Costs, crowds and conference halls: the balancing act behind an annual conference

Wondering how we put on a successful conference and choose our venues? Read on.

As we finalise the process of putting together our annual conference for 2027, I am reminded of a comment made by a conference delegate that all we had to do was “find a room, put academics in it and the discussion would start”. Well yes…but if only it was that easy! 

There are the obvious things to get right such as choosing the venue and building a diverse and intellectually stimulating programme, but it’s often the smaller details that really enhance the conference experience, making BISA so special. 

So how are locations and venues chosen? Ideally, UK university departments answer our conference call by putting together a well thought out proposal. We look for a dedicated local academic team with ideas, passion and the drive to bring the conference to their town or city. We try to choose locations that delegates will want to visit, and that have plenty of arts, culture or history to explore outside the confines of the conference. Once chosen, BISA steps in, often working with the local tourist and convention centres to scout appropriate and cost-effective venues.

There is a lot to think about. If possible, we want to find a location with a ‘village-like’ atmosphere, where delegates can easily get from one panel/roundtable to the other while being able to meet in a central hub. Having restaurants, bars and hotels within easy reach is an added bonus. Our delegates rightly expect good tech facilities for presentations, fully accessible rooms, affordable yet quality catering, and an overall first-rate helpful service. This is no easy task for 1,000 plus delegates, but we always look at a range of options such as university venues, local civic buildings, hotels and private conference facilities. Decisions are made based on what each venue can offer our delegates (including sponsorship), level of service and value for money. You may be surprised to hear that university venues are often the most expensive!

With the best of EDI practises remaining at the core of our planning, we are proud that, in addition to the three days of inspiring, provocative and diverse panels and roundtables, we bring you childcare and travel/accommodation bursaries, pre-conference development workshops, a wide range of fringe events including our popular reception, leading keynote speakers, refreshment and lunch options (uniquely included within your delegate ticket), a diverse range of exhibitors, and the very best hotel rates that we can find. Our aim is to build an attractive package that will bring our worldwide International Studies community together over three days to enjoy the intellectual rigour that is BISA!

It is worth mentioning the considerable amount of time and effort spent by the small BISA team in ensuring that delegate needs are taken care of in a professional manner. Each year we book spaces for prayer, spaces for nursing, cater for a range of different dietary requirements, and we have a quiet room. We also work with venues to try and arrange gender-neutral bathrooms where not already available. Additionally, we receive many requests from those with access needs, and other special requests. We work hard to meet these needs where possible. For example, we ask all delegates with mobility requirements to let us know which panels, roundtables and other events they’d like to attend, and we try to schedule these in the same building to limit movement between venues. Of course we don’t always get it right. Sometimes the needs of different delegates clash, things are moved after we’ve set them up, or venues simply can’t provide something we ask for.

As is always the case, costs are a key consideration in conference decision making. As Director/CEO, I admit to being obsessed with ‘registration watching’ because as the figures (and income) rise so do the possibilities of what we can offer you. I keep a very sharp eye on the budget to ensure our conferences break even, and I am always thrilled to be able to report any surplus made to trustees and members, so that we can plough it straight back into the Association’s annual activities. 

As BISA conferences have grown, so too has the planning behind them. Gone are the days when trustees with demanding academic jobs organised a conference in a few days. Today a dedicated team of BISA staff start the planning process two years before the event takes place, with the academic side being overseen by the Conference Chair. We juggle several conferences at once, and when one is over we have already started the next! Our working group conveners, who are all volunteers, should also receive a mention as they are instrumental in reviewing submissions to their working group’s conference ‘track’, and building panels from submitted abstracts.

In June 2027 we will be in four different venues, all closely located in central Manchester and no more than a 10-minute walk from Manchester Piccadilly train station. We are working hard with the local university conference teams at the University of Manchester and the Manchester Metropolitan University to bring you a first-rate experience. We want you focus on the intellectual aspect while seemingly gliding between registration, panels/roundtables, lunch and networking.

I look forward to seeing you there!