14 tips for a smooth conference experience

The date of your first EMBL conference in Heidelberg is fast approaching. You are excited, have already bookmarked interesting abstracts in the conference app and are ready to make your travel arrangements. Here are 14 tips that will help you stay out of trouble and focus on the science.

1. Don’t try to book a flight to Heidelberg

Although it is one of the most popular tourist destinations in Germany, Heidelberg does not have an airport. The closest airports are Frankfurt International Airport, Stuttgart Airport and Airport Karlsruhe/Baden-Baden. More information on how to reach Heidelberg is available here.

2. Make sure you read the final logistical email (FLE) we send you

The information provided in this email is vital for your travel plans and conference schedule and will be your bible for the days you spend at the conference. It provides important attachments such as the programme, the onsite handout and the poster listing.

3. Try not to miss the shuttle bus

The EMBL campus is located on a hill outside of Heidelberg which makes it a beautiful and inspiring place to visit, away from the hustle and bustle of downtown Heidelberg. However, it also makes it more difficult to reach by public transport. Although efforts have been made to improve the public transport connection to the campus, there is still the need of conference shuttle busses that operate on a strict schedule (included in the FLE). So if you miss the shuttle bus, your only way up the hill may be by taxi. Please note that there are no UBER services in Heidelberg.

Our team has prepared an onsite handout with pictures of all bus stops so that you don’t miss the bus because you don’t know where the correct stop is. This information is provided in the FLE.

4. Get the app instead of the abstract book

When you register online, you will be asked if you would like to receive a printed copy of the abstract book. If you click yes, you will get your copy onsite, but make sure that you don’t lose it as this is the only copy you will get. Many participants diligently take notes in the abstract book during the sessions, only to go home one day realising they have lost their copy.

One way to avoid that is by using the app instead. It includes everything contained in the printed abstract book and more, and it also allows you to review the abstracts ahead of the conference and offers the option to export your notes directly to your email.

5. Share your dietary requirements

The EMBL canteen makes a special effort to cater to everyone’s needs by providing fresh food every day and appropriate substitutes for participants on vegetarian, vegan, lactose-free or gluten-free diets. In our registration system you have the option to indicate your preferences, but should you have special requirements based on food allergies or intolerances, please do not hesitate to reach out to us, so we can ensure you are well fed.

6. Send your flash talk slides well in advance

If you are presenting a flash talk, make sure to send us your slides well in advance to make sure they are looped on the screen in time. You will have only 2 minutes to present your poster in the flash talk, so you don’t want to waste any second with technical difficulties.

For some more tips on how to give a flash talk, watch this video.

7. Avoid asking for a certificate of participation during the registration

As much as we’d like to help you out, registration is not the best time to ask for a certificate of participation. These are normally sent out after the end of the event via email.

8. Hold on to your badge

Your badge is your access card to the conference venue and your coupon for the lunch and dinner buffets, so make sure you don’t lose it or leave it in your hotel room.

9. No cash policy on the EMBL Campus

If you arrive on campus outside of the conference times and you would like to get something to eat or drink, it might not be possible. EMBL has a no cash policy on its campus and the only way to purchase something from the cafeteria or canteen is via a special guest credit card. Therefore, it would be a good idea to grab something to eat on your way to the campus, especially for breakfast as we normally only have coffee available in the mornings.

10. Do not ask us for medicine

As much as we would like to help you with your headache or cold symptoms, we are not authorised to hand out any medicine. However, we have a list of pharmacies that are close to the conference venue which we are happy to share with you.

11. When you sign up for a social event, show up!

Most conference social events like dinners, lunches, parties take place in the EMBL Advanced Training Centre (ATC) and are open to all conference participants without prior registration. In the case that there are organised social events taking place outside of the conference venue such as tours or downtown dinners, these are usually restricted to a limited number of participants, and prior registration is necessary.

All the logistics are meticulously coordinated with the service providers and very often there are waiting lists for these events, so if you are unable to attend, please inform us, so that we can give your spot to someone who can.

12. Stay on the paths in the woods

The EMBL Heidelberg Campus is surrounded by a beautiful forest which offers a great opportunity for lunch-time walks or runs. However, before you set on exploring the woods, please familiarise yourself with the paths so that you easily find your way back. In the app you will find 4 different walking routes of various lengths.

13. Take down your poster on the last day

You have put in so much work in your poster that it is a shame to leave it with us. Make sure you take it down on the last day of the event as you may end up needing it for another conference.

14. Stay away from red push buttons on the emergency exit doors

Not all exit doors in the ATC Foyer may be opened. Look out for a silver button with a key on it to open the door without activating the emergency exit alarm.

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10 ways to get your scientific course application accepted

 

Rejection.

We have all experienced it in one way or another. Scientists perhaps more than others – rejected papers, job applications, fellowships, grants or training applications. But what can we do when it happens again and again and again?

In the EMBL Course and Conference Office we see it all – our scientific courses are way oversubscribed, and competition is tough! We’ve taken a look at the most common mistakes that will lead to your application being rejected. These 10 tips will help you to be among the minority of successful course applicants, and while we can’t promise that every application you submit will be accepted, following these tips will ensure that you stay towards the top of the pile!

  1. Apply on time!

It sounds simple, but we have so many requests from late applicants to submit after the deadline. Newsflash – you won’t be considered! The application deadlines are part of a well-planned process, and we stick to it. So plan in advance and don’t leave things until the last minute!

  1. Complete ALL questions directly and clearly

Again – sounds simple, right? It’s amazing how many applicants think some questions are optional. Organisers have to select participants from a highly qualified pool of applicants, and if they have no comparison, you will be put straight on the “no” pile.

  1. Submit all requested documentation

Take the time to collate all requested documentation before submitting your application. If you make it past the first round, these will be vital in securing your spot in the final selection.

  1. Read the guidelines…and follow them!

Generally course guidelines will be provided. Take the time to read through them and make sure you follow them – they are there for a reason!

  1. Be sure that it is the right course for you

Make sure the course WILL actually be of benefit to you. Check that you have the required pre-requisites, and that the learning outcomes are the same as your learning desires.

  1. The motivation LETTER – not the motivation THESIS

Most likely you will be provided with a word limit. Stick to it. If you don’t have a word limit, don’t take this to mean you can write a thesis. The scientific organisers have a lot of applications to go through and limited time to do it. Yours needs to catch their eye from the onset, so make sure the important stuff stands out! 

  1. The motivation letter – the important stuff!

This is perhaps the most important part of your course application, so take it seriously! There is a lot of competition, so show that you have put some effort into it. Things that you should definitely include:

  • Why would you like to attend?
  • What do you expect to learn?
  • How will you benefit from what you learn?
  • How and when will you use the skills learned on the course?
  • A brief description of your current research and future plans
  • Any relevant skills, experience and qualifications
  • Your scientific career and training
  • Relevance in the lab – is the knowledge lacking and can you pass it on?
  1. Show academic curiosity

Make it clear that you have done your research and are actually interested in the topic. If it is clear that you are only applying for the course because your PI told you to, chances that you’ll be considered are slim.

  1. Make sure you can spare the time and, if necessary, get a visa on time

If you have other commitments or think it won’t be possible to get a visa on time to enter the country where the course is taking place, please reconsider and apply for a course taking place at a later date. Otherwise you will take the spot of someone else who would be able to attend.

  1. Show your application to your supervisor

Ask your supervisor to check over your application before submitting. They will have much more experience in submitting successful applications and can give you advice on what to change and adapt to increase your chances of getting accepted.

 

So it’s over to you now! And if you’re not sure where to start looking for your next scientific training course, take a look at our upcoming events under www.embl.org/events.

Check out our video for some more tips on successfully applying for practical courses!

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15 tips for giving a good scientific talk

Are you giving a presentation at an upcoming conference, but not sure where to begin? Read on to learn our top 15 tips to help get you on your way, and ensure your next scientific talk is smooth, interesting and a huge success!

Preparing your talk

  1. You are the expert

Remember that you know way more about your subject than anyone else. Be confident!

  1. Never assume knowledge of the audience

Always pitch your talk at a level where you are sure that everyone will understand, whether they’re an expert or not.

  1. Practice!

Prepare your talk well in advance, run through it multiple times and if possible present it to people who know nothing at all about what you work on because they’re the audience you’re trying to capture.

  1. Design is everything

Keep your slides as simple and as clean as possible. Only use animations if they are really needed to accentuate the point that you’re making.

  1. Stick to the allotted time

Generally calculate 1 minute per slide. If you’re giving a 10 minute talk, more than 10 slides is almost certainly too long.

  1. Minimise stress before you give your talk

Get your slides to the AV technicians well in advance of your session, make sure that they are projecting.

  1. Familiarise yourself with the equipment beforehand

Take time to go to the podium, check what button you need to press to change the slides, and what you need to do to use the laser pointer.

During your talk

  1. Eye contact, eye contact, eye contact!

No one wants to look at the back of your head or watch you reading the slide.

  1. Use your laser pointer sparingly

Just point out critical pieces of data to illustrate the point that you’re making.

  1. Stay calm

If something’s not working, first just try to calmly do it again and then if you need help, subtly indicate this to the AV technicians.

  1. Be aware of your audience

Look around during your talk, and you’ll be able to tell whether people are with you or not. Don’t be afraid to adapt!

  1. Project excitement!

Don’t be afraid to get wound up in the data. The more passion and the more information that you give, the more likely people are to remember your talk at the end of the day.

  1. Be memorable

Don’t worry if people remember you as the crazy person who waved their arms around! That’s fine as long as you’re communicating your science in a way that everyone can understand put every bit of passion and interest in it that you can.

  1. Take your time to answer questions

When answering questions after your talk, make sure you let the questioner finish their question before you answer. Think about what question they’re actually asking, and answer the question directly.

  1. Be aware of timing

When the sign comes that you need to start wrapping up, don’t go through all of the remaining slides at breakneck speed, but start wrapping up before you’re forced off the stage. Be prepared to skip a few slides to get to the end.

Original video with Julian Rayner from the Wellcome Trust Sanger Institute, UK, in collaboration with EMBL.

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