Cultivating Community at EARMA: Making Large Events Feel Cozy and Small

As the European Association of Research Managers and Administrators (EARMA) continues to grow, the challenge of maintaining an intimate, welcoming atmosphere at our events becomes more pressing. With an increase in attendance from under 1000 to now 2000+ participants, we knew we had to rethink how to retain the "small family" feel and ensure engagement for all despite our expanding numbers.

Key Innovations: Digital Badges and Unconferencing

Our flagship innovation is the introduction of digital screen badges — an eco-friendly, zero-print solution that enables real-time communication with attendees, tracking session engagement, and even making last-minute changes simple and efficient. These badges have completely transformed the event experience, helping us handle logistics smoothly while ensuring sustainability.

Another cornerstone of our approach is the use of unconferencing methods. These initiatives foster spontaneous interaction, allowing participants to engage in discussions, wellness activities like yoga, and creative recharge spaces. Our attendees now enjoy thematic groups, designated meeting points, and informal spaces to connect, making large-scale events feel much more personal. All on the side of the core programme, offering attendees the choice.

Tailored, Personalized Experiences

To meet the needs of a diverse and expanding community, we introduced several initiatives aimed at creating an inclusive environment. These include quiet rooms, rest areas, and spaces dedicated to mental health, ensuring that every participant’s wellbeing is prioritized. Our newcomer’s activity saw 70% of first-timers participate, with 92% of them feeling more connected to the community.

Impact and Results

The results speak for themselves. Attendee satisfaction increased by 18% as confirmed by post-event surveys, and 32% of participants engaged in unconferencing sessions. Quiet and wellness spaces, like the rest area and yoga sessions, were enjoyed by 30% of attendees. The thematic group sessions, which encouraged peer-to-peer learning, averaged 60 participants per session, showcasing strong interest and engagement.

Looking Ahead

This recognition is a testament to the power of thoughtful, human-centered event design. By integrating sustainability, personalization, and inclusivity into every facet of our conferences, we’ve set a new standard for how large events can feel intimate, connected, and impactful. Moving forward, we are more committed than ever to maintaining the warmth and community at the heart of our growing events, and we’re excited to continue pushing boundaries in event innovation.