Meet the EMBL Events Team: Diah

You’ve just got to meet Diah. She is one bright star whose sparkle shines when she speaks, and you’ll end up smiling every time you talk to her. She joined the Course and Conference Office in 2012, then moved to her home country of Indonesia in 2018 before re-joining EMBL in 2020 (yes, in the middle of the COVID-19 pandemic!). We are very happy she is back and can’t wait for you to meet her.

Diah Yulianti, Course and Conference Officer

At EMBL since: 2012 — 2018 and re-joined in 2020.
Number of organised conferences/courses: 29 conferences and 22 courses.

Favourite place in Heidelberg:
Königstuhl. The view of Heidelberg especially during sunset is so beautiful. And EMBL. It is not because I work there but the place itself and the forest and farm around it are so pretty in all seasons.

What are the challenges/differences of organising a virtual conference or course?
The learning curve in mastering different platforms and software as well as a different workflow was pretty steep. It is a challenging but also very exciting process — both rewarding and humbling at the same time.

How have you adapted your role during the pandemic?
I  try to stay connected with people as much as possible. I like to keep an open mind, be mindful and creative — even more than before!

What do you miss most about life before the pandemic?
Like everyone else, I miss meeting and talking to people in person. I am a very extroverted person so it was very difficult for me when we had to start working from home. I am used to it now. I also miss playing badminton with the team!

What have you been up to during these difficult times? 
I walk a lot. Also trying new recipes — I love cooking!

If you weren’t a Course and Conference Officer, what would you be?
I was a high school teacher for quite some time. If I were not in Europe, working for a high-level international research institute, interacting with people from all over the world, I would probably be back teaching. It is a very different world but the teaching gene runs in the family. In an alternative world, I would own a small shop selling vegetables, flowers or candy😊.

What is the strangest thing that has ever happened in a conference?
Oh one time at a conference, the keynote speaker had just started her talk when the fire alarm went off. We had to herd 300 participants out of the building to the meeting point near the woods!

If you were a superhero, what power would you like to have?
I’d like to have the power to fly, to lift off the ground by myself freely and ride the air currents — it must be so cool.

Which series have you been binge-watching that we should also definitely watch?
I just finished The Queen’s Gambit and Dark. Really good!

Which are your favourite books?
My all-time favourite books are The Glass Palace, Shantaram and of course Harry Potter!

Upcoming events Diah is organising or co-organising:

EMBO Practical Course: Measuring Translational Dynamics by Ribosome Profiling, 17 – 25 May 2021, virtual.

EMBO Workshop: Predicting Evolution, 14 – 16 Jun 2021, virtual.

EMBO Workshop: The Mobile Genome: Genetic and Physiological Impacts of Transposable Elements, 29 Aug – 1 Sep 2021, virtual

 

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Meet the EMBL Events Team: Jane

PHOTO: Jane Reynolds

Today’s interview is with EMBL-EBI’s Jane Reynolds. Jane is one of the event organisers in the team, and joined in December 2020. Jane’s focus is on the on-site and virtual training courses.

At EMBL since: December 2020
Number of organised courses: 1

 Favourite place in Hinxton area? Having joined EMBL-EBI just before Christmas, I haven’t been able to explore Hinxton yet. I did enjoy a virtual tour of the conference centre though, which gave me an insight of where the course dinners take place.

What is the first thing you do before a course starts and the first thing you do after a course finishes? Before an event starts, I remind myself of the hard work and preparation that’s already been done and that the best thing I can do from here on in is be present and ready to deal with anything that might arise. After an event finished? Well, it sounds a bit dull but I usually make a quick list of things that could be improved (as well as those that went really well). Particularly working in new formats, it’s often only by running an event that you notice the small changes that can be made to improve the experiences of delegates or speakers. I like to capture these while they are fresh in my mind.

What are the challenges/differences of organising a virtual course? One of the major changes has been how big chunks of work have shifted closer to the start date of an event; for example, delegates tend to sign up later to online events than in-person events, even if they are advertised for the same length of time as usual, so the timeframe for dealing with the administration related to this is shorter.  The work definitely has a different rhythm to it and the tools and systems have changed but the reason we’re doing it is the same.  Remembering this has helped me to adapt.  Although I have to say I am really looking forward to meeting delegates (and my new colleagues!) in person when the time comes.

You’ve been working from home since you started your role at EMBL-EBI; how has this been for you? As well as working from home, I’ve been lucky enough to start a new role in the past year, and it’s been an interesting (hopefully once-in-a-lifetime!) experience.  Luckily the Training Team at EMBL-EBI have been wonderful in sharing their knowledge with me and given me a very warm virtual welcome.

If you weren’t a EMBL-EBI events organisers what would you be? Probably a teacher of some kind.  Before I started working in events and engagement, I worked as an English Language Assistant, which I really enjoyed, so ideally I’d combine teaching and travel.

PHOTO: weekend city break in Copenhagen May 2020

What is the strangest/funniest thing that has ever happened in a course? My birthday is in July and in my past jobs this has been the busiest time – either at Graduation events or summer events – so I have often spent it working, but never in an office!  I’ve been organising table plans in Liverpool Cathedral, at a Massive Attack concert in a disused train depot or hosting tours of new exhibitions…one of my favourite things about working in events is that there is rarely a dull moment!

If you were a superhero what power would you like to have?  I love learning languages but it’s hard to find the time…so definitely the ability to speak and understand different languages without having to learn verb tables!

What is your favourite TV show? Like everyone I’ve watched a lot more TV than usual over the past year, but The Sopranos – which has stood up to a rewatch or two – remains my favourite.

Upcoming events that Jane is organising: Cancer genomics 2021 – virtual 

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Why do we charge registration fees for virtual events?

“Why do you charge registration fees for virtual events? You are not flying speakers in, there are no accommodation or catering costs. You are not printing any conference material!” Yes, you are absolutely right! All of these are valid points in the world of virtual training. And yet we are still charging registration fees. Why?

As a non-profit organisation and with training being one of its five missions, EMBL sets its fees at the lowest possible level to just cover the costs of the events program. These are:

Staff

It sounds incredible, but virtual events turned out to be more time-intensive and demanding in terms of staff support than we thought. We are now busy scheduling test runs with speakers, populating virtual platforms, coordinating the timely and high-quality delivery of pre-recorded talks, providing technical support and trouble shooting – all things we didn’t have to do for onsite events, or previously had support with from our onsite service staff. In the past year, our team has even grown in order to be able to deliver the 31 virtual courses and conferences that took place in 2020.

Behind the Scenes at the EMBL Conference: Transcription and Chromatin (27 – 29 August 2020). Previously only one conference officer was the main coordinator of an onsite meeting. Now there are always two people onsite, splitting the tasks of monitoring and communication with the participants, speakers and audio-visual technicians.
Software

Unfortunately, virtual events cannot be run solely on Zoom. That would have made everything much easier, but attending a conference or course is so much more than listening to the talk. Participants look for interaction, networking options and avid peer exchange. So our courses’ and conferences’ programmes incorporate a range of networking and knowledge-exchange sessions such as meet-the speakers, bar mixers, pub quizzes, speed networking and poster sessions. In order to meet these requirements we make use of paid solutions which offer all these benefits and are easy to navigate for the users.

Training

New software means new set up in terms of design and maintenance, and to make sure everything runs as smoothly as possible during the events our staff require appropriate and sufficient training to be able to operate it.

Sponsorship

With all our events turning virtual, income from sponsorship has decreased accordingly. Normally at a conference you would see several companies exhibiting in the Advanced Training Centre foyer, but with the meetings taking place entirely online, there has not been as much interest in virtual sponsorship. While we are being creative with what we can offer our sponsors, they also miss the face-to-face interaction with our participants.

Marketing

While the onsite costs have decreased, getting the word out still requires the same amount of budget (if not more!). How do we make sure you hear about us and the virtual meetings we are organising? How do we stand out from the other virtual events that are currently out there? Would you hear about our meeting if we used the traditional channels as before? In most cases, we have had to add on to our marketing channels and campaigns to increase awareness about our virtual programme.

Fellowships

EMBL offers various types of fellowships to support scientists to attend our events. An advantage of the virtual format is that with lower registration fees and no travel to cover, the funds stretch much further.  We are finding that we are able assist more applicants than ever before to attend entirely free of charge.

 

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Meet the EMBL Events Team: Raili Pall

In the middle of 2020, Raili Pall joined the Course and Conference Office (CCO) team. She was the first member to start working with us remotely and it was quite a journey to get everything in place. Despite all this, she was a total hero, learned everything so quickly and started talking the CCO “language” (yeah, we kind of talk in codes for our events) within a few weeks!

Check out her interview to the end, you might want to read her favourite book🙂.

Railli Pall PHOTO: Railli Pall

At EMBL since: June 2020
Number of organised conferences/courses: 4

Favourite place in Heidelberg: 
Altstadt (Old Town). I find it really cute, full of nice cafés and restaurants.

Old Town Heidelberg Marktplatz (2017). PHOTO Achim Mende/Heidelberg Marketing GmbH

First thing you do before a conference/course starts and first thing you do after it finishes:
Before the conference/course starts I’ll go through my checklist to be sure I didn’t forget anything. After a conference/course finishes I say a big thank you to the scientific organisers, speakers and the participants for making it all possible.

What are the challenges/differences of organising a virtual conference or course?
The most challenging is probably the social aspect – working out how to increase the audience interaction and keep them engaged during the virtual event.

What do you miss most about life before the pandemic?
Travelling. I love travelling and discovering new cultures, food and people. I can’t wait to start planning some trips & travel as soon as it’s safe again.

If you weren’t an event organiser, what would you be?
I’d love to be an interior designer. I can spend hours in design shops and reading design & décor magazines. I find it incredible how simple elements can change the look and feel of a space.

If you were a superhero, what power would you like to have?
I would like my superpower to be able to speak all the languages in the world. I find languages fascinating and it would be amazing to be able to communicate with anyone in their language.

Favourite:
Recipe: I love Indian food, so I’d probably choose butter chicken. I recently learned how to cook it myself and am very proud of it😊 .

Book: „On nagu pole“ (“It is like it isn’t”) by Estonian author Alan Adojaan. I read it quite long time ago, but it’s one of the most funny and inspiring travel-books I’ve ever read.

Film: I love to watch movies, so it’s difficult to choose one. I like Paolo Sorrentino (‘La Grande Bellezza’, ‘Youth’, ‘Loro’) and Quentin Tarantino movies. One of the recent highlights was ‘Parasite’ by Bong Joon-ho that I finally managed to watch.

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Meet the EMBL Events Team: Rianne

We are very happy to welcome Rianne Moes to the Course and Conference Office marketing team! Rianne, her husband and her son just arrived to Heidelberg from Utrecht, in the Netherlands, a couple of months ago. New job, new house, new house again, taking care of a baby boy, all of this in the middle of a pandemic — you go girl!

At her previous job, she was a Communications Officer at the public library in Utrecht, with the responsibility to promote about 150 cultural events a month at the 13 library buildings scattered around the city.

Rianne Moes PHOTO: Rianne Moes

You just arrived in Heidelberg and settling down is certainly hectic. Do you already have a favourite place in Heidelberg where you go to relax?
I live near the Rohrbach area right now, and I really like the Rathausstrasse. It’s like a little village, with the town hall and some nice restaurants, bars and a bakery. It is nice to sit down on the Rorbach terrace with a drink or grab an ice cream at Illegally Tasty (they have great pasta too!).

What are the challenges of starting a new job in times of a pandemic?
First of all, I had my job interview virtually and I had never been to Heidelberg before. So, I didn’t really know what to expect. But I like a bit of an adventure!

And now, working mostly from home, it is a different vibe. Especially in the first weeks, you have so many questions that you just want to quickly ask your colleagues, instead of sending them emails or putting meetings in their calendar. But luckily, I get to go to the office quite a lot and have now also met most of my colleagues!

If you weren’t a Marketing Officer, what would you be?
A teacher probably. Maybe I will become a teacher one day, who knows! It has some similarities to marketing, because you really need to be able to place yourself into someone else’s shoes (or head, actually) and see their view on things. Also, I believe in simple, straightforward and appealing content, and explaining things to students should also be simple, straightforward and appealing.

If you were a superhero what power would you like to have?
The ability to read minds. I would love to know what everyone is thinking.

What’s your favourite:
Recipe: Melanzane alla parmigiana, that’s an Italian dish with fried eggplant, tomatoes and lots of mozzarella and parmesan cheese. Wouldn’t mind eating this every day.

Book: I actually worked in a library (as a marketing officer though), so I should be able to answer this. Maybe I should promote the first Dutch writer that (just) won the Booker prize: Marieke Lucas Rijneveld (1991) with their (Marieke identifies as both male and female) book the Discomfort of Evening.

TV Series: The Wire. I think everyone should watch this. And really, keep watching, it took me a few episodes to get into the slang and the story, but this is really the best series I have ever watched.

 

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