RI.Logistica is about “Getting Science in PLACE!” by supporting research infrastructures (RIs) with optimising logistics so that they can focus on their core business of providing scientific results.
RI.Logistica Conference 2025
RI.Logistica Conference 2025 at Diamond Light Source
Bringing the RI Community Together to Get Science in Place
Last week, RI.Logistica had the pleasure of welcoming members, partners, and stakeholders to the RI.Logistica Conference 2025, hosted at Diamond Light Source and co-hosted by STFC. Building on the momentum of previous years (read more about the 2024 conference on our website), this year’s event brought together the Research Infrastructure (RI) community for two days of discussion, collaboration, and practical insight into the challenges and opportunities shaping research logistics today. As the organiser of the conference, RI.Logistica was delighted to see strong participation, open dialogue, and a high level of engagement from across the community.
Day One – Strategy, Dialogue, and Shared Challenges
The first day of the conference focused on strategic themes and practical exchange. Through presentations, panel discussions, and breakout sessions, members had the opportunity to engage directly with experts and peers on topics that affect RIs on a daily basis.
Key themes included risk mitigation, insurance, customs and border challenges, and the growing complexity of logistics supporting large-scale research facilities. These conversations highlighted the importance of collaboration and knowledge-sharing across institutions, borders, and disciplines.
Setting the scene of the confierence we have Diamond, Matt Fletcher – Diamond-II Project Director and STFC, Roger Eccleston, Executive Director National Labs Large Scale Facilities, presentation of the facilities adn Liz Kitchener, Director of Estates. Continue with, Jan,CEO of RI.Logistica, outlined what RI.Logistica offers its members, with a particular focus on logistics support and insurance solutions tailored to the needs of Research Infrastructures. He also shared an Association update, announcing that RI.Logistica will relocate the association from Denmark to Sweden. This move is intended to strengthen the day-to-day management of the association and support its continued development. Importantly, the relocation will have no impact on membership or member services.
Matt Fletcher – Diamond-II Project Director
Roger Eccleston, Executive Director National Labs Large Scale Facilities, STFC
Jan Lundin, CEO, RI.Logistica
Liz Kitchener, Director of Estates, STFC
SYNCHROTRONICA – Logistics for Complex Scientific Infrastructure
During the conference, Mauro’s presentation outlined as logistics for large-scale research infrastructures is a complex process, using the upcoming Elettra 2.0 upgrade as a key example. He highlighted as the equipment involved is often large and heavy, yet highly sensitive to shocks, temperature variations, and vibration, while requiring micrometric precision.
Mauro explained how the original Elettra 1.0 storage ring has been decommissioned, and, under an agreement between the Italian and Uzbek governments, the dismantled components will be transferred to Uzbekistan, with a project called “CALSI – Central Asia, Light Source Initiative”.
This will represent a major logistics challenge, involving around 500 tonnes of specialised equipment, including magnets, vacuum systems, RF cavities, power supplies, and control electronics.
To support this process, RI.Logistica has submitted a proposal to the Uzbek authorities for a preliminary study aimed at identifying the optimal solution in terms of routes, carriers, timelines, and costs. The Uzbek Ministry of Research is expected to award the contract by the end of this year, with the study planned for completion in early 2026.
Mauro Zambelli concluded his presentation saying: “When dealing with large research infrastructures and the related scientific equipment, logistics is a complex process, and it is an essential part of the overall research process itself.
Working Groups and the Ukraine Initiative
During the conference, Cassandra presented updates on RI.Logistica’s working groups, including an overview of current activities and future plans. Participants also had the opportunity to hear Elodie explain CBAM, following the work of a dedicated RI.Logistica focus group on the topic. This group has built up expertise on CBAM and shared its knowledge.
In addition, Cassandra provided an update on the Ukraine Initiative. To date, the initiative has successfully delivered two shipments to Ukraine, offering practical support to research institutions operating under challenging conditions. Looking ahead, the ambition is to further expand the initiative by increasing engagement, strengthening capacity, and enabling additional deliveries where support is most needed.
Cassandra Waad, Logistic Project Manager & Elodie Aurelie Carlat, Cern
Risk Mitigation and Insurance Strategies for Research Institutes
A dedicated session focused on risk challenges faced by Research Institutes, supported by Marsh where Jonas Gyllenhak offered comprehensive insights into how these organizations can enhance their understanding and management of risks within increasingly complex logistical and operational frameworks. The discussion encompassed critical aspects such as the identification of potential risks (delay, misappropriation, third party impersonation, war / political risks, confiscation, rejection, cyber and misdeclaration etc.), the development and implementation of effective mitigation strategies, and the pivotal role that tailored insurance solutions play in safeguarding valuable research assets, infrastructure, and ensuring the continuity of scientific endeavors.
The session emphasized the necessity of proactive risk management and the value of collaborative knowledge sharing, particularly as research initiatives expand in scale, financial significance, and international scope. This forward-looking approach is essential to maintaining resilience and operational integrity in the face of evolving challenges within the research landscape.
Jonas Gyllenhak, Senior Vice President at Marsh Sweden AB
Customs, Trade Facilitation, and the Value of Membership
In a focused session on customs and trade facilitation, Ben from STFC, together with Ben from NNR, work together on transport and customs handling, and how, through RI.Logistica membership, STFC has built a strong network of contacts across other Research Infrastructures. This network supports more effective transport planning and customs handling, leading to improved efficiency and cost savings.
Diamond Light Source 2 – Preparing for the Future
A key highlight of the conference was the discussion around Diamond Light Source 2 (Diamond II). Presentations and follow-up discussions generated strong interest and thoughtful questions from participants.
Beyond the technical ambition of the upgrade, Diamond II sparked wider conversations about forecasting logistics requirements, packaging design, stakeholder engagement, and collaboration across facilities. These discussions reinforced the need to plan logistics as an integral part of an infrastructure upgrade strategy from the earliest stages. The culture of logistics should be part of DNA of the organization.
Mick Conmy, Diamond Light Source
Breakout sessions
Participants during a breakout session at the conference, engaging in open discussions, exchanging ideas, and exploring solutions across a range of topics.
As part of the conference, a Mentimeter survey was conducted to gather reflections and input on RI.Logistica’s initiatives and working groups for 2026. The aim was to capture perspectives from both existing members and conference participants, including potential new members.
The responses provided valuable insights into priorities, expectations, and areas of interest, helping to inform the further development of RI.Logistica’s initiatives and the focus of future working groups.
Day Two – Site Visits at STFC and Diamond Light Source
The second day of the conference offered participants the opportunity to take part in site visits at STFC and Diamond Light Source. These visits provided valuable, first-hand insight into the highly specialised research environments and the complex logistics operations that underpin world-class science.
Seeing the scale, precision, and coordination required to support advanced research reinforced a key message of the conference: logistics must work seamlessly for science to succeed. From customs and compliance to risk management and on-site handling, every step plays a critical role in enabling scientific excellence.
Key Takeaways and Looking Ahead to 2026
Interest from new and prospective members, together with strong contributions from existing members, confirmed RI.Logistica’s role as a trusted and relevant forum for the Research Infrastructure community.
The RI.Logistica Conference 2025 reinforced what the association was created to do: to provide a platform where RIs can discuss challenges openly, share experience, develop best practice, and collectively advance research logistics — truly getting science in place.
Jörgen Larsson, Senior logistics officer, ESS & RI.Logistica Chair
