Abstract

As the academic world strives to reduce environmental and social impact of international conferences, the digital turn has been for a while perceived as the to-go solution, but is showing recurring fragilities. However, the assumption that ‘virtual equals sustainable’ should be critically examined. This ongoing study aims to investigate which organizational barriers and drivers influence the adoption of alternative conference models compared to the traditional single-location format. Through a literature review, it investigates the tension between stated sustainability goals and the persistent reliance on high-carbon event formats, highlighting the challenges of standardized impact measurement tools. It also addresses inequalities in access to academic events, particularly in terms of country of origin, institutional prestige, and site selection processes, emphasizing how digital transitions risk reproducing social exclusions if poorly governed organizational choices persist. An empirical section, presented as contextual background, illustrates the case study of the 2024 EGOS Colloquium, using a quantitative survey of participants’ travel and accommodation choices, showing behavioural patterns consistent with criticisms from the literature review, confirming the limitations that the introduction of multi-hub or hybrid models may be hindered by specific organizational factors (e.g., event governance, logistical constraints, institutional inertia) but also supported by emerging drivers (e.g., regulatory pressure, inclusion demands, technological innovations). The study does not aim to provide definitive solutions at this stage but seeks to systematically map organizational barriers and enablers, to clarify the conditions that may foster a transition toward more sustainable and inclusive conference models, suggesting that conference design should be rethought through an (E)ESG lens balancing face-to-face interaction with impact reduction.

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