Let’s Talk Scheduling 2025

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Let’s Talk Scheduling is back! Join us for the 2025 edition from October 1^st to 3^rd, 2025 in Richmond, BC, with a full day of training on September 30.

Unlock valuable insights to streamline your scheduling operations, enhance the student experience, and strengthen institutional efficiency. Let’s Talk Scheduling offers a unique opportunity to connect with peers, share ideas, and stay ahead of the latest innovations in higher education scheduling.

Expect engaging sessions, expert-led training, and meaningful conversations that will leave you inspired and equipped with practical strategies for your institution.

⚠️ Early bird pricing ends June 22, 2025! Don’t miss out!

👉 Scroll down to explore the agenda and session details.

For any inquiries, feel free to contact us at: letstalkscheduling.infosilem@berger-levrault.com.

Ticket Information

Conference Only

1 295,00 $

Sales Ended: 2025-10-03 00:00

This ticket grants you full access to all conference sessions and activities taking place from October 1st to 3rd, 2025.

Training Only

695,00 $

Sales Ended: 2025-10-03 00:00

This ticket provides exclusive access to the training sessions on September 30, 2025. This ticket does not grant access to the main conference sessions from October 1st to 3rd or any additional conference events.

Conference and Training Combo

1 840,00 $

Sales Ended: 2025-10-03 00:00

Get the full experience with access to both the training sessions on September 30, 2025, and all conference sessions from October 1st to 3rd, 2025.

Event registration closed.

Date And Time

2025-09-30 @ 08:00 to
2025-10-3 @ 13:00

Location

7551 Westminster Highway, Richmond, BC, Canada

Venue

Sheraton Vancouver Airport Hotel

Sheraton Vancouver Airport Hotel is well situated in Richmond, British Columbia, near Vancouver International Airport and minutes from the SkyTrain station. Nearby attractions to the hotel include CF Richmond Centre Mall.

7551 Westminster Highway
Richmond, British Columbia, Canada, V6X 1A3

Telephone: +1 604-273-7878

Special group rate: 279.00 CAD per night plus taxes

Last Day to Book: Wednesday, September 03, 2025

Reservation Toll-Free: 1-800-663-0299
reservations@sheratonvancouverairport.com
Book your group rate for Infosilem – Let’s Talk Scheduling Conference Sept 2025

TUESDAY, SEPTEMBER 30

WEDNESDAY, OCTOBER 1

THURSDAY, OCTOBER 2

FRIDAY, OCTOBER 3

Academic Beginner Training

🧭 Academic Beginner Training Session

During this session, topics such as data definitions, scheduling, change processing and reporting will be covered.

Appropriate for those with some knowledge of the Academic software or those who are new to scheduling. Also aimed at clients who have not yet licensed Academic but are interested in learning what it is and how it works.

Academic Advance Training

📘 Academic Advanced Training Session

Building on your significant exposure to Infosilem’s course scheduling product, this training will explore more advanced concepts and techniques for using the software.

Ample time is allocated for interaction with the Infosilem trainer if trainees have specific questions. Appropriate for those with advanced knowledge of the software.

Exams Scheduling Training

📝 Exams Scheduling Training Session

This session is dedicated to the new Exams product. You will learn topics such as data definitions, scheduling, and reporting. Major differences between the older Exam product and the new web-based Exams product will be highlighted.

Appropriate for those with some knowledge of the new Exams software or those who are new to exam scheduling. Also aimed at clients who have not yet licensed the new Exams but are interested in learning what it is and how it works.

Breaks & Lunch

☕ Breaks & Lunch

Coffee Breaks: 10:30–11:00 | 15:00–15:30

Lunch (provided): 12:00–13:30

7:30 am – 9:00 am: Registration

7:30 am – 9:00 am: Breakfast

🍳 Breakfast (Britannia B)

Start your day with breakfast and great company. Join us for coffee, connect with peers, and get ready for a full day of sessions.

9:00 am – 10:00 am: General Opening Session

🎤 General Opening Session (Britannia A)

Welcome to Richmond! This session includes introductions, a review of the past year at Infosilem, a look ahead at what’s coming, and a quick walk-through of the agenda and housekeeping items.

10:00 am – 10:30 am: Coffee Break

☕ Coffee Break (Britannia B)

Take a moment to recharge with coffee, tea, or a quick snack. A perfect time to network or relax between sessions.

10:30 am – 11:30 am: Concurrent Sessions

🏆 Success Story – How USFQ Turned Complexity into a Scheduling Success (Britannia A)

Presenter: Eduardo Cárdenas, Coordinator of Academic Planning

USFQ successfully adapted a system to meet the demands of its complex scheduling process. After previous failed attempts, many Coordinators believed their areas were too unique to fit into a standard solution. INFOSILEM proved otherwise — its flexibility allowed for the customization of key features like list views and dashboards, preserving the original planning workflow. This was complemented by an effective communication strategy, built around real testimonials and tailored support materials, which drove institution-wide adoption. High satisfaction levels reflect the success of a user-centered implementation.

🖥️ Solution Session - Academic (Richmond)

The Power of Perspective: Reports & Lists Explained

Learn how to leverage report and list views to transform raw data into actionable insights. We’ll cover best practices for navigating, customizing, and exporting views that keep you and your team aligned and informed.

🧪 Learning Lab (Steveston B)

All Infosilem Products | Moderator: Infosilem Team

Whether you have general questions about Academic, Campus, or Exam scheduling, want to explore a specific topic, review user options, or resolve institution-specific issues, you’re welcome to register for one-on-one time with an Infosilem Expert.

11:30 am – 12:00 pm: Self Care Break

12:00 pm – 1:30 pm: Lunch

🍽️ Lunch (Britannia B)

Join us for a well-deserved lunch break from 12:00 PM to 1:00 PM. A great moment to refuel, relax, and connect with peers in a more casual setting.

1:30 pm – 2:30 pm: Concurrent Sessions

🏆 Queens' Success Story – Choreographing the Schedule (Britannia A)

Presenter: Joanne (Jo) Brett, Manager, Timetabling Office of the University Registrar Systems and Operations

Gracefully Balancing Human Needs with Hard Limits

Scheduling is an art, blending firm constraints with the fluidity required to build a workable timetable. For most post-secondary institutions, achieving this balance is a complex challenge. Finding harmony between firm constraints, and the flexibility needed to achieve a timetable is a balancing act. How do you reconcile the “non-negotiables” -classroom capacities, equipment, degree requirements, course conflicts, instructor availability and load with human-centred needs of departmental teaching philosophies, departmental equity, instructor accommodations/requirements, student schedules and progression? Join us as we share Queen’s University’s experience navigating this scheduling dance, where the hard edges of logistics meet the softer nuances of academic and human needs.

📘 Exams Solution Session (Richmond)

The Constraint Effect: Balancing Rules for Better Schedules

From student needs to professor preferences to room standards, constraints are the engine behind exam scheduling. In this session, we’ll show how these rules interact, where conflicts arise, and how smart adjustments can lead to smoother, more equitable schedules.

🧪 Learning Lab (Steveston B)

All Infosilem Products | Moderator: Infosilem Team

2:30 pm – 3:00 pm: Coffee Break

☕ Coffee Break (Britannia B)

Take a moment to recharge with coffee, tea, or a quick snack. A perfect time to network or relax between sessions.

3:00 pm – 4:00 pm: Concurrent Sessions

🎯 Exams Product Session (Richmond)

🧩 Course Scheduling Focus Group (Britannia A)

Instructor Workload Planning: Methods and Challenges

Come share your thoughts on faculty workload planning and constraint collection. Let’s focus on what is being done now at your institution and imagine how Infosilem might be able to help you in that process.

🧪 Learning Lab (Steveston B)

All Infosilem Products | Moderator: Infosilem Team

6:00 pm – 7:30 pm: Welcome Reception

🥂 Welcome Reception (Foyer)

After a day of productive conference sessions, come join us for some wine & cheese and socializing from 6:00–7:30 PM. Make the most of this opportunity to mingle with friends and colleagues in a relaxed atmosphere.

7:00 am – 8:30 am: Breakfast

🍳 Breakfast (Britannia B)

Start your day with breakfast and great company. Join us for coffee, connect with peers, and get ready for a full day of sessions.

9:00 am – 10:00 am: Concurrent Sessions

🛠️ Academic Product Session (Britannia A)

Join this product session to gain a better understanding of features and enhancements released this year, get a glimpse of what’s planned for version 25.1 and beyond, and share your suggestions and wish-list items directly with the team.

🧩 Campus Solution Session (Richmond)

Request Like a Pro

Learn how to unlock the full potential of Campus Services functionality. In this session, we’ll show you how to submit, track, and manage requests efficiently while ensuring clear communication and faster approvals. You’ll discover best practices for structuring requests, avoiding common pitfalls, and leveraging built-in workflows to save time and reduce errors. Whether you’re new to the system or looking to refine your process, this session will give you the tools to make service requests work seamlessly for you and your team.

🧪 Learning Lab (Steveston B)

All Infosilem Products | Moderator: Infosilem Team

10:00 am – 10:30 am: Coffee Break

☕ Coffee Break (Britannia B)

Take a moment to recharge with coffee, tea, or a quick snack. A perfect time to network or relax between sessions.

10:30 am – 11:30 am: Concurrent Sessions

🏆 Success Story – Distributed Scheduling at the University of Toronto (Britannia A)

Presenter: Michelle Warrington, Project Manager - Learning Space Management & Chris Brown, Assistant Registrar, Academic Scheduling & Testing Services Learning Space Management

Evolving Practices in a Decentralized Landscape

Join us for an in-depth look at how the University of Toronto is transforming academic scheduling through a distributed model that aligns with our uniquely decentralized structure. In this session, we’ll explore how we’re leveraging Infosilem Academic’s Workspaces and Connect modules to elevate scheduling maturity across our institution—without sacrificing the autonomy of individual units.While U of T may be an unique in its decentralization, the challenges we face are far from unique. Many institutions have departments or faculties managing their own schedules in spreadsheets or on the margins of their day-to-day operations. This presentation aims to spark conversation around how distributed scheduling can be a strategic asset—supporting consistency, transparency, and collaboration—while still respecting local control.

📘 Campus Scheduling Focus Group (Richmond)

Infosilem Campus Portal vs Client: Intended audience and Use cases

Campus Portal and Web Client are two interfaces that you can make available to your users to interact with Infosilem Campus. Has a preference for one over the other evolved at your institution? Let’s talk about what you would like to see added to improve the user experience for all your users.

🧪 Learning Lab (Steveston B)

All Infosilem Products | Moderator: Infosilem Team

11:30 am – 12:00 pm: Self Care Break

12:00 pm – 1:30 pm: Lunch

🍽️ Lunch (Britannia B)

Take a well-deserved break and enjoy lunch with your fellow attendees from 12:00 PM to 1:00 PM. A great time to recharge, reflect on the morning sessions, and connect over a good meal.

1:30 pm – 2:30 pm: Concurrent Sessions

📘 Solution Session – Academic (Richmond)

From Enrollment to Schedule: Importing Student Registration in Academic

Learn how to efficiently import student registration data into Academic once registration is underway. This session will walk you through best practices and step-by-step import procedures. We’ll also touch on what insights this data will give you right away and for your next scheduling run.

🎯 Current Issues in Course Scheduling (Part 1) (Britannia A)

Join this moderated session to meet attendees with common interests. This session provides an opportunity to gather, discuss, and collaborate on some of the most current course, exam, and student scheduling topics of the day facing your institution.

🧪 Learning Lab (Steveston B)

All Infosilem Products | Moderator: Infosilem Team

2:30 pm – 3:00 pm: Coffee Break

☕ Coffee Break (Foyer)

Take a moment to recharge with coffee, tea, or a quick snack. A perfect time to network or relax between sessions.

3:00 pm – 4:00 pm: Concurrent Sessions

🏆 Success Story – University of Toronto Success Story - Scaling Support (Britannia A)

Presenter: Danielle Bannis, Senior Scheduling Officer & Chris Brown
Assistant Registrar, Academic Scheduling & Testing Services

Optimizing Accommodated ExamScheduling with Infosilem

With a 20% year-over-year increase in accommodated exam requests, the University of Toronto’s St. George campus now supports over 7,000 accommodated exam bookings per final exam period—all within tight timelines and limited space. In this session, we’ll share how we’ve configured Infosilem Exam in a unique way to meet this growing demand efficiently and equitably.As accommodation requests continue to rise across higher education, this session offers a timely look at how U of T plans to continue leveraging Infosilem Exam to support these needs, and how institutions can get more value from their Exam license. Whether you're already using Infosilem Exam or just exploring its potential, you'll walk away with practical strategies and inspiration for managing complex exam logistics at scale.

🎯 Current Issues in Course Scheduling (Part 2) (Richmond)

For those who wish to continue the conversation, this session extends the discussion started earlier. Keep exchanging ideas with colleagues on the most relevant topics in course and exam scheduling.

🧪 Learning Lab (Steveston B)

All Infosilem Products | Moderator: Infosilem Team

7:00 am – 8:30 am: Breakfast

🍳 Breakfast (Britannia B)

Start your day with a light breakfast and great company. Join us for coffee, connect with peers, and get ready for a full day of sessions.

9:00 am – 10:30 am: Concurrent Sessions

🏆 AMDA Success Story - Supercharge Your Scheduling (Britannia A)

Presenter: Anik Baker, Senior Director of Academic Systems & Scheduling

Embark on an Automation Adventure for a Faster Database

Join us on an exciting journey as we revolutionize our scheduling workflow! We'll show you how we harnessed the power of automation and the latest AI- driven tools to supercharge our database-building process. By venturing into the cloud with Infosilem Academic, we unlocked a world of faster data imports and more efficient scheduling tools. This blend of automation and cloud technology transformed our processes and boosted our productivity. Whether you're looking to streamline your own workflow or draw inspiration from our adventure, this session will equip you with ideas to explore in your own organization.

📝 Exam Focus Group (Richmond)

Workflow and Collaboration: General data collection and exam accommodations

The Exams software looks after creating your exam schedule. On the front end, what improvements can be brought to simplify the exam data collection process? If you have accommodated exams, how should that data be received and managed?

🧪 Learning Lab (Steveston B)

All Infosilem Products | Moderator: Infosilem Team

10:30 am – 11:00 am: Coffee Break

☕ Coffee Break (Britannia B)

Take a moment to recharge with coffee, tea, or a quick snack. A perfect time to network or relax between sessions.

11:00 am – 12:00 pm: Concurrent Sessions

🧭 Campus Product Session (Britannia A)

📢 Course Scheduling Focus Group (Richmond)

The future: What place do AI tools have in the scheduling process

Artificial intelligence is becoming mainstream, even as it is still developing and improving. Let’s explore how you think AI might be helpful in within Infosilem’s products to reduce keystrokes and minimize data issues among other things……bring your thinking caps to this session!

🧪 Learning Lab (Steveston B)

All Infosilem Products | Moderator: Infosilem Team

12:00 pm – 12:30 pm: Closing Assembly

🎤 Closing Assembly (Britannia A)

The closing assembly marks the end of the conference. All attendees are invited to a general Q&A session with Infosilem to revisit key topics and share recommendations for future Let’s Talk Scheduling conferences.

📍 We will also reveal the location and dates for the 2026 conference.

🎁 Don’t miss the always popular end-of-conference prize draw!

It is possible to cancel your registration, but due to the complexity and costs associated with organizing the event, the cancellation notice must be received by us no later than September 1 2025, defined as the "cancellation date".

To cancel your registration, you must send a written notification to Berger-Levrault at the following address: letstalkscheduling.infosilem@berger-levrault.com. Your registration will be canceled, and if you are entitled to a refund, it will be processed within 10 to 30 business days.

Cancellation before the cancellation date (September 1st, 2025)

Cancellation after the cancellation date (September 1st, 2025)

Cancellation after the start of the event (September 30th, 2025)