Behind the Scenes of the ISABC 2023 Student Volunteer Program
The 16th International Symposium on Applied Bioinorganic Chemistry brought together researchers from across the globe to the historic city of Ioannina in June 2023. Hosted by the University of Ioannina, the gathering showcased developments in metal-based therapeutics, environmental chemistry, and bioinspired catalysts. Beyond the keynote lectures and poster sessions, an often-overlooked group worked tirelessly to keep the event running smoothly: the student volunteers.
For many attendees, the symposium's polished atmosphere feels effortless, yet a dedicated team of young scientists spent months preparing behind the scenes. Their responsibilities ranged from managing registration desks to assisting with audiovisual setups, ensuring that delegates from cities such as Sydney, Melbourne, and Brisbane felt welcome from the moment they arrived at the Lake Pamvotis shoreline.
How student volunteers were selected
Applications for the volunteer cohort opened several months before the symposium, attracting undergraduate and postgraduate students from chemistry, biochemistry, and materials science programs. Candidates submitted CVs and motivation letters, with preference given to those demonstrating both academic merit and prior event experience. Australian applicants stood out, particularly those affiliated with the Australian Nuclear Science and Technology Organisation or the Royal Australian Chemical Institute, whose international profiles impressed the selection committee.
The University of Ioannina coordinating team, together with Zita Congress and Event Management, reviewed submissions and matched candidates to roles based on language skills and availability. Volunteers committed to covering at least three full days, including early morning setup before the opening ceremony and late evening wrap-ups after poster prize announcements. For Australian students accustomed to the early starts of AEST lab schedules, the time difference actually offered a slight buffer when coordinating video calls with supervisors back home.
Daily responsibilities on the ground
Volunteers operated in rotating shifts that covered every aspect of symposium logistics. Morning crews greeted arriving participants at the registration desk, distributed conference materials, and directed guests to parallel sessions held across multiple lecture halls. Others stationed themselves outside presentation rooms, managing microphone queues and timing speaker transitions with quiet professionalism.
Afternoon shifts typically focused on poster sessions, where volunteers helped with poster board assembly, lighting checks, and last-minute technical troubleshooting. When a researcher from a Perth-based delegation needed help connecting their laptop to the projector, a quick-thinking volunteer translated technical menus between Greek and English within minutes. Even meal breaks required coordination, as volunteers monitored catering flow, ensured dietary requirements were respected, and helped direct attendees toward the lake-facing terrace where coffee breaks unfolded.
Training and preparation before the event
Preparation began weeks in advance with online orientation sessions covering conference protocols, emergency procedures, and cultural etiquette. Volunteers received briefing documents outlining the symposium's scientific themes, allowing them to answer basic questions about session topics even when they were not specialists. Role-playing scenarios helped them handle situations ranging from lost luggage to last-minute schedule changes.
Coordination with the symposium secretariat ensured that each volunteer understood their reporting structure and escalation pathways. While Zita Congress handled abstract submissions, accommodation bookings, and registration matters, volunteers focused on the human element: greeting weary travelers, guiding first-time presenters, and maintaining the welcoming atmosphere that the University of Ioannina prides itself on.
Recognition and rewards for volunteers
The program offered more than experience alone. Each volunteer received a certificate of participation recognizing their contribution to an international scientific gathering, a credential that carries weight when applying for research positions or postgraduate scholarships. Several Australian volunteers reported that their ISABC experience became a talking point during subsequent interviews with institutions such as CSIRO or various Group of Eight universities.
Travel grants and supplementary funding options helped several students offset the considerable cost of flights from Australia to Greece, particularly those travelling from Perth or Adelaide where direct European routes remain limited. Beyond formal recognition, volunteers gained unparalleled networking access. Working alongside senior academics, they observed how international collaborations formed over coffee and how questions during talks shaped future research directions. One participant later described the symposium as a masterclass in scientific diplomacy, having watched principal investigators from twelve countries negotiate joint projects during corridor discussions.
Career impact and lasting connections
For students considering careers in academic research or industrial chemistry, the volunteer program offered a unique vantage point. They witnessed firsthand how conferences are financed, how industry sponsors interact with academic presenters, and how the scientific community maintains its global dialogue. These insights prove invaluable whether graduates pursue positions at Australian universities, European research institutes, or private sector laboratories.
Many former volunteers continue contributing to subsequent symposia, now as session chairs or poster judges. The relationships forged in Ioannina persist through collaborative manuscripts, exchange visits, and shared mentorship networks. Australian participants benefit from the chance to connect with European counterparts whose work on metallodrugs and bioimaging complements the strong radiochemistry tradition found in their home country.
Ready to step behind the scenes of an international chemistry gathering? Applications for future editions of the symposium typically announce volunteer positions alongside abstract calls, offering the chance to join a global community while contributing to the smooth delivery of world-class science. Stay connected with the University of Ioannina and Zita Congress and Event Management for upcoming announcements, and consider adding this unique experience to your academic journey.