Corporate Events, Incentives, Conference Management | First Event

Global Collaboration in Marine Science ICES Conference 2024

Client

Overview

The International Council for the Exploration of the Sea (ICES) is a leading intergovernmental science organisation dedicated to advancing marine science and providing impartial advice on ocean and marine ecosystem management. In 2024, ICES aimed to host its Annual Science Conference (ASC) in a hybrid format, bringing together marine scientists, policymakers, and stakeholders from around the globe to discuss pressing issues in marine science and sustainability.

A modern arched pedestrian and cyclist bridge with blue lights spans a calm river at dusk, leading toward city buildings and an illuminated glass-domed structure, evoking the energy of a bustling science conference in the background. A group of people moves up and down a busy staircase inside a modern building, with a large sign above reading Science Conference and details about the event. The scene is energetic and bustling. Five people stand smiling in front of a railing with the Tyne Bridge and Newcastle cityscape in the background on a sunny day, enjoying a break during the science conference. A stage set for the science Conference features a grand piano, microphones, guitar, and empty chairs, with a large conference banner and event details displayed on a screen above.

The

Challenge

ICES sought to create an inclusive and sustainable conference experience that reflected its core values. The challenge was to seamlessly integrate in-person and remote participation, ensuring that all attendees, regardless of location, could engage fully with the conference content and networking opportunities. Additionally, the event needed to adhere to sustainability principles, aligning with ICES’s commitment to environmental stewardship.

Event Success

40+

Facilitated business meetings

436

Conference session

264

Early-career scientists supported

Our Solution

To meet these objectives, we collaborated closely with ICES to design and execute a hybrid conference that balanced in-person engagement with virtual accessibility.

  1. Venue Selection

    We chose The Glasshouse in Gateshead as the conference venue, renowned for its commitment to sustainability and waste management practices.

  2. Hybrid Platform Integration

    For remote attendees, we implemented the Whova conference app, facilitating virtual participation in sessions, networking, and access to conference materials. 

  3. Content Delivery

    The conference featured over 400 live presentations, 125 scientific posters, and 36 online presentations. We ensured that all sessions were recorded and made available on-demand, allowing attendees to access content at their convenience.

  4. Networking Opportunities

    We organised 5 network sessions and 6 social events, fostering collaboration and knowledge exchange among participants. Additionally, over 40 business meetings were facilitated, promoting partnerships and furthering the conference’s impact.

Why

It Worked

The ICES Annual Science Conference 2024 demonstrated how thoughtful hybrid design can maximise engagement, accessibility, and impact. By blending in-person and virtual participation, the conference successfully brought together 773 delegates, including 689 onsite and 84 online, creating a truly global community of marine science experts.

A dedicated focus on supporting 264 early-career scientists ensured fresh perspectives and future leaders were actively involved, fostering collaboration and mentorship. With meticulous planning, innovative technology, and a strong emphasis on community engagement, the 2024 conference was not only informative but also memorable, leaving a lasting impact on all participants.

Four people sit on stage in front of a large sign for the ICES 2024 science conference in Gateshead, UK. A vertical banner and screen display event details as panelists speak to the audience. A speaker presents at a science conference in a large auditorium, with attendees seated, international flags on the left wall, and a large screen on stage displaying Aim & Objectives.

Explore More

Want to see how we create an unmissable event? Explore our conference services or get in touch with our expert event team.