by Melanie Gsöllpointner
Photo by: Melanie Gsöllpointner
The Young Scientist Association (YSA) is a student organization affiliated with the Medical University of Vienna. It is our primary mission to provide a platform and networking opportunities to young scientists within and outside of MedUni Wien. The YSA symposium is the biggest scientific meeting we organize each year, where young researchers can connect with their peers over their research and overall experiences, as a researcher.
The YSA symposium: An opportunity to learn, connect and network with your peers
Since the first symposium in 2005, we have not only become a tradition at the Medical University of Vienna, but also a renowned event in the Austrian academic community. We are pleased that we have been able to maintain the trend of increasing abstract submissions from our young and ambitious PhD students. Over the years, the YSA symposium has become an event that successfully provides a powerful and interactive scientific platform for scientists, bringing together PhD students, academics and industrial colleagues, supervisors and professors from interdisciplinary fields.
The YSA Symposium provides a platform for all PhD students to:
- Collaborate with experts from various fields by exchanging the expertise
- Learn about and/or discuss new methods and technologies available
- Expand their scientific network
- Work on their presentation skills
The summer YSA symposium in the year always marks a fresh start: Forming a new board
To provide insight into the symposium's organizational structure, it is (important) to (know) that the YSA board is re-elected every year in summer and thus, undergoes major personal changes. The event planning typically starts as soon as the new board is chosen. As a result, the new board together with YSA associates sets up working groups to address different tasks and aspects of the symposium. Ideas, progress but also setbacks are discussed with all the members during the regular YSA meetings. Each working group takes responsibility for a specific area (e.g., social media, podcast, catering) and within this task force, individual members are assigned to specific tasks, such as managing the YSA event homepage and recruiting sponsors.
Organizing of the YSA Symposium
The organization of the symposium is a collaborative effort that requires careful planning, effective communication and attention to detail. With thorough preparation and a dedicated team, it’s possible for us to create a successful and impactful event each year. Here is how it’s done:
• Goals and Objectives Definition
The board will define the goals and objectives of each symposium for the year ahead. This usually means agreeing on the general theme for each event and drawing up a project plan.. The best thing is that once this plan has been created, it can also be reused for the next event. In this step, we will mark down your goals and milestones.
• Budgeting
For each event, the Treasurer creates a detailed budget that includes all potential expenses and revenue sources. The board secures funding through sponsorships and institutional support. A separate group of YSA associates takes care of the sponsorship. They are responsible for actively approaching sponsors, drawing up contracts and designing the sponsored areas during the Symposium. Sponsorship is an important pillar in the financing of our event. We are delighted that companies have been supporting our symposium and our mission for many years now.
• Date and Venue Selection
When choosing a date for your conference, make sure it doesn't clash with other important events in your area to increase attendance. Likewise, selecting an appropriate venue is just as vital. The selected venue must provide room for all attendees and necessary features such as meeting rooms, audiovisual equipment, and proper seating arrangements. The YSA Symposium traditionally takes place in the MedUni Vienna lecture hall and a large part of the lecture hall spaces are reserved for the entire event. The Science Party is concluding the symposium and the prestigious Van Swieten Hall is the perfect venue for this occasion. As both venues are in high demand, they need to get booked well in advance.
• Program Development & keynote lectures
One of the most important tasks, is the organization of keynote lectures, as well as oral and poster presentations. Keynote speakers are selected by YSA members and invited by the YSA board. Given the diverse research fields of our symposium's audience, we make a great effort to invite outstanding experts from various fields of competence. This interdisciplinary approach enhances the symposium's overall richness and depth of discussion. Oral and poster presentation slots are allocated to applicants based on their submitted abstracts. Following the successful submission, YSA members will strictly review each abstract. The evaluation process identifies the most outstanding abstracts, which will then be selected for oral presentation during the symposium.
If you need to create a symposium's program, begin by outlining a schedule that includes keynote speakers, session topics, and presentation formats. Ensure the topics align with the event's objectives and the interests of your audience. Once the program is in place, reach out to potential speakers and presenters, requesting their commitment to participate. Provide them with a clear understanding of their roles and responsibilities. Make sure they are available on the selected date and are aware of the presentation format requirements. This step is crucial to assemble a cohesive and informative symposium agenda.
Highlights of our program: Our scientists present their work in form of posters, talks or art pieces
A simple artistic piece can provide a fantastic tool to communicate science across different fields and to the public. It makes it easier to raise awareness, stimulate ideas and foster innovation among the science community. Since 2015, young scientists are invited to put their art on display in a competitive exhibition to win the Science Art Award during the symposium. Furthermore, participants are encouraged to submit recently published papers. A jury, made up of multi-disciplinary and well experienced researchers, decides on the Publication Award winner. In general, the winners of the Best Oral and Poster presentation, Best Publication and the Science Art award are presented with a monetary prize at the end of the symposium.,
The symposium program is finalized as soon as all keynote lectures, oral and poster presentations are confirmed. The final schedule is then distributed to all participants and also prepared for printing to ensure accessibility during the symposium.
• Logistics and Event Management
There is a lot of equipment, materials and services that need to be arranged for the symposium each year. The university offers great facilities, but some have their limitations. For example, we have to organize and rent poster stands every year. This means that we have to find the best supplier and then make sure that the poster stands are delivered on time and set up correctly. We plan which scientists show their work in which poster section, so that visitors can also focus on a particular scientific area when they come to the event. Further, we send a request to the MedUni Vienna Events team to ensure MedUni Vienna banners and the speaker's desk are in place.
Finding the right catering can be a big challenge. To provide the best quality catering for our Symposium participants, we work with companies that supply fresh and local products, thereby offering a healthy and predominantly organic menu. Not only the quality of the food and the price is important, but also what services the company can offer. Common questions, you will have to ask yourself before sending out any catering offer requests: Do you want finger food and bar tables or a more formal set-up for your event? Will tables, tablecloths, dishes, cutlery and glasses be provided by the caterer? Will you have a self-service buffet or offer table service at your event? When and where do you need the catering delivered, and is it easily accessible? Will they be able to park their delivery truck/car on the premises or will you need to ask for a special permit?
Organizing the catering for two-day event with 500 participants is rather a long process. In the end, thorough planning and efficient communication benefit both the catering company and the YSA, thereby establishing memorable atmosphere for participants of the YSA Symposium.
• Promotion of the Event
The creation and maintenance of a dedicated event website is essential. Here, we present all the necessary information for participants, and use it as an platform for submission of abstracts. Fun fact: Over 250 abstracts are submitted each year, making the YSA symposium to one of the largest Austrian congresses held by and for PhD students and young researchers.
We always have a small team responsible for promoting our event. Together with MedUni Vienna's PR department, we design all media and promotional materials, such as, posters, flyers and social media posts about our symposium. The promotion should not only increase the visibility among young researchers and professionals, but also attract the interest of sponsors.
• Registration of participants
Once all abstracts have been submitted, and participants have completed their registration, the "Registration Team" takes the responsibility of creating participant badges and ensuring a seamless registration process throughout the symposium.
• The Science Party
The Science Party at the end of every symposium is a lively celebration to acknowledge and honor the outstanding contributions of our participants. This event is the final part of an intellectual and scientific gathering where we also announce the recipients of the Best Poster and Talk Presenters and the Science Art Award. The party is an opportunity for scientists to socialize and network in a less formal setting after two intense days of scientific discussions. The YSA Symposium Science Party is arranged by a separate team, who are in close contact with the MedUni Vienna Events Team to ensure a joyful end to the event.
Why it´s so rewarding to be part of the organizing team
Organizing the symposium is demanding, but the rewards are well worth the effort. It provides an opportunity to expand one's organizational abilities, participate in team discussions, and positively affect the course of the YSA. Many of the very different tasks require careful planning and execution, which is challenging at first, but often proves to be an invaluable opportunity in the end. In particular, board members gain valuable experience in leading small teams and establish connections with highly qualified individuals both within and beyond the Medical University of Vienna.
Additionally, employers often value candidates who have a track record of community involvement and making a positive impact. Organizing an event with a focus on community service and youth engagement, such as the YSA Symposium, demonstrates your commitment to social causes and a desire to contribute to the advancement of society.
How to join the YSA and help organize our next symposium?
If you want to make the full YSA experience, then join our organizing team. In my opinion, a very rewarding experience that offers personal, professional, and academic benefits. It provides you with the opportunity to develop skills, expand your network, contribute to the community, and achieve a sense of personal fulfillment that can enrich your life and future endeavors. Now let´s move on to the how to:
1 Step: Become a YSA Member:
Send an email to ysa@meduniwien.ac.at.
2. Step: Join us in our next general meeting.
We are excited to welcome you in one of our next meetings, which are held regularly throughout the year. There, you can also join one of our teams to organize a specific part of the symposium.