C-IN opens a new chapter for international science events in Vilnius

The 51st EPS Conference on Plasma Physics brought together the international plasma physics community to Vilnius, Lithuania for five days of scientific exchange, collaboration and professional connection. Held from 7-11 July 2025, the conference welcomed 490 participants spanning researchers in fusion, experimental and theoretical plasma physics, astrophysical plasmas and applied plasma technologies, alongside young scientists and graduate students.

For IAPCO Accredited PCO C-IN, the conference marked two important firsts: its first event for the European Physical Society (EPS) and its first major event in Vilnius following the opening of its local office earlier in 2025. The opportunity was secured through a successful bid developed with local destination connections and links to the Lithuanian Physical Society, demonstrating the value of combining international PCO expertise with strong local relationships.

Working closely with Go Vilnius, the city’s official convention bureau, EPS, the venue and local providers, C-IN delivered a professionally managed, digitally enabled and sustainability-conscious event that showcased both the strength of the EPS scientific community and Vilnius as a destination for international knowledge-based events.

Challenges

As a new client relationship and the first major conference delivered by C-IN from its newly established Vilnius office, EPS Plasma Physics 2025 presented a different kind of challenge: creating a seamless transition to professional congress management while preserving the scientific identity and strong sense of community established over more than 50 editions.

• Transitioning to professional PCO delivery: Previous editions had been organised by local societies. For 2025, working with a professional congress organiser for the first time required EPS and C-In to establish new processes, build trust and create a collaborative way of working that supported rather than changed the character of the conference.

• Supporting a complex scientific programme: Hundreds of talks, posters and workshops, together with plenary and invited speakers and a programme of scientific awards, required detailed coordination across abstracts, speakers, scheduling and participant communications.

• Delivering in a new local market: As C-IN’s first major event in Vilnius following the opening of its local representative office, the conference required the team to combine its established international expertise with strong local relationships and destination knowledge.

• Delivering sustainable and efficient operations: The team wanted to reduce reliance on printed materials and make considered choices across technology, transportation, venues and catering without compromising the participant experience.

• Connecting participants with the destination: Beyond the scientific programme, the conference needed to create opportunities for its international community to connect with one another and experience Vilnius as part of their time in Lithuania.

Solutions

C-IN combined its international congress experience with a growing local presence in Vilnius to provide EPS with end-to-end professional support, while working closely with Go Vilnius, the venue and other local partners to create an efficient, engaging and distinctly Vilnius experience.

• Strategic bid and destination collaboration: C-IN built on relationships in the Baltic market, working with Go Vilnius and drawing on connections with the Lithuanian Physical Society to develop a compelling proposal for Vilnius. Responding to requirements from EPS, C-IN prepared and presented the bid to the EPS Plasma Physics Division, successfully securing the conference for Vilnius.

• End-to-end professional congress management: C-IN worked closely with EPS to establish clear processes and provide hands-on support throughout the planning journey. Its role extended across the conference website, registration, speaker and abstract management, scientific programme coordination, graphic design and branding, social programme logistics and onsite delivery.

• Dedicated scientific programme support: C-IN’s programme team worked closely with EPS to coordinate hundreds of talks, posters and workshops, alongside plenary and invited speakers and a programme of scientific awards. Dedicated support from the Programme Manager helped ensure the scientific community remained at the centre of decision-making throughout the transition to working with a professional congress organiser.

• Digital-first participant experience: A custom mobile app gave participants access to the full programme, speaker information, personal scheduling, push notifications and the event social wall. It also enabled participants to engage in activities such as voting in the conference photo and video contest.

• Sustainable and efficient event design: C-IN reduced reliance on printed materials through digital-first tools, coordinated transportation efficiently for social events, and worked with venues, catering and technology partners to support a more sustainable approach to event delivery.

• Connecting the congress with Vilnius: Working with local partners, C-IN integrated Vilnius into the participant experience, from the welcome cocktail at historic Vilnius Town Hall to the Gala Dinner at Dūmų fabrikas. These experiences encouraged participants to experience the city beyond the scientific programme.

• Responsive onsite delivery: When minor issues arose, including unstable Wi-Fi in one room and missing special-diet labels during catering, C-IN worked quickly with the venue to resolve them and minimise disruption to participants.

Outcomes

EPS Plasma Physics 2025 successfully introduced a new professional delivery model while maintaining the scientific excellence and community spirit at the heart of the long-established conference.

• Successful transition to professional PCO delivery: C-IN successfully supported EPS through its first collaboration with a professional congress organiser, establishing a collaborative model that provided greater scientific and operational programme support while allowing EPS to remain focused on its scientific community.

• Strong international participation: The conference welcomed 490 onsite participants, with strong representation from Germany, Italy, France, the USA and Switzerland, reinforcing the international reach of the EPS plasma physics community.

• Scientific exchange and engagement: Hundreds of talks, posters and workshops created a comprehensive platform for researchers to share new knowledge and strengthen collaboration across fusion, experimental and theoretical plasma physics, astrophysical plasmas and applied plasma technologies.

• Supporting the next generation of scientists: Graduate students and young researchers were embedded throughout the conference, while prestigious prizes and student awards recognised scientific excellence and supported emerging talent within the field.

• Advancing inclusion in science: The Women in Plasma Physics Lunch created a dedicated platform for networking, mentorship and discussion around gender balance and equity in STEM, extending the conference’s social impact beyond the scientific programme.

• A digitally enabled and sustainability-conscious event: Digital programme tools, reduced paper use and efficient transport coordination created a streamlined participant experience while helping reduce the event’s environmental footprint.

• Destination and economic value: Bringing an international scientific community to Vilnius generated activity across accommodation, hospitality and local services, while the collaboration between C-IN, Go Vilnius and local partners showcased the city as an accessible and attractive destination for high-level scientific and knowledge-based events.

• Building momentum in the Baltics: As C-IN’s first major event in Vilnius following the opening of its local representative office, the successful delivery of EPS Plasma Physics 2025 strengthened C-IN’s presence in Lithuania and demonstrated the potential for further international conferences in the region.

By combining international congress expertise with local destination knowledge, digital-first delivery and close scientific programme support, C-IN helped EPS deliver a conference that advanced plasma physics, strengthened its international community and showcased Vilnius as a destination for global scientific events. The collaboration also demonstrated the wider value that an IAPCO Accredited PCO can bring by connecting associations with destination partners, supporting knowledge exchange and helping international scientific communities create lasing value for both their members and host destinations.