Setting Up a Collaborative Professional Learning Conference at Your School

Professional learning doesn’t have to be complicated. In fact, sometimes the best learning comes from creating space to address educators’ real-time needs. At any given point in the school year, teachers are working on different things. When do they get a chance to share their work, connect with others, and get feedback so they can advance what they’re doing?

This is where the idea of a “pop-up conference” offers a solution. This low-stakes format is perfect for creating a space for sharing work, sparking ideas, and tapping into the expertise of those in your building.

I was able to take part in this model last April at the Leysin American School. Paul Magnuson, director, Visiting Scholars, Outreach, wanted to pilot the model with a group of visiting scholars and local educators. It was a chance for both researchers and practitioners to come together to advance their work, and it was an energizing and inspiring session where I learned a lot from others and also got tangible, concrete feedback and suggestions to advance my own work (that I could use the next day). 

In the education world, we talk a lot about constructive dialogue, peer feedback, and professional growth. This practical and simple format might be just the setup to achieve professional learning goals, as it’s remarkably easy to adapt for schools of all types and for different contexts.

What Is a Pop-Up Conference?

A pop-up conference is simply a gathering of individuals (e.g., teachers, researchers, or other community partners) who come together to share ideas in an engaging yet flexible format. There are no slide decks, no panels, and no gatekeeping. Instead, each participant gets 20 minutes to introduce a piece of work they’re excited about and lead a discussion. The goal is not to lecture but to create dialogue—to test ideas, seek feedback, and build connections.

Here’s how the structure works:

1. Create the invitation. This is an opt-in format. Reserve a time and space to host the event (it could be in an open classroom, virtual, or hybrid if you wish for attendees to be able to be there virtually) and send out the invite. Participants can register for a slot and add a blurb of what they’d like to present. Attendees can provide feedback, but there should be no more than 12 presenters per event.
2. Keep it simple. No slides. Max 20 minutes per person to present. Each presenter introduces a piece of their current work and invites others to give feedback or suggestions. The goal is to not create extra work for anyone.
3. Don’t overstuff the agenda. There shouldn’t be more than two to three sessions in a row to prevent fatigue. Be intentional with breaks, as some of the best learning happens in the conversations between sessions.
4. No pressure. This event should be energizing and organic. No one should feel additional stress to take part, so don’t set any expectations. This should be a space where everyone respectfully listens to one another with an open mind.

Why use this model?

The pop-up model celebrates purpose and process, giving people space to share what they’re working on, without anyone having to showcase a polished product. It also gives everyone a voice and is an ideal format for teachers to learn what’s happening in the building or within the wider community and to spark meaningful connections.

While I experienced the model in a private school context that hosted visiting researchers, it was easy to see how public schools, districts, or community education settings might adapt the model for their own contexts—for example:

• Having teachers present current initiatives or projects
• Presenting ideas to address a schoolwide challenge
• Sharing examples of how to innovate around a certain theme

Creating collaboration: Some of the best learning happens from drawing on the expertise within the building. When we use this model, we create an opportunity to recognize and value the current work of teachers. It also reminds us that innovation doesn’t have to require a hefty budget, a keynote speaker, or a travel grant. Sometimes, all you need is a classroom, a few colleagues, and 20 minutes of courage.

Crowdsourcing ideas around a theme: Imagine having a pop-up conference to see who has ideas around a certain topic or challenge. Perhaps you want to see what people were doing around “AI in the Classroom” or “Parent Engagement.” Space permitting, you might invite relevant members of the wider community to come in and share their ideas or initiatives as well. This would give teachers and other stakeholders the chance to learn about what everyone is doing and spark new opportunities.

Benefits of the model

This model invites possibility, as you never know what people might share. In the hybrid pop-up conference at Leysin American School, I had the privilege of learning about initiatives like “middlemesters,” which are short, credit-bearing courses driven by student and teacher passions that take place between semesters. Another educator shared their Student Researcher program, through which final-year students conduct mentor-supported scientific research, culminating in a 3,000-word journal article published annually in Scientific Research in Schools.

But teachers could present anything: new ideas, current projects, asking for advice around a challenge, seeking new tools or pedagogical practices, or inviting others to engage in their work. It’s the perfect space for sharing something today that can make a difference tomorrow. In addition, when Paul and I had the chance to recap, these were some of the value-adds of the conference:

• Reinvigorating professional energy. People left feeling refreshed and reconnected to their purpose.
• Fostering peer feedback. Everyone left with new ideas or takeaways that they could use straightaway.
• Building in-house expertise. When teachers learn from one another, it creates a culture of sharing across departments or grade levels. This breaks down silos and encourages interdisciplinarity and strengthens school culture. Teachers shouldn’t have to get accepted to a journal or conference to present their work. We can take charge and present in our own building.

Want to give it a try? Start small. Find three people who want to share, and let the conversation unfold. You might be surprised by what emerges when you trust the people in the room. Find three people who want to share, and let the conversation unfold.