Based in Brussels and representing Research Managers & Administrators across Europe and beyond and supporting their professionalisation, knowledge exchange, training and community-building. As the association’s annual congress expanded — jumping from just under 1,200 participants in 2022 to over 2,200 in 2025 when EARMA had the honour to host INORMS 2025 — it faced a common but complex dilemma: how to preserve intimacy and wellbeing when the numbers grow exponentially and logistical demands intensify.
“We’re absolutely delighted and deeply honoured to receive this award,” said Johanna Roodt, Head of Engagement, Communications and Events. “At EARMA, our team is usually on the other side — preparing and presenting awards to celebrate our members. So to be officially acknowledged ourselves, and especially for our innovative ideas, feels truly special.”
A Digital and Emotional Shift
EARMA’s solution was not simply about scaling logistics. It involved rethinking the role of physical space, digital infrastructure, and emotional care within the event experience. “Our goal is always to innovate in ways that put people first — and make sure every attendee feels well, seen, involved, and inspired,” Roodt explained.
That philosophy set the framework for two standout innovations: a shift to digital screen badges — eliminating printed name tags and introducing easy lead scanning, session tracking, and sustainability by design — and a comprehensive integration of wellbeing features. These were structural shifts aimed at making events more human-centred and inclusive. The spark came from a very human moment.
“The night before our conference in 2023, we were sitting on the hotel room floor until late into the night, sorting through 1,400 paper badges. It was exhausting and chaotic, and we looked at each other and said: ‘We are never doing this again.’” That moment became a turning point. The following year, EARMA introduced e-ink name badges, becoming, to their knowledge, the first in its sector to do so — a small but powerful shift that set the tone for a wider transformation.
The badges were only one part of a larger shift. Feedback from members showed a growing appetite for more flexibility, more choice, and more spaces to rest or connect in meaningful ways. “People asked for spaces to breathe, stretch, speak, and be heard,” said Roodt. “Even on a limited budget, we’ve found creative ways to bring warmth and calm into our events — through gentle breaks like yoga and games, through open discussion spaces (‘Meet ups’), and by fostering interaction at every turn.”
EARMA’s team introduced informal meet-up areas, low-lit quiet rooms with gym balls and bean bags, and even repurposed unused rooms to show calming nature visuals. “It was a team effort powered by creativity and care,” Roodt said. “I’m a certified yoga teacher and mental health first aider, so I typically run the breathing & stretching sessions myself. Since we had no extra budget for these innovations, we had to be as creative as possible to bring mental wellbeing to our conferences at little or no cost. A challenge we embraced and suceeded at.”
A Culture of Trust, Not Templates
The innovations were met with strong support. Participants embraced the digital badges and made full use of the alternative formats. According to post-conference surveys, attendees increasingly rated wellbeing options as essential, not just “nice extras.” “We track session attendance and the uptake of these formats is growing steadily. People don’t just enjoy them — they genuinely need them.”
Perhaps most notably, EARMA succeeded in introducing change without altering its base. “We’ve been very intentional about making new formats optional and complementary. They don’t take away from the traditional programme. Instead, they allow everyone to shape their own experience — to stay engaged in a way that’s personally meaningful and manageable.”
The award has also reinforced a larger cultural shift inside the association — one that values experimentation, responsiveness, and nerve. “It encourages us to continue innovating boldly, to keep listening closely to our community’s needs, and to stay committed to sustainability, wellbeing, and creativity in everything we do while advancing the association’s goals.”
To associations considering a similar path, Roodt offers practical encouragement: “Don’t be afraid to experiment. Innovation doesn’t mean changing everything at once — it can be as simple as testing one new element and simply not repeating it the next time if it didn’t work.’’
EARMA’s approach is a reminder that events are about people — their energy, their comfort, and their sense of belonging. “Being thoughtful is a form of innovation,” Roodt reflected. “We are proud to have found a way to make our ever growing events feel familiar and be health-sustainable on limited budgets.”