pin conference
8 min read

Meeting needs of various user types, prioritizing clear communication and enhancing networking: the reinvented conference website.

Product Design
Mobile App
Website

PIN Conference (Prawo, Innowacje, Nauka - Law, Innovation, Science) is a 2-day event for scientists and professionals working on higher education and industry collaboration.

Users found the current website confusing and lacking enough information to decide if they wanted to attend. The site’s inconsistent design and lack of professionalism also hurt trust in the brand. On top of that, the user experience was poor—text was hard to read, networking was impossible, and resources were difficult to access. My redesign addressed these issues by improving usability, creating a professional look, and adding new features, ultimately transforming the conference website.

Timeline
July - August 2024
Role
UX/UI Designer
Tools
Figma, Photoshop
Project type
Concept

Although this project was tailored for the Polish market, all content is presented in English for this case study.

The goal is to make signing up for the conference easy, enhance networking, and ensure access to valuable educational resources.

research

Website analysis revealed key issues with the existing platform

After reviewing the current conference website, I've noticed some important issues across different areas like how it looks, how information is organized, how it works, how it adjusts to different screens, and how easy it is for everyone to use.

Registration through Google Forms

User Experience Implications

Google Forms lack customization, which leads to a scattered user experience and doesn't represent the brand well.

Limited Control

The website owner can't fully control the form's design and functionality, limiting customization and branding options.

Integration Challenges

Integrating Forms into the website can be technically challenging, affecting how data is managed and user experience.

Responsiveness

Structural Messiness

Responsiveness issues cause mobile layout problems, especially in the hero section and schedule tabs, hurting overall usability.

Element Sizing Problems

Elements don't scale well on smaller screens, making some too big and others too small.

home hero section
schedule section
about the conference

Lack of Clear Information

Hidden Registration Details

Important details like the registration deadline were hidden, and the number of available seats wasn’t mentioned.

Incomplete Session and Speaker Information

Users struggled to access session details or speaker contact info. Without session descriptions and speaker profiles, attendees couldn't plan their participation effectively.

Lack of Conference Overview

The site didn’t clearly explain the conference's mission or value, which could discourage potential attendees from committing.

Functionality

Poor Search and Filters

Poor search and filter functions make it hard to find specific information, especially with unclear search result displays.

Inconsistent Button States

Inconsistent or missing hover states for buttons reduce user feedback and interaction cues.

Visual Appeal

Readability Challenges

Text justification issues and crowded speaker cards make it hard for users to read and scan content.

Inconsistent Styling

The website has inconsistent styling, with varied font sizes and styles, mismatched icons, and random background textures, affecting its overall visual coherence.

problem statement

The current conference website is hard to use. The design is inconsistent, the text is hard to read, and there’s not enough information. It’s impossible to network with others on site and difficult to find resources.

''I want to use a website that makes it easier to navigate, find information, use resources, and connect with fellow attendees.''

Brand’s business goals focus on three main aspects:

University-Business Collaborations

Boost connections between academia and industry to spark innovation and practical research.

Enhance Attendee Engagement and Networking

Offer strong networking opportunities to help attendees make meaningful connections and partnerships.

Promote Conference Growth

Increase the conference’s visibility and attendance, drawing in a diverse mix of participants from different fields.

Solution ideas aimed at fixing issues and adding new features to enhance UX and support the brand's main business goals

Ensuring Accessibility

I’ll focus on clear navigation, readable fonts, and strong color contrasts, plus simple layouts that work well on any device.

Consistent system that works

I’ll create a consistent design with uniform buttons, forms, and layouts so users always know what to expect, reducing confusion.

Enhaned Networking Features

Search filters, attendee profiles, and messaging features will make it easy for participants to connect and collaborate.

Responsive design

I'll focus on a desktop-first design that adapts seamlessly to smaller screens, ensuring a great experience on any device.

Integrated Registration

I'll simplify the registration process with clear steps and guidance, ensuring users can sign up quickly and easily while stating all necessary preferences.

Informative Conference Overview

I'll ensure the website offers comprehensive details about the conference. I'll provide all the necessary information to help users make an informed decision.

Defining key user types clarified the unique needs and focus areas of each group

Organizer

Key Focus Areas

Monitoring and managing conference logistics

Ensuring smooth coordination with speakers and attendees

Accessing real-time updates and reports

Communicating with participants effectively

Features needed

Dashboard

Speaker, Session, Resource, Attendees Management

Communication Tools

Reporting and Analytics

Speaker

Key Focus Areas

Managing session details

Uploading presentation materials

Checking personal schedule

Networking with attendees and other speakers

Features needed

Dashboard

Profile Page

Schedule

Networking and Messaging

Registered Attendee

Key Focus Areas

Accessing schedule, session and speakers’ details

Networking with other participants and speakers

Viewing and downloading conference materials

Exploring session topics and selecting ones of interest

Features needed

Resources (Recorded Sessions, Presentations)

Networking and Messaging

Profile Page

Schedule and session details

Unregistered User

Key Focus Areas

Learning about the conference theme and benefits

Exploring session topics and speakers

Considering registration options

Understanding what they can gain from attending the conference

Features needed

Amount of seats left

Streamlined registration

Informative About page

Schedule and session details

Organizing these insights into structured feature roadmap helped to establish priorities moving forward

These insights shaped the product's information architecture, creating distinct levels of content access and control for each user type

Designing started with sketches and simple flows to understand what should appear on key screens

main navigation (initial - final)
home screen (initial - final)
my party sets (initial - final)
initial profile personalization

First things first: streamlining the Registration flow

Importance:
Critical

Originally, the registration was handled through a basic Google form, which, while functional, lacked the structure and polish that users expect from a professional conference website. Additionally, the redesigned website introduced a profile feature, making account creation a crucial part of the registration process.

My goal was to take the content from that form and reimagine it into a more logical, user-friendly, and informative registration flow that instills trust and encourages completion.

What was achieved

Improved Structure and Clarity

I reorganized the original Google form into clear, logical steps, making the registration process easier and less overwhelming. Each section focuses on a specific aspect, guiding users smoothly through the process.

Building Trust and Transparency

A clear, structured flow builds trust. The Registration Complete screen confirms success, providing a summary and a downloadable ticket with a QR code, reassuring users that everything is in order.

What if there’s no seats left? Users can register for the waitlist

Importance:
Moderate

When the conference reaches full capacity, it doesn’t mean the end of the road for interested attendees. I designed a streamlined waitlist registration process that keeps users engaged and hopeful.

I designed a simple waitlist process to keep interested attendees engaged. Even if they don’t get a spot, they’ll still receive materials and recordings.

What was achieved

Maintained User Engagement

By providing a waitlist option, users remain connected to the event, reducing drop-off rates and keeping them engaged with ongoing updates and content.

Optimized Event Attendance

The waitlist feature allows the event to fill any spots that become available, ensuring maximum attendance and a fully engaged audience, which is beneficial for both the event’s success and the organizers.

Added Value for Users

Even if they can't attend in person, waitlisted users still receive secondary access to valuable conference materials and sessions, making them feel included and valued. This boosts user satisfaction and loyalty.

Providing clarity with an interactive schedule, color-coded themes, and intuitive search filters

Importance:
Critical

The old site had a basic table with no details. The new design features interactive tabs, filters, and clickable session cards for quick access to information.

before

I worked through several iterations of the session cards to strike the right balance. The goal was to highlight essential info without overwhelming the layout, moving any extra details to a separate session page. Keeping the design simple and clear was key.

Sketch progress

Styled Card design

Initially, I was happy with the design, but after creating several cards, I realized the color coding wasn’t standing out enough.

Styled Card design - after testing

By using a lighter shade of the main theme color in the card background, I was able to improve identification. Stacking the information also helped clarify the hierarchy and provided enough room to accommodate even the longest session titles.

Full Schedule
Session Details
Resources
Presentation viewer
Recorded session player

What was achieved

Enhanced User Engagement

The interactive and themed schedule design keeps users engaged, making it easier for them to find sessions of interest and explore relevant content.

Improved Content Discoverability

The search and filtering options, along with the session details and resource pages, make it simple for users to find and access the content that matters most to them.

Intuitive Theme Color Coding

The use of color-coded themes and custom icons not only adds a visual appeal but also significantly improves navigation. Users can quickly identify and follow their topics of interest throughout the site.

Simplifying Conference Management with a Feature-Rich Admin Dashboard

Importance:
Moderate

While the admin dashboard may not directly impact the attendee's experience, it plays a crucial role in ensuring that the event runs smoothly. The dashboard provides administrators with all the essential tools they need to manage the conference effortlessly.

Each stage of the design process was focused on refining the layout and improving functionality, resulting in a dashboard that feels both organized and easy to navigate.

Dashboard sketch

I initially outlined the priority metrics that should be front and center in the dashboard overview.

Styled design

I improved the navigation for better structure and clarity.

Final styled design

I reorganized the top, added clickable buttons, and created a clean layout. I also removed the event counter, which felt more like a gimmick at this stage.

Dashboard Overview - full event capacity use case
Profile Details (Speaker)
Admin Profile Menu
Admin Dashboard
Manage Attendees
Attendee Profile Details
Speaker Profile Details

Speakers also get the dashboard feature, but much more limited and simple

Importance:
Moderate

By focusing on a clean and intuitive layout, the dashboard provides only essential features, minimizing distractions and allowing speakers to focus on what matters most—preparing for their sessions. The left-side menu ensures easy navigation between profile settings and dashboard sections.

My Sessions
Session Details
Speaker's profile menu
My Sessions
Session Details
Speaker's profile

With each user type having different features, I created role-specific profile menus to ensure users have access to the tools they need.

Importance:
Critical
Admin Menu
Speaker Menu
Attendee Menu
Attendee's Saved Resources
Attendee's Social Links Settings
Attendee's preferences
Attendee's tickets

What was achieved

Increased Usability Across User Roles

Customizing the menu options based on user roles ensures each user has access to exactly what they need without being overwhelmed by unnecessary options.

Improved Efficiency for Admins

Administrators benefit from a full-featured dashboard that allows them to manage the entire event efficiently, even on mobile.

Focused Tools

Speakers can easily manage their sessions and resources, while attendees have quick access to their networking preferences and saved materials.

About page needed to be transformed into a readable comprehensive conference overview

Importance:
Moderate

In its original form, this page was underwhelming—limited to a cluttered display of organizing committee members with lengthy, hard-to-read bios.

My redesign focused on enhancing the page's clarity, accessibility, and overall user experience. The result is a clean page that effectively communicates the essence of the conference and encourages deeper exploration.

before
Organizer's profile details

What was achieved

Improved Readability and Navigation

By simplifying the layout and breaking up content into digestible sections, I made the page easier to navigate and understand.

Improved Information Accessibility

Unlike the old design, which only provided organizing committee bios, the new layout offers comprehensive insights into the conference mission, themes, activities etc.

The Conference Details page must be clear, informative and drive engagement

Importance:
Critical

Instead of overwhelming users with oversized logos and confusing sections, the new design focuses on delivering essential information in an organized manner. Each section is crafted to guide users smoothly through the details they need, whether they're deciding to attend or simply seeking more information.

before
Seat Availability - some seats left

This dynamic section displays the remaining number of seats for the conference, encouraging users to secure their spot before it’s too late.

Seat Availability - no seats left

When the event is sold out, this section encourages users to join the waitlist, offering a chance to attend if spots open up, and ensuring they still have access to conference materials and recordings.

What was achieved

Increased User Clarity

The new design clarifies the structure and content of the Conference Details page, making it easy for users to find the information they need.

Enhanced Decision-Making

By highlighting key details such as seat availability and speaker information, users can make informed decisions quickly, whether they’re registering or planning their conference experience.

Better Engagement Potential

The inclusion of dynamic elements like the seat availability counter and the speaker carousel engages users more effectively, encouraging interaction and exploration of the conference content.

Helping attendees connect and collaborate with Networking and Chat features

Importance:
Moderate

Networking is a crucial part of any conference experience, and the platform I designed facilitates smooth attendee connections. The design focuses on simplicity, ensuring users can quickly find and engage with others.

Networking
Messages
Send new message
Chat
User Profile details

Confident in the visual language, I refreshed the homepage to engage users and uplift the brand experience

Importance:
Critical

The redesigned home page focuses on clear communication, improved visual hierarchy, and an enhanced user experience.

By restructuring the information, improving visuals, and adding more engaging elements, I transformed the page from dull and confusing to professional and enticing.

before
Benefits
Key details
Encouraging networking
Main activities
FAQ

What was achieved

Improved Usability

Clear calls to action and an intuitive layout make it easier for users to navigate and register.

Boosted Conversion

The redesign introduces strategic elements like countdowns and clear registration buttons that drive conversion and sign-ups.

Brand Alignment

Cohesive design across all sections, from visuals to typography, ensures that the website is in line with the brand’s visual identity.

summary

I faced some challenges

This project marked my first experience with redesigning and reinventing an existing website. While I approached it with a clear plan and organized process, there were a few challenges I faced along the way that required creative problem-solving.

Challenges Faced

Diverse content types

The project included various content formats—videos, PDFs, images, and session cards. This made it tricky to create a system that kept everything cohesive and easy to use.

Limited source material

Since this was a personal project, I had to work with only the existing website content, with no chance to ask for additional materials or suggest new ideas.

Complex features

This was my first time designing complex features like an integrated chat system, which took longer and required learning along the way.

Admin user's perspective

It was my first experience considering an admin user’s needs. Without much backend knowledge, I had to research essential features for this user type.

How I solved them

Designing a cohesive system

I simplified the design of each content type to follow a clean, minimalist style, ensuring visual consistency throughout the site.

Maximizing existing content

I redesigned the layout to make the most of the existing content, focusing on clarity and making key sections more engaging and user-friendly.

Existing solutions

For complex features like the chat, I looked at platforms like Facebook Messenger and Instagram Direct to see how they balance simplicity and functionality.

Simplifying admin features

I researched admin dashboards on similar websites to understand the essential tools needed to manage events and content.

In the future I’d want to improve on...

More User Testing

I should have involved more users in testing early on to catch potential issues and refine the experience.

Exploring Interactive Features

I could have added more engaging features like polls, interactive maps, or customizable schedules to make the site more dynamic.

Balancing Speed and Detail

I spent too much time on small details, which slowed the process. Next time, I'll balance speed with attention to detail.

Advanced Analytics Integration

Adding more analytics tools would have helped admins track user engagement and make data-driven decisions.

Deeper Focus on Branding

I could have developed the visual identity further with micro-animations or transitions to strengthen the brand’s personality.

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Thank you for your time

If you have any questions, thoughts, or want to know more about the process behind the project, I'd love to connect. Don't hesitate to reach out - I'd love to hear from you.