PROJECT OVERVIEW
The 6th edition of International Conference on Biospheric Harmony Advanced Research (ICOBAR) was scheduled for August 28-29, 2024, utilizing a hybrid platform for participation. Embracing the concept of “biospheric harmony” as a central theme, ICOBAR 2024 called for scientific papers from both domestic and international speakers, emphasizing the need to live in harmony with the environment during this era dominated by human activities. From a total of over 800 submissions, only 241 articles were accepted for presentation, both Online and Onsite.
In the context of the United Nations Sustainable Development Goals (SDGs), ICOBAR 2024 holds particular significance. As the world rapidly transitions into the digital age, where technology increasingly shapes the course of human existence, there arises a pressing need to explore how digital technologies can be instrumental in crafting a sustainable and innovative society. Under the banner of “Fostering Synergy: Navigating a Sustainable Society through Digital Technologies,” the conference aims to unite experts, stakeholders, and thought leaders. The objective is to delve into the potential of digital technologies in propelling sustainable development and innovation across key industries such as energy, transportation, agriculture, and healthcare.
This conference serves as a dynamic forum for the exchange of ideas and in-depth discussions on the challenges and opportunities inherent in the integration of digital technology. Innovative solutions that promote sustainability and unlock novel economic and social prospects will be showcased, all with the overarching aim of instigating collaborative efforts towards a future that is both sustainable and innovative in the digital realm.
Adopting a multidisciplinary approach, the conference seeks to enrich our comprehension of the impacts of digital technologies and identify strategies to address potential challenges. Attendees will actively engage with leading experts through keynote speeches, panel discussions, and breakout sessions, actively contributing to the ongoing discourse on the pivotal role of digital technologies in shaping our collective future.
MY ROLES
As Co-Chair for ICOBAR 2024, I am entrusted with a broad range of responsibilities that span the entire lifecycle of the conference—from initiating the call for papers to ensuring a seamless event for participants. My duties are anchored in two primary domains: the conference call for papers and the conference event execution
Conference Call for Papers
Appointing Track Chairs
I carefully select qualified individuals to serve as Track Chairs for all three tracks: Sustainable Technology for Future Society, Multidisciplinary Innovations for a Sustainable Society, and the Undergraduate Track. I ensure that they have clear guidelines and timelines to manage their respective submissions.
Overseeing the Review Process
I supervise the flow of manuscript submissions through Microsoft CMT, making sure that each paper is assigned to suitable reviewers and that authors receive timely, constructive feedback. Meeting review deadlines is a top priority, and I coordinate closely with the Track Chairs to maintain quality and fairness.
Digital Platform Management
I work with technical teams to configure and optimize Microsoft CMT, ensuring that all features—from registration to paper submissions—function smoothly. I also lead troubleshooting efforts to maintain a positive experience for contributors.
Acceptance and Presentation Coordination
Once a paper is accepted, I oversee the issuance of Letters of Acceptance (LoA) to authors and coordinate the creation of presentation schedules. This involves cross-checking availability, resolving any scheduling conflicts, and communicating updates effectively.
Conference Book Review
I am responsible for reviewing and revising the conference book, ensuring it accurately reflects the quality and diversity of the accepted research. This process includes editing for clarity, verifying author details, and aligning the format with the conference standards.
Conference Event Execution
Planning and Evaluating Parallel Sessions
I design the structure of online and offline parallel sessions, ensuring that they are both engaging and conducive to meaningful discussions. This includes distributing sessions by research area, scheduling moderators, and balancing time slots for authors.
Logistics and Resource Management
I coordinate with venue staff and technology providers to confirm that all necessary resources—such as projectors, audio systems, and presentation software—are readily available. For online sessions, I ensure stable streaming platforms, clear instructions for participants, and reliable tech support.
Ensuring a Conducive Environment
Beyond technical logistics, I focus on creating an inclusive, productive atmosphere. I address unexpected issues promptly and adopt contingency plans for technical glitches, late arrivals, or other disruptions, so that presenters and attendees can fully engage with the conference content.
In addition to these core responsibilities, I collaborate with other conference leaders and committee members on tasks such as and managing communications with delegates, preparing certificates and publication outlet for the presented articles. My overall goal is to foster an innovative and collaborative environment that drives forward the mission of ICOBAR: to promote interdisciplinary research and transformative ideas for sustainable global solutions.
Onsite Presentation
Onsite Presentation
Onsite Presentation
Impact
- Knowledge Advancement and Dissemination
- By bringing together researchers, practitioners, and policymakers, ICOBAR fosters the sharing of cutting-edge research findings and emerging best practices.
- Presenters and attendees benefit from exposure to a diverse range of studies on sustainability, technology, and interdisciplinary solutions, thereby expanding the collective knowledge base.
- Promotion of Interdisciplinary Collaboration
- The multi-track structure—covering Sustainable Technology for Future Society, Multidisciplinary Innovations for a Sustainable Society, and an Undergraduate Track—encourages scholars from different fields (engineering, social sciences, business, etc.) to cross-pollinate ideas.
- Participants forge new collaborations that can lead to joint research projects, grant applications, and novel innovations in sustainability.
- Capacity Building and Mentoring
- Through presentations, workshops, and discussions, ICOBAR equips attendees—especially early-career researchers and undergraduates—with valuable insights into research methodologies, publication processes, and emerging trends.
- The Undergraduate Track enables aspiring researchers to gain experience, receive constructive feedback, and build professional networks early in their careers.
- Real-World Implementation and Impact
- Solutions presented at ICOBAR often extend beyond academic circles, influencing industry practices and guiding policy decisions in environmental management, green technology, and sustainable development.
- Government agencies, nonprofits, and business leaders who attend or follow the conference outputs can incorporate findings to inform policy frameworks and corporate sustainability strategies.
- Networking and Collaboration Opportunities
- The conference format—both online and offline—creates an accessible platform for participants from across the globe to establish and strengthen professional connections.
- These connections often evolve into long-term partnerships that can yield co-authored publications, shared laboratory facilities, collaborative grants, or multi-institution consortiums.
- Encouragement of Future Research and Funding
- Robust presentations and discussions highlight gaps in current knowledge, spurring further research proposals and attracting funding opportunities.
- The visibility of high-quality work attracts sponsors and stakeholders who value applied solutions in sustainability, thereby reinforcing the support structure for ongoing innovations.
- Enhanced Visibility of Sustainability-Focused Initiatives
- By providing a global platform, ICOBAR amplifies the visibility of sustainable projects and cutting-edge research approaches that could otherwise remain localized or underrecognized.
- This increased visibility strengthens global awareness of, and commitment to, tackling environmental challenges through scientifically validated solutions.
- Publication and Dissemination of Findings
- Papers presented at ICOBAR will be published in conference proceedings or journals, further increasing the reach and longevity of the work.
In essence, ICOBAR’s core impact lies in catalyzing interdisciplinary dialogue, driving forward innovative research and real-world applications, and fostering an inclusive community dedicated to sustainable development and environmental stewardship.
Challenges
Being a prestigious international conference, there are several challenges faced during the call for article phase, and the conference management phase of ICOBAR, such as:
Managing Large Volumes of Submissions and Reviews
- With multiple tracks (Sustainable Technology, Multidisciplinary Innovations, and Undergraduate), the conference may receive a high volume of submissions, making it difficult to maintain a timely and high-quality review process.
- Different tracks demand different expertise and criteria, complicating the assignment of reviewers.
Coordination with Track Chairs and Committees
- Aligning goals, deadlines, and quality standards among multiple Track Chairs, committee members, and external stakeholders can be complex.
- Communications must be consistent across all parties to avoid confusion or conflicting information.
Ensuring a Stable and User-Friendly Digital Platform
- The conference relies on Microsoft CMT for paper submissions, reviews, and registration, which can pose technical difficulties for some users (e.g., navigation issues, uploading errors).
- High traffic or unexpected glitches can cause registration delays and negatively affect participant experience.
Scheduling and Executing Parallel Sessions (Online and Offline)
- Running multiple parallel sessions—especially in a hybrid format—requires careful planning to avoid overlap, technical glitches, and resource conflicts.
Handling Unexpected Changes or Crises
- Factors like last-minute speaker cancellations, abrupt policy changes (e.g., travel restrictions), or platform outages can disrupt the conference schedule.
- Ensuring consistent quality of service in the face of unforeseen difficulties is a persistent challenge
Solutions
To bridge these significant challenges and ensure a successful conference, the following targeted solutions and approaches were adopted:
Efficient peer review with guidelines and milestones
- Provided detailed instructions on scoring criteria, ethical guidelines, and turnaround times.
- Recruited a sufficiently large and diverse group of reviewers for each track.
- Established internal checkpoints to ensure each phase of the review process stays on schedule.
Guidelines, diverse reviewers, timely checkpoints.
- Held scheduled virtual or face-to-face meetings with all Track Chairs and committee leads to review progress and address concerns.
- Set well-defined roles and responsibilities for each chair and committee to avoid duplication or gaps in tasks.
Provide guidance and ensure swift support
- Created step-by-step tutorials and an FAQ section to guide authors, reviewers, and attendees in using the platform.
- Designated a small team to respond quickly to user queries or troubleshoot technical issues.
Thorough session planning, dedicated on-site & online support.
- Developed session grids well in advance, taking into account room capacities (for on-site) and platform capacities (for online).
- Assigned distinct teams to oversee on-site logistics (e.g., room setup, AV equipment) and online facilitation (e.g., Zoom/Webex hosts, chat moderators).
Plan contingencies, backups, maintain open communication
- Prepared backup speakers, extra tech support, and flexible session schedules.
- Kept extra devices and reliable internet backups (hotspots) ready for presenters or rooms in case of failures.
- Quickly disseminated any changes to participants via email to avoid confusion.
Dr. Nurlina - Chairperson of ICOBAR 2024
Brilly has consistently demonstrated exemplary teamwork, rapid adaptability, and unwavering reliability, all of which were crucial to our conference’s success. His ability to learn quickly and collaborate effectively, coupled with his proactive approach, ensured that each responsibility was handled with utmost professionalism. As Co-Chair, Brilly not only met but exceeded expectations, displaying outstanding leadership that greatly contributed to the seamless execution of the event
