Ever since COVID arrived in 2020, digital spaces for professional learning and connection have become more important than ever. We should know–CALM has been an online conference since the beginning, and we’re grateful for the community that we have been able to cultivate in the online space!
In this post, we’ll explore best practices for engaging in virtual conferences and webinars, focusing on making meaningful connections and meeting your goals for participation.
Pre-Conference Preparation
Just like you would before traveling to a conference , it’s important to clearly define what you want to get out of a virtual event before it begins. Whether that’s expanding your professional network, gaining new knowledge, or advancing your career, each goal requires a slightly different approach to engagement.
Once your objectives are set, the next step is to review and plan your schedule accordingly. Take time to thoroughly examine the agenda and pinpoint the key sessions and panels that are most relevant to your work or interesting for your growth. With your goals in mind, create a personalized plan that includes these sessions, as well as any networking opportunities or breakout events. Don’t forget to schedule breaks to avoid burnout! We like to add prioritized sessions to our Outlook or Google calendars and set reminders so we don’t miss them. If there are some sessions that won’t be recorded, you may want to prioritize attending those in real time.
A successful virtual conference experience definitely depends on reliable technology. Before the event, ensure that your internet connection is stable and that all necessary equipment, such as chargers, headphones, and microphones, are in good working order. If you are planning on actively participating, we strongly recommend using a headset so that your audio comes through as clearly as possible for all attendees. Conduct a test run of the software, hardware, and virtual platforms you’ll be using to prevent any last-minute technical difficulties (though we all know those last-minute Zoom updates are REAL).
Maximizing Your Experience During the Conference
During the conference, make the most of your experience through active engagement. Take notes on key takeaways, and if you can add your thoughtful questions to the Q&A during the session, that can help spark further discussion. Attending sessions outside your usual field of interest can provide fresh perspectives and expose you to new ideas and colleagues.
Just like in-person events, online conferences can be tiring! To maintain your focus and energy, it’s essential to manage virtual fatigue. Schedule regular breaks to step away from your screen and recharge. Balance your participation by alternating between active engagement, like asking questions and joining discussions, and passive participation, such as listening to presentations or attending less intense sessions. Incorporate offline activities, like a short walk or stretching exercises, to help you decompress and stay refreshed throughout the event. It’s okay to miss a session if you need a break!
Building meaningful connections during a virtual conference requires a focus on quality over quantity. Take advantage of breakout rooms and smaller group sessions to engage with individuals on a more personal level. If the chat is active, consider chiming in!
Post-Conference Activities
After the conference, take some time to review and reflect on the value you gained from the event. Revisit your notes and recorded sessions to ensure you didn't miss any key content. Sharing insights with your team or writing a summary can help solidify your learnings and amplify the impact across your organization. By collaborating with your colleagues, you can transform these insights into actionable outcomes that drive real benefits.
Beyond organizational impact, it's equally important to integrate your new knowledge into your professional development plan. Track the growth and accomplishments that stem from your participation, and consider how future events might align with your long-term career goals. Stay engaged by looking out for post-event meetups or discussions that continue the conversation and strengthen your professional network.
Social media is a powerful tool for connecting before, during, and after a conference. To expand your network, follow speakers, participants, and other attendees on platforms like LinkedIn and Twitter. After the conference, take the initiative to follow up with these new contacts. Personalize your messages by referencing specific conversations or shared sessions, and if appropriate, suggest follow-up meetings or coffee-chats to explore potential collaborations. By staying proactive, you can keep the momentum going and solidify the relationships you've started to build.
Lastly, don’t forget to express gratitude and provide feedback. Speakers are often appreciative of hearing that their work resonated with you. As event organizers, we love your constructive feedback, which helps us improve the conference each year!
TL;DR? Here’s our top five tips:
Minimize Distractions: Block out dedicated time for the event and mark yourself as "busy" on other platforms.
Embrace Digital Tools: Use event-specific apps and calendaring to stay organized and connected.
Stay Visible Online: Keep your LinkedIn profile updated and engage with your online network regularly.
Utilize On-Demand Content: Take advantage of access to recorded sessions and virtual exhibits after the event to maximize your time during the event window..
Take breaks: There is such a thing as too much of a good thing! Prioritize your well-being so that you can engage meaningfully during the sessions that are important to you.
What are your favorite strategies for engaging in online conferences and events?
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