BSBF2024 DOSSIER EN

Big Science Business Forum 2024 – Trieste, Italy 167 Big Science Business Forum 2024 – Trieste, Italy 166 12. Take-home Message The event received an overall very positive response, as confirmed by survey results. The purpose of this chapter is to offer suggestions on some key aspects aimed at improving BSBF’s organization and overall experience, thereby increasing attendance, enhancing networking effectiveness, and raising the event’s quality. This phenomenon reflects a common trend: participants reserve free services without a firm intention or treat them as guaranteed without confirming. Especially on the last day, travel-plan changes or low interest can lead to a discrepancy between reservations and actual attendance. 12.1. Registrations ONE SINGLE PLATFORM Ensure that a single provider can handle all the required functionalities (registration, programme access, real-time notifications, networking, and B2B meeting management) through one integrated, user-friendly platform. TIERED PRICING FOR LAST-MINUTE REGISTRATIONS Introduce a surcharge for late or onsite signups, offering fewer benefits than early-bird fees. This approach encourages early registration, reduces late and onsite signups, and simplifies logistical planning. AWARENESS CAMPAIGNS FOR EARLY REGISTRATION Launch targeted promotional campaigns, including periodic communications on early-registration benefits and automated e-mail reminders for those who have started but not completed their registration. BETTER MANAGEMENT OF FREE SERVICES Avoid offering free services such as end-of-event research center tours or dedicated airport transfers, as these showed lower-than-expected participation. 12.2. Optimizing Matching Activities CLEARLY DEFINE DESIGNATED AREAS , deciding whether meetings should take place in a specific area only or also at exhibitor stands. EXPAND TIME SLOTS for B2B meetings, not limiting them to official meeting slots. SET CLEAR CRITERIA on which categories may request and receive B2B meetings. IMPROVE SEARCH FILTERS in the B2B platform to make participant matching easier. ASSESS THE REAL NEED for a separate B2B area to optimize resources and costs. Airport Transfer Requests At Registration Confirmed During Event Actual Participants Trieste Airport 68 63 40 Venice Marco Polo Airport 36 38 25 Visit Signups Registered Actual Visit to Research Infrastructure 1 Elettra Sincrotrone and Kyma 68 31 Visit to Research Infrastructure 2 Jožef Stefan Institute (c/o BRINJE 40)+Ljubljana 30 22 Visit to Research Infrastructure 3 OGS and Grotta Gigante 50 31 Take-home Message Reference Data