By Kushal Naharki and Samikshya Pandey
Editor’s Note: This post is part of a series contributed by the ESA Student Affairs Committee. See other posts by and for entomology students here at Entomology Today.
Scientific conferences can feel intimidating to students. With so many sessions happening at the same time, the pressure to present their own work, and the challenge of meeting lots of new people, it is easy for students to feel overwhelmed at conferences. Without a plan, many students may end up missing some of the moments that could make the biggest difference in their careers.
Symposia and workshops are critical parts of these meetings. Students can indeed play a key role in both organizing and participating in these sessions. They get the opportunity to learn more about current research on a particular topic, network with people in the same research area, find collaboration opportunities, and even be a part of an organizing committee, which can enhance their leadership skills and make a great addition to their CV.
These sessions are often where graduate students meet potential advisors, early-career researchers are noticed by hiring committees, and industry scientists, extension specialists, and agency staff decide who they want to work with. Symposia and workshops create focused interactions with a similar group of people, which makes it easier to build real connections.
Understand the Formats: Symposia and Workshops
A symposium is a themed session composed of multiple talks that address a shared research question, taxonomic group, method, or applied issue. At the Entomological Society of America Annual Meeting, these include Program Symposia, Section Symposia, and Member Symposia.
A workshop is more interactive and skill-focused. Workshops may involve training on analytical tools, outreach strategies, field methods, or professional development topics. Workshops emphasize participation rather than formal presentations.
Both formats offer students opportunities to shape conference programming and elevate topics they think deserve attention. There will be many relevant, thought-provoking, and important symposia and workshops in each ESA Branch and Annual Meeting. Full program schedules are available ahead of the conference. So, review the program schedule properly and make a list of workshops and symposia that you would be interested to be a part of.
Participate Without Organizing
You do not need to be an organizer to benefit from symposia and workshops. Since symposia focus on specific topics, students can gain ideas about latest trends and new perspectives in their field of interest. Workshops can be great venue to learn new skills and gain hands-on experience with new technologies and tools. The biggest mistake students make at conferences is treating these sessions as events to sit through rather than spaces where they can become visible.
If you are not leading a session, some of the most effective ways to engage include volunteering to moderate or assist. Another strategy is to target symposia where your own work fits well. Presenting or asking thoughtful questions in a focused session means the right people are more likely to notice you. You can also participate in networking sessions or panel discussions organized following the workshop or symposium, which provide an excellent opportunity for professional engagement and relationship building.
One of the biggest barriers for students is not logistics but confidence. Many students assume they need a lot of experience to take part in these sessions. In reality, conference organizers are actively looking for opportunities to engage attendees, including students. Before a conference, it helps to ask yourself a few simple questions: What topic excites me right now? What sessions do I wish had existed at past meetings? Which conversations would most benefit early-career researchers?
Many students overestimate the importance of simply “being present” and underestimate the importance of being useful. Symposia and workshops reward people who contribute through questions, organization, or ideas, not those who quietly sit in the back of the room.
A lot of students also try to be everywhere at once. They sign up for multiple symposia, rush from one room to another, and end up sitting in sessions while mentally preparing for the next thing on their schedule. They are technically there, but they are not really listening or engaging.
Organize a Symposium or Workshop: Getting Started as a Student
Getting involved in organizing does not require a lot of experience, but it does require enthusiasm to network. Branch and national Student Affairs Committees, as well as networking with other students and researchers from different universities, are often the easiest ways, as they bring together students who are already thinking about organizing the conference programs and emerging topics. For the 2026 ESA Annual Meeting, the call for symposia and workshops is open until March 1.
Strong student-led sessions are usually built months in advance through a focused theme, thoughtful speaker selection, and clear communication. Co-organizing with another student or early-career professional also spreads the workload and strengthens the proposal. Even strong ideas can fail when basic organizing mistakes are made. The most common problems include waiting too long to contact speakers, sending vague invitations, missing deadlines, organizing in isolation, and failing to follow up. Having at least one co-organizer also helps so that, when one person gets busy, the other can keep things moving. Using organizer checklists, setting deadlines, and maintaining clear communication with speakers and co-organizers can prevent most of these issues.
Previous Entomology Today articles have shown that organizing a symposium is far more manageable than it may appear (see “Organizing a Science Symposium: Don’t Be Intimidated!“) and that students are fully capable of inviting speakers and leading these efforts with confidence (see “Inviting Speakers and Organizing Symposia: How to Engage as a Student“).
Organizing a symposium or workshop changes how you see and experience a conference. Whether you choose to organize a session or simply take part, it helps you focus on what matters most to you and spend more time with the people who are most connected to your work and your future.
