HERDSA recently hosted a dynamic preparation workshop for presenters of the upcoming HERDSA 2025 conference, attended by approximately 70 participants. The session focused on how to design and deliver engaging, impactful roundtable discussions—a format increasingly valued for its interactive nature and potential to spark meaningful dialogue among peers.

Understanding the Roundtable Format

Roundtables at HERDSA are designed to be participatory spaces, where up to ten participants gather around a table to explore a focused topic or issue. Session chairs aim to maintain attendance at around ten participants per table to ensure optimal interaction. However, attendance can vary, and some roundtables may exceed this cap depending on interest and engagement. Unlike traditional presentations, roundtables promote informal, in-depth conversation, making them ideal for knowledge exchange and collaborative exploration.

The workshop introduced three distinct roundtable types:

• Point for Debate: Framed around a central issue or question, these sessions invite critical engagement and may lead to broader exposure or future collaborations.
• Work in Progress: Presenters share ongoing research or projects and invite constructive feedback to refine their work.
• Birds of a Feather: Informal discussions based on shared interests, allowing for strategy sharing and networking around common themes in higher education.

Participants agreed that roundtables foster a “community of practice” feel—especially valued in the post-COVID era—as they allow assumptions to be challenged and insights to be co-constructed.

Key Takeaways for Effective Roundtable Facilitation

1. Define Your ‘Why’
Start with a clear purpose: Why this topic? Why now? Why should participants choose your session? Articulate the session’s value for both you and your audience.

2. Promote Strategically
Use social media to build momentum. Share short, compelling blurbs outlining your topic, engagement strategies, and what participants will gain. Tag co-authors, your institution, @HERDSA2025, and relevant hashtags to reach your audience.

3. Know Your Venue Logistics

• Session chairs generally aim to keep each table to ten participants, though actual numbers may fluctuate. Be prepared for smaller or larger groups.
• Be aware that multiple roundtables may occur in the same room; encourage participants to use “quiet voices” to minimise disruption.
• While most attendees stay at one table for the full session, some may move between tables.

4. Facilitate for Engagement

• Skip lengthy intros: With just 25 minutes (and a 5-minute warning), dive in using quick, low-stakes icebreakers to build rapport.
• Set the scene briefly: Introduce your topic and goals in 2–3 minutes.
• Structure the discussion: Use guiding questions and techniques like think-pair-share to broaden participation.
• Handle dominant voices tactfully: Acknowledge their input, summarise key points, and gently transition to others.
• Encourage concise input: Invite participants to share “one tweet-length idea” or two key takeaways.
• Adapt on the fly: Have a Plan B (or C or D!) ready, adjusting your approach to group size and energy.

5. Use Materials and Technology Thoughtfully

• No projectors—if using a laptop, consider visibility.
• Hard-copy handouts are appreciated and make your session memorable.
• QR codes work well but use them sparingly to maintain momentum.
• Suggested tools: post-its, large paper, printed resources (from Officeworks or hotels), and simple timers (e.g., “Hey Siri, set timer for 20 minutes”).

6. Ethical Considerations for Recording
If you plan to record for research purposes, ensure you have ethics approval and obtain explicit participant consent. Always offer an opt-out for those who prefer not to be recorded.

Final Thoughts

This workshop reinforced that HERDSA roundtables are more than a presentation—they are an invitation to co-create knowledge. As one participant put it, “Roundtables allow you to be both teacher and learner at once.” Presenters are encouraged to experiment, stay flexible, and continue reaching out with questions as they prepare for HERDSA 2025.

Let’s keep the conversation going—your table is waiting.

Acknowledgment: This summary was refined for clarity and coherence with the assistance of ChatGPT (OpenAI). Workshop transcripts and meeting chat content were synthesised using NotebookLM (Google Labs) to support accurate and concise reporting.

To watch the recorded session visit: https://youtu.be/hy86jPeQgB0