Planning an academic conference can feel a lot like launching a product. Every session, every abstract submission, and every networking opportunity is a “feature” that needs to work smoothly. I had the opportunity to plan the International Breast Density & Cancer Risk Assessment Workshop (IBDW) in 2023 and 2025, working closely with a team of chairs, committee members, and staff to make sure the event ran seamlessly. My role as program manager spanned scheduling, logistics, communications, and marketing, and I approached it as I would a product project: with structured planning, iterative updates, and careful attention to the “users” a.k.a. the attendees.
Agile Planning, Even Without a Name
Our master planning document was a Google Sheet maintained like a product backlog. Each core task, from venue selection to abstract management, had subtasks with due dates, delegated team members, and notes. After every bi-weekly meeting, I updated the sheet, adding new ideas, adjusting timelines, and tracking dependencies. The goal was simple: at any moment, I could present a clear overview of the conference to chairs and staff, showing what was done, what was pending, and what decisions were needed next.
Treating the planning like a product roadmap meant staying flexible. New sessions were added, accessibility needs emerged, and unexpected disruptions were absorbed smoothly because contingency plans were part of the process from the start.
Coordinating a Complex Event
My responsibilities were broad:
- Venue selection: Visiting potential sites, weighing pros and cons, and considering logistics like transportation and networking space.
- Budget oversight: Maintaining a high-level view, flagging potential issues, and advising the chairs.
- Scheduling & communications: Coordinating committee meetings, documenting notes, managing speaker outreach, and maintaining the website, including registration and abstract submissions.
- Marketing & outreach: Identifying potential attendees, managing mailing lists, and sending regular updates.
- Contingency planning: For example, when a speaker canceled last minute in 2025, I prepared multiple backup agenda options while awaiting the chairs’ decision on a replacement.
One of the trickiest logistical challenges was coordinating networking and activity sign-ups in Kona for 2023, where space and transportation options were limited. We creatively offered four simultaneous activities, making sure all concluded on time for evening receptions.
Systems for Efficiency
Before I joined, planning materials were stored in a Google Drive folder. I expanded this to include promotional photos, email threads, and meeting notes, so that any team member could find answers to questions without waiting for clarification. This single source of truth kept communication efficient and transparent.
Results & Reflections
Each year had their own unique external challenges: post-pandemic uncertainties in 2023 and federal grant cuts in 2025. Despite this, we adapted and both workshops were successful. Attendance remained strong, abstract submissions grew from 50 in 2023 to around 90 in 2025, and participation in networking events roughly doubled.
I attribute this success with treating the event like a product, which made planning more flexible and less stressful. Regularly checking the “roadmap,” planning for contingencies, and iterating on solutions meant last-minute changes were handled gracefully. For example, when tariffs delayed an order for attendee giveaways, I quickly sourced local alternatives to prevent disruption.
I keep a running list throughout each workshop of what worked well, positive feedback, and things to improve for next time, all of which feed into planning future workshops. The process reinforced a principle I rely on in product work: plan carefully, stay flexible, and keep the user experience central to every decision.
Key Takeaways
Approaching event planning like a product project manager taught me the value of structured iteration, clear communication, and human-centered prioritization. Whether managing a workshop, designing a product feature, or coordinating a complex project, the principles remain the same: understand the user, break work into manageable chunks, anticipate risks, and iterate until the experience works seamlessly.
