How to Organize Your First Regional Research Hub: A Practical Guide

So you want to organize a regional research hub? Excellent. The Community-Federated Conference model democratizes conference organization, enabling universities, research labs, student groups—even individual researchers—to host meaningful scientific gatherings without the overwhelming complexity of traditional mega-conferences.

This guide walks you through everything you need to launch your first regional hub, from initial planning to post-event follow-up.

Phase 1: Planning and Scoping (2-3 Months Before)

Define Your Hub's Identity

Target Size: 50-200 participants

• Small (50-100): Intimate, workshop-style atmosphere
• Medium (100-150): Balanced networking and structure
• Large (150-200): Diverse representation while maintaining human scale

Thematic Focus (Optional): You can organize a general hub accepting all conference papers, or specialize:

• By topic: "Computer Vision Hub" or "NLP & Language Models Hub"
• By geography: "Southeast Asia Hub" or "Nordic Countries Hub"
• By audience: "Early-Career Researchers Hub" or "Industry-Academia Connections Hub"

Duration: Typically 2-3 days

• Day 1: Welcome, keynotes, poster sessions
• Day 2: Paper presentations, workshops, networking
• Day 3 (optional): Tutorials, collaborative sessions, wrap-up

Build Your Organizing Team

Core Roles:

• Hub Chair (1-2 people): Overall coordination and decision-making
• Logistics Lead: Venue, catering, technology setup
• Program Lead: Schedule, speaker coordination, session planning
• Community Lead: Marketing, participant engagement, diversity outreach
• Digital Lead: A/V setup, livestreaming, connection to global platform
• Volunteer Coordinator: Recruit and manage day-of helpers

Team Size: 5-10 people for a 100-person hub

Secure Your Venue

Ideal Venue Characteristics:

• Capacity: 20-30% larger than expected attendance (buffer for walk-ins)
• Multiple spaces: Main auditorium + breakout rooms + poster area + social space
• Technology: Reliable WiFi, projectors, microphones, livestreaming capability
• Accessibility: Wheelchair access, gender-neutral bathrooms, quiet rooms
• Cost-effective: University facilities are often free/low-cost for academic events

Venue Options:

1. University departments – Often free for academic conferences
2. Co-working spaces – Modern amenities, flexible layouts
3. Research institutes – Built for scientific gatherings
4. Community centers – Affordable, accessible locations
5. Hybrid: University + nearby hotel – Sessions on campus, social events at hotel

Budget Planning

Typical Budget for 100-Person Hub: $8,000-15,000

Major Cost Categories:

Funding Sources:

• University departments – Host departments often contribute
• Industry sponsors – Local tech companies, research labs
• Registration fees – $20-50 per person (keep low for accessibility)
• Global conference platform – Small grants for first-time organizers
• In-kind donations – Coffee shops, catering services, printing

Pro Tip: Keep costs low by leveraging existing university resources (rooms, A/V equipment, student volunteers) and focusing budget on food/coffee—the true catalyst for networking.

Phase 2: Program Design (6-8 Weeks Before)

Coordinate with Global Platform

Integration Steps:

1. Register your hub – List it on the global conference platform
2. Access accepted papers – See which authors want to present at your hub
3. Set up digital connection – Configure livestream for global plenary sessions
4. Synchronize schedule – Align with keynote broadcasts and global sessions

Design Your Schedule

Sample 2-Day Schedule:

Day 1:

• 9:00 AM – Registration, coffee, informal networking
• 10:00 AM – Welcome remarks + Global keynote (livestreamed)
• 11:00 AM – Lightning talks (5 min each, 10-12 speakers)
• 12:30 PM – Lunch (facilitated networking tables by topic)
• 2:00 PM – Poster session 1 (interactive, authors present)
• 4:00 PM – Panel discussion: Local research challenges
• 5:30 PM – Social hour + hub-specific activities

Day 2:

• 9:00 AM – Coffee + networking
• 9:30 AM – Oral presentations (15 min + 5 min Q&A, 6-8 papers)
• 12:00 PM – Lunch + breakout discussions
• 2:00 PM – Poster session 2
• 3:30 PM – Workshop: "How to Review Papers" or "Grant Writing"
• 5:00 PM – Awards ceremony (global broadcast)
• 6:00 PM – Closing remarks + group photo
• 7:00 PM – Optional: Conference dinner or pub gathering

Key Principles:

• Generous breaks – 30-minute coffee breaks enable real conversations
• Interactive formats – Poster sessions with structured networking > passive talks
• Local flavor – Include region-specific panels, workshops, or social activities
• Balance structure and spontaneity – Leave unscheduled time for organic connections

Curate Paper Presentations

Selection Process:

1. Advertise your hub – Authors indicate presentation preferences
2. Review submissions – All papers are pre-reviewed by global platform
3. Decide format – Oral (15-20 min) vs. Poster (interactive)
4. Prioritize local researchers – Encourage regional participation

Format Recommendations:

• Oral presentations: 6-10 papers over 2 days (select diverse topics)
• Lightning talks: 12-15 very brief overviews (3-5 min each)
• Poster sessions: All other papers (aim for 30-50 posters)

Invite Speakers and Panelists

Types of Speakers:

• Keynote (optional): 1 local senior researcher (45 min)
• Panelists: 3-5 diverse voices discussing regional research landscape
• Workshop leaders: Practitioners teaching specific skills

Invitation Timeline:

• 8 weeks before: Send invitations
• 6 weeks before: Confirm speakers
• 4 weeks before: Finalize topics and logistics

Phase 3: Marketing and Outreach (4-6 Weeks Before)

Build Awareness

Channels:

• Global conference platform – List your hub prominently
• University mailing lists – Departments, graduate programs
• Social media – Twitter/X, LinkedIn announcements
• Local research communities – Slack channels, Discord servers
• Direct outreach – Email local research groups, labs

Marketing Message Framework:

• Headline: "Join the [Your City] AI Research Hub – Intimate, Local, Impactful"
• Value proposition: "Experience a 100-person research gathering designed for genuine connections, not overwhelming crowds. Present your work, meet collaborators, and shape the future of federated conferences."
• Logistics: Dates, location, registration link
• Call to action: "Register now – Limited capacity"

Prioritize Diversity and Inclusion

Outreach Strategies:

• Targeted invitations – Reach out to underrepresented groups explicitly
• Scholarships/fee waivers – Reserve 10-20% of spots for students from underfunded institutions
• Accessibility support – Provide childcare stipends, remote participation options
• Code of conduct – Publish clear anti-harassment policies

Phase 4: Logistics and Execution (2 Weeks Before → Event Day)

Finalize Details

2 Weeks Before:

• [ ] Confirm venue access and A/V equipment
• [ ] Finalize catering orders (account for dietary restrictions)
• [ ] Print name badges, programs, directional signage
• [ ] Test livestream connection to global platform
• [ ] Recruit 5-10 volunteers for day-of support
• [ ] Send reminder email to registered participants

1 Week Before:

• [ ] Conduct tech rehearsal (mics, cameras, streaming)
• [ ] Prepare welcome packets (programs, swag, local restaurant maps)
• [ ] Confirm speaker presentations and tech requirements
• [ ] Set up registration system (QR code check-in recommended)

Event Day:

• [ ] Arrive 2 hours early for setup
• [ ] Test all equipment one final time
• [ ] Brief volunteers on roles and schedule
• [ ] Prepare coffee/snacks ahead of registration
• [ ] Have backup plans for common issues (WiFi failure, absent speaker, etc.)

Create a Welcoming Atmosphere

Best Practices:

• Visible signage – Direct people from entrance to registration to main hall
• Name badges with pronouns – Facilitate introductions
• Structured networking – "Find someone who works on [topic]" bingo cards
• Comfortable spaces – Quiet rooms for introverts, charging stations, water stations
• Capture moments – Photographer for group photos, session highlights

Phase 5: Post-Event Follow-Up (1-2 Weeks After)

Gather Feedback

Participant Survey (10 questions, 5 minutes):

1. Overall satisfaction (1-5 scale)
2. Most valuable session/activity (open-ended)
3. Suggestions for improvement (open-ended)
4. Would you attend again? (Yes/No/Maybe)
5. Would you organize a hub? (Yes/No/Maybe)
6. Connection to global platform effectiveness (1-5 scale)
7. Venue rating (1-5 scale)
8. Networking quality (1-5 scale)
9. Accessibility and inclusion (1-5 scale)
10. Additional comments (open-ended)

Share Outcomes

• Publish summary – Blog post with photos, key insights, attendance stats
• Thank sponsors and speakers – Public recognition and private gratitude
• Report to global platform – Share lessons learned for future hub organizers
• Maintain community – Create LinkedIn/Slack group for ongoing connections
• Archive recordings – Upload session videos to platform for asynchronous access

Celebrate Your Success

You just organized a scientific conference. That's no small feat. Take pride in:

• Connections made – Researchers who met collaborators
• Reduced carbon footprint – Attendees who traveled <500km instead of 10,000km
• Knowledge shared – Papers presented, discussions had
• Community built – A regional research hub that can recur annually

Common Pitfalls to Avoid

1. Over-ambitious scheduling – Less is more; prioritize interaction over packed agendas
2. Neglecting remote participants – Ensure livestream quality equals in-person experience
3. Insufficient breaks – Coffee breaks are where networking happens
4. Poor A/V setup – Test everything twice; have backup equipment
5. Last-minute venue changes – Secure venue 3+ months in advance
6. Ignoring accessibility – Plan for physical, dietary, and cognitive accessibility from day one
7. Volunteer burnout – Don't overload your team; delegate and rotate responsibilities

Resources and Support

From the Global Conference Platform:

• Organizer handbook – Detailed checklists and templates
• Tech setup guides – Livestreaming tutorials, recommended equipment
• Community Slack – Connect with other hub organizers, ask questions
• Small grants – $500-2,000 seed funding for first-time organizers
• Mentorship – Pair with experienced organizers for guidance

Recommended Tools:

• Registration: Eventbrite, Luma, Notion forms
• Scheduling: Whova, Sched, Google Sheets
• Livestreaming: Zoom Webinar, OBS Studio + YouTube/Twitch
• Communication: Slack, Discord for participant engagement
• Feedback: Google Forms, Typeform

The Bigger Picture

By organizing a regional hub, you're not just hosting an event—you're participating in a movement to democratize academic conferences.

Every hub you create:

• Proves the CFC model works in practice
• Reduces the carbon footprint of scientific exchange
• Empowers local research communities
• Challenges the monopoly of centralized mega-conferences
• Shows early-career researchers they can lead, not just attend

Your first hub may be imperfect. That's okay. The goal isn't perfection—it's participation. With each iteration, you'll refine your approach, strengthen your community, and contribute to a more sustainable, inclusive future for academic gatherings.

So gather your team, book that venue, and take the leap. The research community needs more organizers like you—people willing to reimagine how we come together, share knowledge, and build the future.

Welcome to the federated conference movement. We're glad you're here.

Ready to organize your first regional hub? Register at the Community-Federated Conference platform and join our organizer community for support, resources, and mentorship.