Two PhD students’ journey in organizing the 1st Open Science workshop in Bordeaux

Photo Caption: Organizers and participants posing in front of the Broca building in Bordeaux, at the last day of the Open Science Workshop. 

Note: This is a republished post in an effort to share PLOS posts relevant to early career researchers. The blog post was originally published on the PLOS Your Say Blog, the site on PLOS BLOGS Network for guest posts from scientists and science writers who wish to express individual points of view on issues in science, medicine and scholarly publishing.

Authors: Eduarda Centeno and Fjola Hyseni. Authors’ bio: Eduarda Centeno was born in Pelotas, Brazil. She has a Bachelor’s degree in Biotechnology and an MSc in Neuroscience. She is close to completing her PhD thesis in computational neuroscience at the University of Bordeaux, France. For the past 6 years, she has been advocating for Open Science at various levels and in different countries. Fjola Hyseni is a medical doctor with a PhD in Computational Neuroscience from the University of Bordeaux. During her PhD time, she has been an advocate of Open Science practices and has organized events to promote them.

Opening Science: Steps Toward Open Science

We began our scientific journeys (perhaps naively) with the belief that science is transparent and collaborative… only to be hit in the face by a reality that fell short. We were thus intrinsically obliged to question the status quo: regardless of our expectations, are we satisfied with how science is conducted? Should we seek a new framework?

As new PhD students in Bordeaux, we looked for spaces to have such discussions with our peers; however, we did not find them. This triggered Eduarda to launch the BordeauxTea -the city’s first ReproducibiliTea journal club – which Fjola joined a year later. Two years of inspiring discussions and an Open Science (OS) workshop later, here we are, eager to share a journey that transformed us, equipping us with essential skills as young researchers while fostering a more transparent and collaborative community around us.

The 1st Open Science Workshop in the Bordeaux Neurocampus

BordeauxTea humbly began as an independent journal club, where enthusiasts gathered to delve into academic discourse. Within a year, it evolved into an accredited PhD course, attracting students eager to deepen their understanding in a more structured framework, supported by the university. By its third year, we envisioned a broader impact and transformed BordeauxTea into an intensive week-long workshop. 

How we organized it:

Supported by the graduate program, we began the organization by assembling a dedicated team of PhD students and postdocs, most of which were former BordeauxTea students. Aiming to bring to life a week-long program on implementing OS throughout the research cycle, we started with smaller meetings between the two of us that then evolved into well-structured sessions with all organizers. Together, we navigated decisions on scope, audience, scheduling, and sponsorship, while dedicated sub-teams handled tasks like website upkeep and participant selection. The organizers’ different backgrounds provided a wide range of perspectives and skills, which benefited the workshop.

A few decisions were important in defining the character of this organization. For instance, a key decision for us was making the event free for all participants, which resonated deeply with our belief in OS. Secondly, we took great care in selecting participants based on their enthusiasm for OS, and we were thrilled to award five travel grants to deserving individuals. Thirdly, speaker selection, which prioritized expertise, communication skills, diversity, and community engagement. Lastly, we focused on advertisement, through platforms like LinkedIn, Mastodon, and traditional neuroscience channels, buoyed by invaluable support from the vibrant OS community.

How the week went:

Despite the challenges we faced, the event was a resounding success, and we were thrilled to see it come to fruition! Half of the participants were local students, while the other half came from Spain, Portugal, Germany, Brazil, and India, representing a diverse mix of PhD students, postdocs, and research engineers totalling 60 attendees. Our lineup of excellent speakers delivered both theoretical insights and practical sessions, facilitating interactive discussions and hands-on learning experiences. It was especially rewarding to witness lively debates and spontaneous interactions among participants. A standout moment was during the science popularization workshop, where students humorously attempted to summarize their research in a single slide for a lay audience, resulting in plenty of laughter and insightful exchanges. Overall, the workshop provided a fantastic platform for mutual learning and growth, fostering a dynamic environment where everyone could learn, interact, and have fun together.

Lessons learned:

Throughout this journey, we learned firsthand the importance of adaptability and resilience in facing unexpected challenges. From handling last-minute speaker cancellations to navigating bureaucratic hurdles reminiscent of a Kafka novel, our ability to pivot quickly was crucial. We also discovered that effective team management isn’t about having more people involved, but about striking a balance between coordination and leadership. Looking forward, if we organize another edition, we aim to address practical issues like ensuring non-European participants have ample time for visa applications—a challenge we regretfully couldn’t resolve for this workshop. 

Lastly, we learned that pursuing side projects alongside our thesis or academic work can be difficult to manage both intra- and interpersonally. For the latter, we recommend clear communication with supervisors and teammates. Additionally, we firmly believe that graduate programs and supervisors should actively incentivize students to participate in projects like ours, which do not only enrich academic learning but also foster crucial skill development. Networking, leadership, project management, and community engagement are vital in today’s academic and professional landscape. Encouraging participation in such initiatives can empower students to make meaningful contributions and prepare them for diverse career paths.

Acknowledgements:

We extend heartfelt gratitude to everyone who supported us throughout this journey. Our dedicated workshop team, namely Juan Garcia-Ruiz, Yoni Couderc, Deepshika Arasu, Chloé Mercier, Nathan Trouvain, Ankur Gupta, Carmen Guerrero Marquez, and Arthur Leblois, worked tirelessly to ensure its success, and we are deeply thankful for their commitment. We also express our appreciation to the exceptional speakers and enthusiastic participants who made the workshop a truly enriching experience. Special thanks go to Armand Blondiaux and Nicolas Rougier for their steadfast support. Lastly, we want to thank the new BordeauxTea hosts for taking the baton!