Those of you paying attention will have spotted the great Comment contributions from Karen about volunteering at conferences. Volunteering may ensure you can attend a conference for free, or at a reduced rate. This point merges with the next, but note that being a volunteer need not be the experience of a general dogsbody.  If a conference is not delivered by an Events Management Company, there should be opportunities available. 

9. Be a Conference Organiser 

Closely linked to Volunteering, this Conference Organisation also recognises the value in getting involved in a conference at a more formative level. Routes into conference organisation may come for students in the form of Post-Graduate conferences, local Research Networks, or larger conferences organised within your department or by colleagues in your field. Unconferences offer another way in, for those wanting to get their hands dirty (thanks again to Karen on this!). 

Organisational committees usually require regular meetings to arrange and discuss the finer points of organisation. If you are a post-graduate student, your role may depend on the networks you are involved in, or simply how pushy/assertive you are. You may be representing your host institution, relaying information or working to represent and involve your peers. If you are not a departmental or business insider with funds to deploy, remember you may have leverage in terms of your own expertise (Accessibility? Technology? Education? Other?) and your access to contributions ‘in-kind’. There are particular aspects of support that all conferences require, including helping hands to promote the event to relevant communities, Referees to gauge and review the quality of papers submitted, and session Chairs who introduce speakers, co-ordinate questioning and ensure that presentation slots run to time.

10. Be Self-Employed

Becoming self-employed is a significant step that should not be taken lightly. In effect you are setting up a small business which will entail managing your tax return, record keeping and invoicing amongst other things. However, as a freelancer [registered sole-trader] in the UK I’m able to offset business expenses against tax.  Conferences, travel and subsistence (meals and overnight accommodation) make up part of my business expenses. Clearly there’s a balance to be struck here – as to claim for expenses you need to ensure enough taxable income to make this viable.

More information about becoming self-employed is available via Business Link   and HMRC.  The Inland Revenue also provide a guide to “Expenses and Benefits” .  For a plain language version aimed at Freelancers consider the Freelance Advisor Guide.

11. Off-set the Costs

Substantial Freebies are relatively rare. Many conferences include a ‘goodie bag’ containing a memory stick with the conference proceedings therein, a journal or two and some note paper. However more notable Goodies do exist. Were you thinking of buying an iPad? Maybe you should’ve registered for this year’s Handheld Learning Conference . At between £495-£595.00, their early-bird registration is steep – but it includes a free iPad and a £100 voucher for the Game Based Learning Conference. Double trouble!   

12. Attend Remotely

Attending a conference remotely is an increasingly viable option as conferences become ‘amplified’.  Whilst conferencing from the comfort of your own home or place of work might not be as glamorous as jetting to distant climes for cocktails and parallel sessions, it’s difficult to find a more convenient option. Where else can you watch presentations in your pyjamas? Don’t answer that.

The term ‘amplified events’ was coined to describe ways in which networks and related technologies are being used to enhance the impact of, and access to, discussions and learning at events such as scholarly conferences.

Amplified events may make use of Twitter (as an event ‘back channel’), Slideshare (making presentation slides available), social networks, live video streaming, downloadable video and event ‘hashtags’ to allow content to be easily found. Blogrolls may combine all the online commentary posted after an event offering a ‘digested read’ of key speakers and sessions. From this point it’s increasingly possible to follow up such leads online, making connections with delegates without attending in person.  Some events take place entirely within virtual spaces (although I must admit, my SecondLife avatar is getting a little dusty).  Moreover, even those events that are not formally represented online may have been compromised by rogue Tweeters; counter-surveillance and wi-fi lock-down not withstanding.  Read more about the benefits of amplified events on Brian Kelly’s blog

If you are unable to attend for any reason, developing your own strategies for navigating multi-media coverage makes observation and interaction possible. I increasingly find that tracking hashtags for key conferences in my field allows me to extend my Twitter network to incoporate new people that I might never have otherwise discovered. Of course, there are other benefits.  For example, last year the Handheld Learning Conference 2009 made many of their presentations available to watch online and download via iTunes. This meant I was fortunate to be able to listen to a keynote by the Great Ray Kurtzweil whilst washing up with my Ipod in my pocket. This allowed me to multi-task though chores and with my work schedule unaffected.  Listening to and viewing presentations in this way later informed my blog post about the conference’s inclusion strand.

12 Ways to Attend a Conference for Less


Part 1. Numbers one to six

As I veer wildly towards the close of my PhD and the conference season heaves into view, I’ve become aware that I’ve gained a lot of knowledge regarding the logistics and financing of conference attendance that other might find useful. For the average student or early career researcher conferences represent a double bind. Often you simply can’t afford to go. But more often you can’t afford not to.

Conferences are valuable for airing your research and gaining expert feedback, building the contacts and networks that help forge the precious academic reputations that often lead to publications and employment. Conferences also often give you social access to the Big Names you’ve been reading as well as a sense of community within your discipline – this can be particularly important for PhD students in the arts and social sciences, where research can be a lonely business.

In this post, I’m aware that – to a certain extent – I will be delivering a backstage view of hacks I’ve used. This is a no-holds-barred account of what I have done previously to get in to conferences where cost has been the bottom line.  It’s not all pretty, although I like to think this demonstrates some of the tenacity and determination.

If you have any additions to this list, please post them as comments – it would be great to hear your thoughts. 6 more cost-cutters to follow next week….

1.  Pick Your Conference

When choosing what conferences to attend, there are various internal equations you will need to complete relating to the reputation of the conference, it’s projected audience, distance, size and so on.  There are certain trends in these factors that the discerning delegate-wannabe will want to note, for example, industry conferences tend to cost more; postgraduate and not-for-profit conferences, substantially less. Other factors may depend on the number of ‘star’ (read: ‘expensive’) speakers, sponsors backing the event, the calibre of the venue and disciplinary culture.  You need to investigate this to find what is viable for you.  Here are two further tips:

  • Factor in Transport and Accommodation
    Transport and accommodation can be huge financial commitments. Fortunately, many conference organisers are aware of this – leading sometimes to counter-intuitive outcomes. For example, I have found it cheaper to attend conferences in Norway and Sweden than in my home country of the UK.  This has been true when I have benefited from lower Nordic registration prices, favourable exchange rates, budget flights, and cheaper accommodation.  Another tip for Swedish conferences is pack your swimmies, every hotel has a sauna.  For great tips of cheaper travel and accommodation visit moneysavingexpert.com, I’ve also benefited from TripAdvisor’s reviews, which frequently help discern better budget accommodation.
  • Let the conference to come to you
    Whilst some routes and destinations are cheaper than others, remember that many international conferences tour like the royal courts of old.  If you break the bank to attend a conference in a far flung and exotic location, be prepared for the next years’ expo to roll onto your doorstep. Some major conferences purposefully alternate continents, if you can catch them whilst they’re close, you will save money, time and carbon.

2.  Be an Early Bird

First thing’s first, if you’re able to plan ahead, you will benefit.  Early conference registration can frequently result in substantial savings as many conferences offer an ‘Early Bird Discount’, this early registration allows the organisers to better gauge projected numbers and marketing and can save you approximately 20% on registration fees.

3. Be a Student

Some, but not all, conferences offer student discounts – however, these can be poorly signposted. If you are a student, be sure to check if a discount is offered – contact the conference organisers directly if no discount is offered.

As a student you may also be eligible to for a grant or bursary to attend.  Again, these are not always brilliantly advertised. It could be a line of text on the website, or even an unspoken understanding. I’ve found this to be particularly true of Scandinavian countries.

Finally, this might sound extreme, but if you are self-employed, or a freelancer, the savings to be made through student status (and via education discounts on software etc) may actually mean it is worth taking on part-time study.

4. Be a Member

In many academic fields leading conferences are organised by associations. Association membership may get you a cheaper ticked at registration. It may also come with added benefits in terms of a journal subscription, discussion list access, and/or professional newsletter. In my experience, membership is often far less than the saving you will make on the conference fee. Moreover, many memberships are themselves discounted to students, unwaged and other groups.

5. Be a Presenter

Presenting, unfortunately, does not necessarily imply that you will get any concession on conference registration or fees unless you are a keynote speaker. Some conferences will bank upon the fact that many delegates will attend because they are presenting.

However, your own organisation or institution may have funding for you to present at a conference. At the University of Nottingham for example, funding is available from both departments and the Graduate School. Investigate what awards are available and plan strategically where the money will be best spent. You may also be eligible for a grant from another independent body or a research council if you have a studentship.

Further to this, look beyond the conference. If you intend to present – can you expand your trip to include other presentation opportunities. For example, presenting your research to businesses, universities, NGOs or government in the same area? These organisations may pay, or offer to supply travel costs or a maintenance allowance that makes the conference viable.  Obviously this takes planning, but if you’re planning on going a long way, it makes sense to make the most of your trip.

6. Be a Journalist

If you’re confident of your writing skills and/or have any articles to prove your journalistic abilities, consider your target conference with an editor’s eye. Are there any Keynote or visiting speakers who might be news worthy? If so, it’s likely that Press will be there. As an expert and insider in the field, you are well placed to offer your services to any interested publishers. For example, in 2007 I interviewed Dr Peter Norvig for Custom PC. Norvig is Google’s Director of Research, he was visiting the UK for a keynote at the Association for Learning Technology conference.  I interviewed  him on the final day of the conference, having been queued up behind the BBC.  Alongside the benefits of professional writing and publishing, my editor ensured I had a press pass, meaning I could sidestep the not-insignificant conference fee of £495. Really, it’s worth a try.