Can't seem to escape the daily work grind to attend a professional conference? Not to worry. Just bring the conference to your desktop.
No planes to catch. No hotel rooms to book. Attend an informative presentation, hobnob with industry leaders from around the globe, and pocket some tips that you can use in the office tomorrow.
Virtual conferences have been popping up on the Internet in one form or another since the early nineties, but have only recently risen to the digital surface as a smart and convenient way to gather industry knowledge and do some serious networking.
"For me, virtual conferences are big but, at the same time, very intimate," says Roberta Westwood, a Vancouver-based learning and development specialist who has attended several virtual conferences over the past couple of years.
"When I go to a face-to-face conference, the likelihood of my having any dialogue with a keynote speaker is pretty low. But in a virtual conference I can post a follow-up question to a presenter and get a direct response."
While the value of face-to-face networking will likely always persist, virtual conferences offer their own brand of mix-and-mingle opportunities. "A real bonus for me," Ms. Westwood says, "is that I can dialogue with other participants. When I go to a face-to-face conference, the people I meet just happen to sit down at the table next to me. They may have completely different interests. When I participate in a virtual conference, I connect with people who share a similar interest. To me, the power of discussion boards is really huge."
The virtual venue
You know what to expect at the typical bricks-and-mortar conference -- a collection of conference rooms in which you'll likely find a slide projector, perhaps a whiteboard or flip chart, rows of chairs or sometimes table groupings. There is often a hall with vendor booths, and perhaps a conference message centre where participants leave notes for one another.
The surroundings at a virtual conference mirror traditional conferences -- but the venue is purely digital. Conference rooms where speakers present their sessions often include slides with audio voiceover. If it's a live or synchronous session, then you hear the speaker by means of voice over Internet protocol (VoIP), or via a simultaneous teleconference using your phone. Participants ask questions using their computer microphone, phone or an on-line chat facility.
Presentation participants converse in an on-line discussion thread. Many virtual conferences feature informal drop-in areas or virtual cafés where participants stop by to talk with others. Here too, discussion threads and chat tools reign.
Face-to-face conference participants receive handouts before or after a presentation. At a virtual gathering, downloadable PDF files and slides are available for post-conference reference.
If you run into problems at a virtual conference, then head to the Help or Frequently Asked Questions section. Most conferences have technical staff that will respond by e-mail.
Many virtual conferences also incorporate some form of vendor area. "Stroll" from booth to booth by visiting poster pages, watching an animated product demo, or linking directly to a vendor's website.
What you'll need
There's no need to don a name tag or lug around a briefcase bulging with brochures. Standard gear consists of a reliable Web connection, an e-mail address, headphones or computer speakers and perhaps a microphone.
Depending on the conference host, you may need to download a small software plug-in. If you're behind a corporate firewall, check with your technical staff to see if that is feasible. And keep your favourite word processor close at hand -- unless you prefer to take notes in long hand.
Even though virtual conferences offer the ultimate in convenience, you'll still need to set aside the time and place to participate. If you plan on attending during work hours, then make sure to clear your calendar of interruptions. Many conference-goers prefer to attend sessions from home.
Best of the breed
