15th International Conference of the AAPD Website
INTRODUCTION
The Society of Preventive Dentistry of Hong Kong (SPDHK), an organization dedicated to promoting oral health in the community, is hosting the 15th International Conference of the Asian Academy of Preventive Dentistry. I led the design and front-end development process to create the official website, enabling participants to access conference resources and register.
MY ROLE
UI/UX Designer – research, design, and front-end development
TEAM
1 UI/UX Designer,
1 Project Manager,
1 Backend Developer
DURATION
3 Months (Dec 2022 – Feb 2023)
LINK
aapdasia.orgPROBLEM DISCOVERY
The absence of an official communication channel has led to a significant challenge in effectively disseminating crucial information about the conference to potential participants worldwide. As a result, individuals from various regions lack essential details about the conference, hindering their ability to engage with and attend this event.
PROJECT REQUIREMENT SCOPE
Through conversations with the organizer to define project goals, requirements, and constraints.
Project Goals
- Disseminate conference information
- Facilitate participant registration
Participant Goals
- Access to the most updated information and resources
- Submit registration
Requirements
- Create pages to disseminate information
- Implement a registration system capable to handle file upload
Constrains
- Existing brand guidelines
- Pre-scheduled launch timeline
DEFINING TARGET AUDIENCES
Different types of participants have their own needs and considerations.
Dr. Emily Martinez
Prosthodontist with 10+ years of experience
A seasoned prosthodontist with over a decade of experience in dental implants and oral rehabilitation. Passionate about staying at the forefront of her field.
Challenges:
Keeping up with evolving research, Finding time for networking.
Needs:
Connect with experts, gain insights, publish.
Considerations:
Quality of content, networking opportunities.
Prof. John Chen
Dental educator and researcher
A dental educator and researcher who specializes in dental education pedagogy. He’s excited to attend the conference to share his teaching methods and learn about innovative approaches from other educators.
Challenges:
Allocating time between teaching and research, Establishing meaningful connections.
Needs:
Learn innovative teaching approaches, collaborate.
Considerations:
Presentation opportunities, reputation of organizers.
Dr. Sofia Rodriguez
Early-career dentist, recent PhD graduate
Recently completed her PhD in dental materials with a focus on nanotechnology. Eager to make connections and transition to her professional career.
Challenges:
Navigating the transition to professional life, Financial constraints.
Needs:
Gain insights, meet potential collaborators.
Considerations:
Costs, potential for postdoc opportunities.
IDENTIFYING KEY FACTORS
Interview with stakeholders revealed key factors that influence participants’ decision on conference participation.
🔎
Relevance and Academic Quality
The theme of the conference, lectures and workshops allow researchers and academics to ensure the conference fits their research field and offers valuable content.
👥
Networking and Collaboration
Researchers and academics see a conference as an opportunity to connect other researchers, academics, and professionals globally. It is also a platform to present their findings, share research with a boarder audience, and contribute to scholarly advancement, which can elevate their academic profiles.
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Logistics and Practical Considerations
The location, date and time, duration, VISA requirements, etc. provide researchers and academics references to evaluate the cost, funding, and benefits of participating a conference, which also influence their decision making.
INFORMATION ARCHITECTURE
Categorize and prioritize conference information into two types: programme-related and location-related, in respond to the potential participants’ needs and considerations.
USER FLOW
Two paths of registration. Participants who would present during the conference are required to submit extra documents.
WIREFRAMES
Crafting sections and arrange layouts to align with the needs and considerations of participants.
Important Dates
President Message
Speakers (Landing Page)
Conference Schedule (Landing Page)
Sponsors
Footer
FINAL OUTCOME
15th International Conference of the AAPD Website
Programme-related Information
Providing an overview to potential participants.
Learn about the conference schedule, speakers, and workshops information to evaluate the conference’s fit for participants’ research fields.
Location-related Information
Offering insights into the host city.
Learn about the weather, accommodation, and transportation information, and consider the associated cost and benefits.
Participants Registration
Submitting registration and documents.
Register to participate the conference, upload necessary documents, and complete registration payment.
IMPACT
The website is launched in February 2023, disseminating the latest information of the conference, and accepting hundreds of participants worldwide to submit registrations. The conference will be held in November 2023 in Hong Kong.
TAKEAWAYS
It was challenging to work on this project with a tight schedule and a lot of information to handle. Since the conference dates have been determined, the organization wanted to launch the website as soon as possible in order to provide the information to all potential participants worldwide. In respond, we first launched a static version, then followed by a full website with a content management system. I had to modify the static version manually when there were new information updates, which may affect the layout arrangement. To shorten the time on revising the code, I tried to create some pre-built components, so I did not need to start from scratch. It was great to work with the team to overcome this challenge and successfully launched a website within the tight schedule.
