Organize a conference with the Candela Foundation

Organisational Support for Scientists

One of the main pillars of Candela’s mission is supporting the Polish scientific community in organising events: conferences, workshops, seminars, and other academic meetings. We have extensive and well-documented experience in organising both international and national events.

Our primary goal in this area is to enable researchers to focus entirely on the scientific aspect of the event. The Candela Foundation handles all administrative aspects according to global industry standards, without the unneccessary stress, rush, or formalities. Instead, we provide a full support from start to finish and ensure your conference runs smoothly and with maximum scientific impact.

By choosing to work with Candela, you contribute to the development of programmes that support the growth of the scientific community in Poland and the education of a new generation of researchers.

Experience you can rely on

Over the past four years, Candela has organised more than 25 scientific events across various fields: from optics and particle physics, all the way to chemistry and surface engineering. Each of these events had its own unique character, yet all shared one key feature: efficient and seamless organisation.

We are a partner who speaks the same language as scientists

The Foundation is run by members of the academic community who know the reality and needs of researchers in Poland and understand the specific requirements of conferences and other scientific events. This familiarity with the structure of scientific conferences, from both the participant’s and organiser’s perspective, is what sets the Candela Foundation apart from other companies and organisations that organize events.

We highly recommend the Candela Foundation to anyone who wants to organise a top-level international conference without unnecessary complications.

Michał Tomza, University of Warsaw (Faculty of Physics)

Conference: Workshop on Ultracold Molecules 2025

What Do We Offer?

Comprehensive organisation of scientific events requires time, experience, and coordination of many moving parts. The Candela Foundation team takes on 100% of these responsibilities, providing full support from the first email to the final certificate.

We can help with:

  • preparating, updating, and archiving the conference website;

  • developing of the event’s visual identity (i.e. logo, graphics, etc.);

  • determining the conference fee (based on your requirements, preferences, and wishes);

  • handling participant inquiries (including creating a dedicated event email);

  • managing registration, payments (including online payments), and invoicing;

  • proposing, negotiating, signing, and settling agreements with subcontractors (venue rental, accommodation, catering, etc.);

  • full sponsor support;

  • designing and preparing the conference packages for participants;

  • branding of the conference space;

  • providing full support from an experienced coordinator throughout the event;

  • providing equipment and technical support in conference rooms during the event;

  • preparating the abstract book;

  • organizing conference side events (welcome reception, conference dinners, sightseeing, transfers, etc.);

  • preparing a post-event report;

  • …and everything else that is not the scientific programme itself.

In other words, we take off your desk everything that is not strictly science-related. We understand that ensuring the scientific quality of an event requires peace of mind, and we provide exactly that.

Why work with us?

  • We understand the reality of working in the Polish academia.

  • Experience in both large and small meetings

    We have extensive experience organising scientific events of various scales and profiles: from small consortium meetings to grand opening conferences for European Commission Teaming for Excellence projects at the Copernicus Science Centre.

  • Transparency

    We operate with full transparency. Revenue from our business activities is reinvested into supporting the next generation of researchers working in Poland.

  • Quality

    We maintain the highest organisational and visual standards for every event we organize.

By working with the Candela Foundation, you gain a reliable partner that understands the scientific community in Poland and knows how to showcase it proudly.

Contact

If you are planning to organize a conference or another scientific event, please get in touch with us. We will gladly present cooperation options tailored to the nature of your event.

Email: hello@candela.org.pl
Mobile phone: +48 509 787 837