Tome Sandevski heads the policy engagement unit at Goethe-University Frankfurt, where he coordinates the joint policy engagement projects of the Rhine-Main-Universities Goethe-University Frankfurt, Technical University Darmstadt and Johannes Gutenberg-University Mainz.

• Policy sessions at academic conferences are a great way to gain policy perspectives on current research issues.

• They are well-suited for connecting policymakers with scientists from various research areas, institutions, and countries.

• The convenors can organise the sessions as roundtables, presentations by scientists and policymakers followed by Q&A, panel discussions, world cafes, fishbowls or other formats, allowing for dialogue between scientists and policymakers.

• The convenors must decide on the goals, content, structure, and target groups when organising policy sessions.

Academic conferences are essential to share the latest research results with scientific peers. Academic conferences can also offer excellent opportunities to establish dialogue between scientists and policymakers. While the content of pure academic sessions might also be relevant for policymakers, discussions in academic sessions might be difficult for policymakers unfamiliar with scientific debates, methodologies, technical terms, or scholarly jargon. Policy sessions, which might also be labelled as stakeholder outreach sessions, are a great way to open the conference for non-academic audiences. Policy sessions can occur as roundtables, panel discussions, and presentations by scientists and policymakers followed by Q&A, world cafes, fishbowls or other formats, allowing for dialogue between scientists and policymakers.

The convenors of smaller academic conferences can include policy sessions when planning its conferences. Convenors of large conferences might have called for submitting proposals for policy sessions.

Conveners must consider the sessions' content, structure, and target groups. Do they want to cover specific issues requiring technical knowledge or debate "big questions"? The latter is better suited for members of parliament or ministers, while the former is better suited for policy professionals in ministries or agencies with specialised knowledge. In any case, they must select timely policy issues relevant to policymakers.

Academic conferences are essential for learning about state-of-the-art academic research by listening to paper presentations. Yet, listening to paper presentations for several hours can be exhausting for scientists. Therefore, policy sessions in the afternoon or evening can provide a welcome change to paper presentations.

Also, the most fruitful discussions with policymakers often occur during the coffee break rather than on the podium. Therefore, the convenors should provide a setting that allows for informal conversation. For example, they can opt for buffets and high tables, allowing participants to change tables and talk to different scientists.

Members of parliament and ministers are notoriously busy. They receive dozens of requests regarding event participation every week. Convenors should, therefore, consider the type of policymakers they want to invite. If they wish the policymakers to participate in panel discussions which hundreds of guests will attend, they can go for ministers or similar positions. If they want to invite policymakers to small roundtable discussions, they should consider addressing police officers at the level of units. Policy session convenors should also consider making the sessions more appealing to policymakers. For example, participating in a panel discussion with scientists and stakeholders from the third sector or the business world appeals to politicians eager to engage in stakeholder dialogue. The convenors of the session should not be offended if policymakers, including ministers or members of parliaments, suggest sending their staff on their behalf unless they have planned to involve very distinguished scientists like Nobel Prize laureates in the policy discussion.

While creating new knowledge is a goal in itself in science, policymakers need to look for the policy relevance of research findings. Discussions of theoretical debates or methodological approaches are vital in academic conferences, which might take more work for policymakers to follow. Therefore, scientists should focus on sharing their policy-relevant knowledge rather than on issues that policymakers don't understand.

Scientists should also inform policymakers that many scientists lack extensive knowledge of policymaking challenges and the functioning of policymaking institutions like parliaments or ministries.

Scientists

The scientists convening the session must plan its structure, prepare guiding questions for the moderator and participants, and write a session abstract.

Suppose they need to become more familiar with the policy issues. In that case, the scientists who convene the session or who have a significant role, like panellists, should educate themselves on them by consulting official publications like strategy papers, laws or proposed legislation. They should also read the participating policymakers' bios (politicians) or job descriptions (policy officers; organisation charts are beneficial). They should think about the key messages they want to communicate to policymakers.

Support staff (Knowledge exchange managers and research managers)

Support staff can help identify possible topics for the policy sessions, suggest including them as part of the academic events, brief the participating scientists on current policy issues, and provide assistance regarding the session's organisation, like booking meeting rooms or hotel rooms. They can also help prepare press releases and social media posts before or after the policy session.

Policymakers

While scientists must present their knowledge in an understandable way to policymakers, policymakers must also show the challenges of policymaking to a lay audience. Elected politicians are used to talking to their constituents and participating in public events. This might be different for policymakers working in ministries or agencies. If policymakers have not had prior contact with scientists, they should prepare key messages that are easy to understand. They should also provide basic knowledge about their institutions' work and policy challenges.

Academic conferences are a great way to connect with various scientists. Policymakers (or their assistants) should, therefore, check the list of participants and panels to identify scientists whom they might like to meet.

Finally, support staff can help policymakers register for the conference. The application procedure for large conferences can be very sophisticated, so support staff should conduct the registration process on behalf of the policymakers.

Depending on the location and duration of the conference, expenditures can include catering, conference equipment, rent for the conference venue, travel, and accommodation. Travel and other costs can be written into grant applications for conference funding. If conference participants have to pay a conference fee, the convenors should ensure that policymakers are exempted from the fees.

Policy sessions at conferences are a resource-friendly format because the scientists will attend the conference anyway.