On Chairing a Games Research Conference

This analysis explores the multifaceted responsibilities and strategic considerations involved in chairing an academic games research conference, specifically drawing on experiences from the Digital Games Research Association (DiGRA) and the Foundations of Digital Games (FDG) conferences. The primary purpose is to demystify the logistical and intellectual labor required to organize such events, while encouraging the academic community to reflect on its practices, inclusivity, and engagement with broader public audiences.

The organizational framework for these conferences relies on a board-led selection process for hosts, prioritizing geographic diversity, accessibility, and financial sustainability over profit generation. A central finding is the necessary separation between the Conference Chair, who manages logistics, finances, and social programming, and the Program Chairs, who oversee the blind peer-review process to ensure academic quality. This division is essential to mitigate conflicts of interest, as the Conference Chair’s goal of maximizing attendance can clash with the Program Chair’s objective of maintaining rigorous acceptance standards.

Key operational data from the 2014 DiGRA conference highlights the financial realities of academic hosting: 49% of attendees were students, 70% of expenses were venue-related, and registration fees covered only 73% of the total budget, necessitating external sponsorship. The analysis also emphasizes the importance of social events—such as game jams and mixers—and the strategic selection of keynote speakers to bridge gaps between academia, industry, and external disciplines. Furthermore, the document addresses the evolving role of conferences as public-facing entities, noting that experimental session formats can increase visibility and community engagement, though they may also invite public scrutiny, as evidenced by the intense external reaction to discussions on diversity and identity during the 2014 event. Ultimately, the work concludes that while conferences are logistical challenges, they serve as vital, archived records of the field’s intellectual trajectory and community values.