# Nordic-RSE 25 communication plan

Note: blue boxes are in preparation and can be updated or commented on, yellow boxes has already gone out

## Outreach and advertisement

Used in bio-newsletter Finland:
:::warning

The 2025 edition of the Nordic-RSE conference will be held in Gothenburg on May 20-21 (~9-17 CEST).
If you are interested in Research Software Engineering, RSE community building,
teaching programming to researchers, reproducible science, open-source, open-science, open access or high-performance computing and want to connect with the community in the Nordics, you are warmly encouraged to submit your abstract now or join as a listener; more info: https://nordic-rse.org/nrse2025/.
:::

### Newsletter text

:::warning
Dear all,

----
TL;DR
- What? Nordic-RSE conference
- Where? Gothenburg, Sweden
- When? May 20-21 (~9-17 CEST)
- More info, abstract submission (DL March 16th) and registration: https://nordic-rse.org/nrse2025/
---

The 2025 edition of the Nordic-RSE conference will be held in Gothenburg on May 20-21 (~9-17 CEST).
If you are interested in Research Software Engineering, RSE community building,
teaching programming to researchers, reproducible science, open-source, open-science, open access or high-performance computing and want to connect with the community in the Nordics, you are warmly encouraged to submit your abstract now or join as a listener.

If you want to submit something but need some outside support or want to discuss the topic of your contribution, please join our "night of unfinished abstracts" on March 12th at 15 CET, more information and connection details: https://hackmd.io/@nordic-rse/NUA

If you are unsure if the conference is for you, grab a beverage of your choice and join our info session for the Nordic- RSE conference 2025. We will have a cozy chat with conference chair and our local host and time for your questions too.
Connection details and more info: https://hackmd.io/@nordic-rse/NRSE25_info

More information about the conference, abstract submission (deadline March 16th) and registration: https://nordic-rse.org/nrse2025/

Looking forward to meeting many of you there,
the Nordic-RSE conference 2025 organizing committee
:::

### Conference announcement + abstract submission

:::warning

📣 We are excited to announce that the second Nordic-RSE conference will take place on *May 20–21, 2025*, in *Gothenburg, Sweden*! hashtag#NRSE25

We invite submissions on a variety of topics, including:

- Developing research software
- Community building
- Teaching programming to researchers
- Reproducible science
- Open-source, open-science, and open access
- High-performance computing

Submissions can be presented as a longer or shorter talk, a discussion session, or a poster.

Find more details and submit your abstract here: https://lnkd.in/dv5gCvMZ
:::

- social media
- [x] LinkedIn
- chats
- [x] Zulip
- [x] UK RSE slack: Nordic channel
- [x] website

### Registration open (same as above ++)

~17.2 :heavy_check_mark:

:::warning
In addition to abstract submission, now also the registration is open for the Nordic-RSE Conference 2025, taking place in Gothenburg on May 20-21.
Connect with fellow Research Software Engineers and enthusiasts to explore open-source development, community building, and reproducible science. Secure your spot today and be part of the 2nd Nordic-RSE community event: https://nordic-rse.org/nrse2025/

#NRSE25 #RSEng #RSEconference #OpenScience #CommunityBuilding

:::

+ comment:
:::warning
If you are unsure if this event is something of interest to you, please join us on 27.2 at 13 CET for a coffee chat with the organizers to learn more and ask your questions: https://hackmd.io/@nordic-rse/NRSE25_info
:::

- social media
- [x] LinkedIn
- [x] BlueSky
- [x] Mastodon
- chats
- [x] Zulip: events
- [x] Zulip nrse25 channel
- [x] UK RSE slack: Nordic channel
- [x] UK RSE slack: events
- [x] SSI fellows slack: events
- [x] DRA mattermost: off-topic
- [x] deRSE matrix: events
- [x] Elixir slack: events
- [x] CSC RC: RSE
- [x] CSCCE:events
- [x] ReSA: events
- [x] website
- [x] NRSE member newsletter
- [x] Soc RSE newsletter (SW submitted on 14.2)
- [x] Bio-newsletter Finland
- [x] CodeRefinery newsletter
- [x] CSC SciComp ambassadors newsletter
- [x] CSC training newsletter
- [x] ReSA february newsletter
- [ ] ...

### Prior to conference, topic collection

---

plan: 20.2 + reminder 25.2 :heavy_check_mark:

- info event (27.2, 13 - info event (27.2, 13 CET)

:::warning
Join us on February 27th for a preview of the upcoming Nordic-RSE Conference—a gathering dedicated to all things Research Software Engineering in the Nordics!

Whether you’re a seasoned RSE, someone interested in an RSE career path, or just curious about what “RSE” is all about, this info session is for you.

Why attend?
* Learn about the practicalities of the conference: Discover how to submit talks or posters, what topics we’re looking for, and why this event is a must for RSE enthusiasts.
* Ask questions & get answers: Unsure about what RSE entails, or whether you want to attend the conference? Come with your questions, leave with clarity.
* Explore the Nordic-RSE community: Even if you decide not to attend the conference, this is a perfect chance to learn more about our mission and connect with like-minded professionals in the region.

You’ll walk away knowing exactly what to expect from the Nordic-RSE Conference and how you can get involved—even if you’re not entirely sure about attending just yet.
Ready to learn more? Mark your calendar for February 27th and join the conversation! Everyone is welcome—whether you’re a newcomer, a seasoned researcher, or simply curious about the future of software in research.

Let’s shape the future of Research Software Engineering in the Nordics together!

#NRSE25 #ResearchSoftwareEngineering #RSE #SoftwareEngineering #Networking #CareerDevelopment #OpenScience
:::

:::warning
What is the Nordic-RSE conference about? Who might you meet there? Why might you want to join? What can you submit?
-> If any of these questions are on your mind, grab a beverage of your choice and join our info session for the Nordic- RSE conference 2025. We will have a cozy chat with conference chair and our local host and time for your questions too.
Connection details and more info: https://hackmd.io/@nordic-rse/NRSE25_info
:::

:::warning

We hosted an info event about the #NordicRSE Conference 2025! 🚀 No worries if you missed it—we’ve summarized everything in a blog post. Check it out to learn about the event, how to participate, and key deadlines. Read more here: https://nordic-rse.org/blog/conf-info-event/ #RSEng #NRSE25
:::

---

plan: march beginning

- Who should come?

:::warning
**Join us at Nordic-RSE Conference 2025!**

Are you the go-to coder in your research group? Passionate about programming and computing in academia? Looking for a career that bridges research and software?

This event is for **researchers, developers, educators, and enthusiasts** who love to code, teach, and explore new techniques. Connect with like-minded people, exchange ideas, and see that you're not alone in your passion for research software!

**Don't miss out—register now!**

Info and registration: https://nordic-rse.org/nrse2025/

#NRSE25 #RSEng #AcademicCoding

:::

collection from chat;

This conference is for you:
- the coder in a research group that may rather wish to discuss a technical implementation than your research results
- the researcher who is looking for career path with a way to stay in contact with research without being a "traditional researcher"
- someone who enjoys learning and teaching programming and computing in the academic context
- you enjoy programming/computing a bit "too much" for your current role in academia and want to see that you are not alone
- want to learn and exchange about latest techniques
- you enjoy recreational programming, enjoy writing research software and want to meet other people to have fun chats
- want to see what this ominous "Research Software Engineering" is about

plan: beginning of march

- night of unfinished abstracts (12.3 , 15 CEST)

:::warning
Join us for our “Night of Unfinished Abstracts” for the Nordic-RSE conference!

This virtual, hackathon-style event is the perfect chance to collaborate on your conference proposals. We’ll help you refine your abstract and with the submission process.

Bring your ideas, your questions, and your enthusiasm — together, we’ll make those unfinished abstracts shine!

More info and connection details: https://hackmd.io/@nordic-rse/NUA
:::

- abstract submission reminder

:::warning
⏳ Reminder! The abstract submission deadline for the Nordic-RSE Conference 2025 is March 16! Don’t miss your chance to share your work and connect with the research software community. Submit now: https://nordic-rse.org/nrse2025/ #NRSE25 #RSEng
:::

- poster reminder

:::warning
📢 Abstract submissions for the Nordic-RSE Conference 2025 are now closed—thank you to everyone who submitted! 🎉 But it's not too late to contribute — poster submissions are still open until XX! Share your work with the community. More info here: https://nordic-rse.org/nrse2025/ #NRSE25 #RSEng
:::

- social events insights
- keynote speaker announcements
- program insights

- travel arrangement planning (-> chat)
- ...

### During conference

- social media posts on presentations

### After conference

- Social media
- thanks and hope to see you next year

### Presenter outreach

#### Acceptance

Subject: Acceptance of Your Submission to Nordic-RSE 2025

Dear author,

We are pleased to inform you that your submission, [Title], has been accepted for the Nordic-RSE Conference 2025!

To confirm your place in the schedule and communicate any timing preferences for your contribution, please reply to this email **sign up for the conference** (details at https://nordic-rse.org/nrse2025/) by April 4th.

Once all confirmations are received, we will provide further practical details regarding your contribution.

If you have any questions, please don’t hesitate to reach out at [e-mail].

We look forward to your contribution!

Kind regards,
Nordic-RSE 2025 Programme Committee

#### Multi-submission selection

Subject: Nordic-RSE 2025 – Submission Selection

Dear [Name],

Thank you for your submissions to the Nordic-RSE Conference 2025! Your contributions were all of high quality and are accepted.

We received many contributions, and in order to give everybody a chance, we have decided to limit the amount of contributions per person to only one. Because all of your contributions were accepted, you can choose which one you would like to bring. For reminder, you had applied for [Insert what contributions here].

Please confirm your selection and any scheduling preferences by April 4th. To finalize your participation to the conference, you will additionally need to sign up for the conference by April 4th. Once finalized, we will share further practical details about your participation.

If you have any questions, feel free to reach out at [e-mail]. We look forward to your contribution!

Kind regards,
Nordic-RSE 2025 Programme Committee

#### Practical info to presenters

Subject: Information for Nordic-RSE 2025 presenters

Dear author,

Thank you for contributing to the Nordic-RSE Conference 2025! We are excited to have you as a speaker and look forward to your presentation.

Here are a few key details to help you prepare:

- Timing: The schedule is published at https://nordic-rse.org/nrse225/#schedule.
- Format: You can freely choose the format of your presentation materials (pdf, ppt, html, etc.)
- Technical Setup: We will have a presenter laptop available with windows, powerpoint and pdf reader. You can also present from your computer if you prefer it and you are confident you can handle it.
- Session Guidelines: We encourage engaging, inclusive presentations that foster discussion and knowledge-sharing. If you want, you can use the #nordic-rse-2025 channel on https://coderefinery.zulipchat.com to share your presentation in advance, ask for feedback, or simply share your thoughts and connect with other conference participants.
- Logistics: We will follow up closer to the event with final details on logistics.

If you have any questions or need further support, please don’t hesitate to reach out at [e-mail]

Looking forward to your presentation!

Kind regards,
Nordic-RSE 2025 Programme Committee

#### Practical info to poster presenters

Subject: Information for Nordic-RSE 2025 poster presenters

Dear author,

Thank you for contributing to the Nordic-RSE Conference 2025! We are excited to have you as a presenter and looking forward to your poster presentation.

Here are a few key details to help you prepare:

- Poster size: We recommend A0 poster, both landscape and portrait orientation will work.
- Your poster: Keep it simple and visually inviting. We encourage engaging, inclusive posters that foster discussion and knowledge-sharing. If you want, you can use the #nordic-rse-2025 channel on https://coderefinery.zulipchat.com to share your poster in advance, ask for feedback, or simply share your thoughts and connect with other conference participants.
- Poster print: We do not have a possibility to print the poster for you. Gothenburg has some print shops though, such as [Majornas](https://majornas.se/). Note that you might have to send your poster to print there before arrival in Gothenburg.
- Timing: The conference schedule is available at: https://nordic-rse.org/nrse2025/#schedule.
We’ve scheduled a dedicated poster session on Tuesday, May 20th, from 15:00 to 16:00, which will take place alongside the coffee break. We will start the poster session with a 1 minute lightning talk round by all poster presenters. You can bring one slide if you want to. Please make sure to be present at your poster during this coffee break to discuss your work with other attendees.
You can set up your poster at any time, but no later than the lunch break on Tuesday. Posters can remain on display until the end of the conference.

If you have any questions or need further support, please don’t hesitate to reach out at [e-mail]

Looking forward to your presentation!

Kind regards,
Nordic-RSE 2025 Programme Committee

#### Final logistics for speakers (not poster presenters!)

Dear speaker,

- Schedule: Check schedule about your allocated time: https://nordic-rse.org/nrse225/#schedule
We try to not change it, but if we have to, the website will be the most up to date one!

- Format: You can freely choose the format of your presentation materials (pdf, ppt, html, etc.)
- Technical Setup: We will have a presenter laptop available with windows, powerpoint and pdf reader. You can also present from your computer if you prefer it and you are confident you can handle it.

- Testing: Please test your presentation setup (presenter computer or own) during coffee/lunch break before your allocated time.

- Timing: Please stick to your allocated timeframe, we have a tight schedule. During your presentation, someone will be showing 5 and 1 min warnings. Your allocated timeslots **include** time for questions.

- Upload your presentation to our collection: We have created a Zenodo community to collect all talks and materials and encourage you to add yours as soon as you are ready: https://zenodo.org/communities/nrse25/records?q=&l=list&p=1&s=10&sort=newest

If you have any questions or need further support, please don’t hesitate to reach out at [e-mail]

Looking forward to meeting you and learning more about your work!

Kind regards,
Nordic-RSE 2025 Programme Committee

## Registered participant communication

### Before conference

To be sent once all tickets sold, latest May 12th:

Subject: Welcome to Nordic-RSE 2025 - Key Information

Hei, Hej, Moi, Halló!

We are excited to have you join the Nordic-RSE Conference May 20-21, 2025!

To make your experience as smooth as possible, we have compiled all essential information in our A-Z document: https://hackmd.io/@nordic-rse/nrsecon25_az

Key details:

- Start: Tuesday, May 20 at 9 CEST, please be on time
- Registration desk: Opens at 8.30 CEST
- Location: Auditorium J330, "Humanisten", the main building of the Faculty of Humanities, at Renströmsgatan 6, 412 55 Gothenburg
- Join the conference chat: <https://coderefinery.zulipchat.com>
- Full schedule available on our website: <https://nordic-rse.org/nrse225/#schedule>

Career panel: On Tuesday afternoon, there will be a career panel on RSE careers, to hear about a variety of career paths and be inspired. Everyone may attend, but if you would like to be a panelist, please email [e-mail] (saying you could be a panelist, and giving a bit of background of your career path and current position). This is not an event for only "professional RSEs" - whatever that may even mean. Participants will be selected to have a wide variety of more or less convential paths and positions - the weirder your path, the better.

We will soon also send out information and preparation on our icebreaker activity. Stay tuned.

If you have any questions, don’t hesitate to reach out to us at [e-mail].

Looking forward to seeing you soon!

Kind regards,
Nordic-RSE 2025 Conference Organizers

### Introducing the ice-breaker

Hei again,

To help us all get to know each other a bit better at the conference, we’ve planned a light icebreaker activity! Think of it like a grown-up version of a friendship book — a simple way to share a few things about ourselves, spark conversations, and maybe even plant the seeds for future collaborations.

Attached you’ll find the “friendship book” page. You can fill it out on site or pre-fill and bring it - whatever works best for you.

We’ll be using these pages for a small icebreaker activity during Tuesday. Looking forward to meeting you all!

Kind regards,
Nordic-RSE 2025 Conference Organizers

### After conference

#### To speakers/ presenters

Dear all,

Thank you so much for contributing to the success of our little Nordic-RSE conference 2025 with your talks, tutorials, posters and discussion sessions!

To give you a possibility to share your contribution also beyond the walls of the conference venue, we have a three options available:

- Submit your slides, poster or materials to our Zenodo community: https://zenodo.org/communities/nrse25/, you can for example submit a pdf of your materials/slides/poster with your abstract as description, then it is not even a lot of work :) And we can help, in case you have any questions.
- If you do not want it that public, you can also share your slides/materials/poster in chat with the community: https://coderefinery.zulipchat.com/#narrow/channel/478806-nordic-rse-2025/topic/Presentation.20sharing/with/520039328
- Write a blog post for https://nordic-rse.org/blog/ about your submission, be it a report from a discussion or your contribution in written format. We are happy to help you showcase your work. Blog posts are written in markdown and can be submitted directly via pull requests (fork https://github.com/nordic-rse/nordic-rse.github.io > create new branch > create new file in content/blog/ named YY-MM-DD-name.md with Metadata """ +++ title = "your title" [extra] author = "your name"+++""" in beginning of file or send the plain text to us in chat or via [e-mail])

If you have any questions about any of these, please do not hesitate to reach out via chat or [e-mail] .

Looking forward to keep meeting you in chat or at any other Nordic-RSE events in the future!

And please do get involved with Nordic-RSE if you have ideas and some time to spare: https://hackmd.io/@nordic-rse/info_sheet

Kind regards,
Nordic-RSE 2025 conference organizers

#### To everyone

Dear all,

Thank you so much for active participation in our sessions and social events at the Nordic-RSE conference 2025 last week!

We hope you have enjoyed the conference as much as we did <3

Please provide feedback on your experiences and share any improvement suggestions you may have: https://coderefinery.zulipchat.com/#narrow/channel/478806-nordic-rse-2025/topic/Conference.20feedback/near/519639259

We leave it open for speakers to share their materials in our Zenodo community (https://zenodo.org/communities/nrse25), via chat (https://coderefinery.zulipchat.com/#narrow/channel/478806-nordic-rse-2025/topic/Presentation.20sharing/with/520039328) or as blog post. Stay tuned!

We are also working on a blog post summarizing the conference, which will appear on our website soon (https://nordic-rse.org/blog/). We would like to add our group photo to the blog post (https://github.com/nordic-rse/nordic-rse.github.io/blob/48fc632106fe85b99211dad7a7d12ee51899cad3/content/blog/NRSE25_group.jpg). Please answer to this e-mail until 1.6 if you are NOT OK that the photo will be used for the blog post.

We rely on word-of-mouth and your help in advertizing that this community exists, so please go out and talk about it. Let us know if you need stickers or slides or any information about the community to do that and we can see what we can do to support.

And please do get involved with Nordic-RSE if you have ideas and some time to spare: https://hackmd.io/@nordic-rse/info_sheet

Please consider becoming a member (https://nordic-rse.org/join/), but no matter if you do or not, add yourself to our map: https://nordic-rse.org/communities/ via Pull Request.

Looking forward to seeing you in chat or in any future Nordic-RSE events (latest next year in Tromsø, June 9-10 2026)!

Kind regards,
Nordic-RSE 2025 conference organizers