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
To find on-line conferences, visit industry association sites and peruse their listings of events, or try a search using "on-line or virtual conference" as keywords.
Just like their face-to-face cousins, some virtual conferences outshine others. The best of the breed offer opportunities for pre-conference networking to get acquainted with the venue and other participants. Some offer a virtual tour to walk you through the events, and provide tips on how to navigate the conference. Others encourage you to post a bio and your conference expectations.
A large portion of virtual conference interaction often relies on asynchronous (not in real time) discussion forums. This approach satisfies participants from different time zones. Discussion forums provide the luxury of letting people compose a thoughtful question or response. But virtual discussions can quickly run astray. The best conferences appoint facilitators who rove from discussion to discussion. They might tie together thoughts, nudge a slow discussion along, summarize points or initiate a new line of thinking.
Another technique to ensure participant engagement, is to leverage that digital workhorse -- e-mail. Pre-conference reminders provide you with log-in details and coming speakers, mid-conference e-mails inform you of tomorrow's highlights, and post-conference e-mails serve to wrap up the event and gather feedback.
Top notch virtual conferences archive every session, so you can visit when it suits you best. Whatever form a session takes -- text, audio, slides, video clips -- you should be able to control the pace, so you can jump to exactly what interests you.
Interactivity is also critical. You should never be content to sit in front of your machine and "receive" information in the form of Socratic lectures. Instead, you should be able to participate in an opinion poll, question a speaker, offer advice, brainstorm with a peer, choose knowledge nuggets to explore and reflect on what you've learned.
Just one suggestion -- plan on brown-bagging it. Virtual conference catering just never satisfies the appetite.
Strategies for cyber-conferencing
To get the most out of any conference, you need to have a plan of action. Here are a few strategies to keep in mind before you venture into virtual conferencing territory:
Before the conference
Plot your strategy: Decide which sessions interest you most and visit those live or archived events first. Remember to check out any virtual cafés or participant networking sessions. These are valuable learning opportunities.
Schedule your time: You may not need to leave your office but you still need to set aside blocks of time to participate in presentations and discussions.
Take a tour: Familiarize yourself with the technology that you will be using to participate in the conference. Download and test any required plug-ins or software.
Prepare a bio: Many virtual conferences provide a "meet and greet" area where you can post a brief bio and even a headshot. Prepare this information in advance so you can quickly upload it when the conference kicks off.
Polish your protocol: You'll likely participate in discussion forums and chat sessions. Brush up on your "netiquette" so you'll be a welcome contributor.
Synchronize your clock: Your virtual conference may not originate in your time zone. Double-check timing if you plan to attend a synchronous (real-time) session.
Visit speaker websites: Learn about the backgrounds and accomplishments of keynote speakers. Visit their websites before the conference begins. You'll broaden your perspective on their approaches and philosophies.
During the conference
Get involved: Be an active participant. Many presentations will have their own Q&A sessions delivered through asynchronous (non-real time) discussion threads or synchronous chat sessions. Drop-in cafés are open 24 hours a day, and let you communicate with other conference-goers.
Ask for help: Problems with your connections? Can't view a slide presentation? Get technical assistance as soon as possible. Most conferences will have a Help section or a Frequently Asked Questions area.
Take notes: Launch your favourite word processor in a separate window on your computer screen. Take notes as you listen to presentations or partake in virtual conversations.
Collect contacts: Add the names, titles, e-mails and phone numbers of fellow conference participants to your contact database. It's a great way to extend your networking options.
Download handouts: Most virtual conferences include a collection of presentation handouts, white papers and articles. Save these materials for later reference.
After the conference
Complete conference surveys: Your feedback will help presenters make improvements for the next event.
Share with colleagues: Meet with colleagues or e-mail them conference highlights. Review your notes and show them conference handouts. Your experience will be leveraged throughout your organization.
Keep in touch: Contact participants to continue conference discussions, brainstorm ideas or problem solve common organizational issues.
Revisit presentations: Many virtual conferences are accessible days or even weeks after the actual event ends. Go back and collect handouts or visit an archived presentation to refresh your memory on key points made during the conference.
Sandra Mingail, with contribution from Rod Corbett, e-learning specialist at the University of Calgary's faculty of continuing education.
Sandra Mingail is a Toronto-based instructional designer and e-learning strategist.
