Supporting First-time Conference Presenters and Attendees

Are you preparing to present at an academic conference for the first time? Join us for an engaging webinar, Tips for First-Time Academic Conference Presenters, where you’ll gain essential insights to help you shine on stage. From crafting a compelling presentation to handling Q&A sessions with confidence, this session is packed with practical advice tailored to early-career academics and students. Learn how to manage nerves, connect with your audience, and leave a lasting impression on peers and professionals in your field. Don’t miss this opportunity to set yourself up for success.

Speaker: Bryonny Goodwin-Hawkins, Countryside and Community Research Institute, University of Gloucester, UK
Bryonny Goodwin-Hawkins is Senior Research Fellow at the Countryside and Community Research Institute. An interdisciplinary researcher working towards inclusive futures for rural regions, she is operational lead for the National Innovation Centre for Rural Enterprise (NICRE) in South West England, and has contributed to the Horizon 2020 projects IMAJINE and ROBUST.

Speaker: Grete Gansauer, Montana State University, USA
Grete Gansauer is an economic geographer and interdisciplinary public policy researcher focused on regional development, infrastructure, and the local state in peripheral regions and ‘left behind’ places. She is a US Department of Agriculture Predoctoral Fellow and PhD Candidate in Geography in the Resources and Communities Research Group at Montana State University. Her dissertation examines the extent to which Biden Administration place-based industrial policies address infrastructure and economic development needs in rural, natural-resource dependent regions of the Western USA. Grete is a co-organizer of EdgeNet, a RSA research network on peripheries and why they matter, and she co-edits the Just Rural Futures blog, a collective thought project to elevate diverse voices and research from rural areas around the globe.

Chair: Alan Kinder, RSA, UK
Alan is the Chief Executive of the Regional Studies Association and General Manager of the RSA Europe foundation. He joined both organisations in February 2024, arriving with extensive experience of organisational and professional leadership. Alan’s background is as a geographer and geography educator. He led the Geographical Association (GA) for over 11 years and played an active role in national and international education policy for over 20 years, exerting a considerable influence on the curriculum and professional practice we see in geography education today. Alan’s key responsibilities include strategic and organisational leadership, securing the sustainable development of both the RSA and the RSA Europe foundation and acting as the principal ambassador for each organisation.

Get to know the RSA team and connect with fellow attendees in a relaxed, informal setting during our virtual coffee and chat session. It’s the perfect way to network and feel more at ease before the conference.

Welcome to the RSA Annual Conference: A Guide for First-time Attendees 

The RSA Events Team is excited to welcome you to the RSA Annual Conference! We understand that attending a large conference for the first time can feel overwhelming. With over 200 sessions across three days and up to 30 running simultaneously, navigating such a dynamic event can be a challenge. That’s why we’ve created this guide – to help you feel confident, prepared, and ready to make the most of your experience.

The RSA is mindful of the unique challenges first time attendees may face. From finding your way around, building connections and presenting for the first time, we know this can be both exciting and daunting. That’s why we are determined to ensure that all attendees, especially those joining us for the first time, feel welcomed, supported, and equipped to thrive during the event.

The RSA Annual Conference is not just about sessions and presentations – it is a wonderful opportunity to learn, connect, and grow within a vibrant and diverse community. Whether it’s through formal sessions, informal networking, or spontaneous conversations, this is your opportunity to embrace new ideas, make meaningful connections, and contribute to important discussions about regional issues.

We also encourage you to review these important resources:

• Conference Code of Conduct
• Event Privacy Statement
• Tips and Techniques for Effective Presentations
• Making an Appeal with the Eyes – Simplicity from Complexity in Data Visualisation

General Tips for the Conference

Manage Your Schedule

• Download the RSA mobile app to create a personalised daily agenda, explore the programme, and stay informed about networking events, session details, and other conference updates. Download the app IOS or Android from your phone’s app store. See our “How to” video guides for information on downloading RSA Hub App and using it in preparation for the conference.
• Use the app to search for sessions and events that align with your interests.

Prioritise Your Activities

• Identify must-attend plenary talks, keynote addresses, and special sessions centred on the conference’s featured themes.
• Balance these with opportunities to explore less familiar topics to broaden your perspective.

Be Flexible

• Allow room in your schedule for unexpected opportunities, like impromptu conversations or changes in session availability.
• Check the app regularly for updates on schedule changes, room assignments, or new announcements.

Pace Yourself

• Conference days can be long and busy, so plan time for breaks.
• Take advantage of opportunities to explore the city, meet new colleagues, and reconnect with old friends.

Finding Your Way Around

• Visit the registration desk upon arrival to collect your name badge and lanyard. Badges are printed on both sides and include your name, institution, and country for easy identification.
• Nearby, you’ll find exhibitors and the refreshment area—both excellent spots to meet fellow attendees.
• Session room names are listed in the programme and marked with clear signage. Arrive early to familiarise yourself with your presentation room and upload your materials ahead of time.

Wi-Fi and Staying Connected

• Eduroam is available for attendees from participating universities.
• A dedicated conference Wi-Fi network will also be provided; login details will be shared during the event.

Dress Code

• The dress code is relaxed. Aim for smart casual, particularly if you’re presenting.
• The average temperature in Porto for May is 20ºC, but it’s wise to pack layers in case of cooler or changeable conditions.
• Comfortable shoes are a must for long conference days

Session Types and Tips

Session Formats

• Parallel/Paper Sessions: Each presenter has 15 minutes to speak, followed by 10 minutes for Q&A. Bring your presentation on a USB for upload.
• Panel Sessions: Panellists provide brief remarks, then engage in a moderated discussion with audience Q&A.
• Plenary Sessions: High-profile sessions featuring distinguished speakers and discussants.
• Special Sessions: Convenor-led discussions on specific topics, including journal lectures.
• Professional Development Sessions: Opportunities like “Meet the Editors” and sessions on publishing or career advice.

Tips for Presenters

• Familiarise yourself with your session room ahead of time.
• Introduce yourself to the session chair and fellow presenters.
• Prepare and rehearse thoroughly and keep track of time using the chair’s signal cards (5 minutes, 2 minutes, STOP).
• Take notes during Q&A and ask for clarification if needed.
• After your session, engage with attendees for feedback and discussion.

General Session Tips

• Arrive early to sessions and stay for the full duration when possible. If you must leave, do so quietly.
• Ask thoughtful questions of presenters, modelling the kind of engagement you appreciate during your own session.

Supporting First Time Attendees

The RSA is committed to helping new attendees feel at ease and empowered. In addition to this guide, we have planned initiatives to help you prepare for and navigate the conference:

• Online Pre-Conference Events:
  These include sessions such as Tips for First-Time Presenters and a virtual coffee chat with the RSA team to answer questions and share insights about the conference experience.
• First-Time Attendee Networking Opportunities:
  Join targeted networking sessions, field trips, or informal social gatherings to meet other first-timers and experienced attendees in a smaller, more relaxed setting.
• Personalised Support:
  Use the RSA app to connect with the community before and during the event. Reach out to the RSA team, who are dedicated to helping you overcome nerves and make valuable connections.

If you have ideas for further initiatives to support first-time attendees, we welcome your suggestions. Please email us at events@regionalstudies.org.

Final Thoughts

The RSA Annual Conference is a unique opportunity to immerse yourself in the regional studies community. Whether this is your first time or your tenth, the RSA is here to ensure your experience is rewarding and enjoyable.

We’re excited to see you in Porto and look forward to making this conference a memorable experience together!