My first virtual global conference experience: thrive or strive?

ITM’s first ever virtual conference pivoted from an in real life experience towards a digital one. Many conferences may go down this route as organisers adapt to a situation that may become endemic. And if it does, then this will be how our future conferences will be held. So, how did I find it? Did I learn anything? Did I connect with people? Was it an experience that I want to repeat in the future?

The log in details for the conference and the app arrived in good time so that I could download it and access the website to navigate the systems. It was simple to navigate, and I could see who else was attending by looking at the contact list and connect with people. And when the event started, I wasn’t expecting a space for a video, a chat area and a twitter feed all together. Plus, all the details to go the showcase areas and agenda. It was quite a lot to take in on first viewing. Initially I wasn’t sure where to focus my attention; after a while I decided when I should look at the chat, look at the presenters and the videos. I found my virtual conference "groove".

I found it interesting that 900 people were online at the same time, but everyone didn’t all engage on the chatter area; instead there were the same “voices” who instigated discussions. Many people provided useful links to read on a subject that the presenter was speaking about. And you knew when people were enjoying the presentations because there was more chatter to read while listening. Yet, there were instances where there was no chatter at all. Perhaps this is because people needed a break and we had three breaks during the day. But this was the time to visit the showcase area. This may work during an in real life experience, but digitally it means that you get easily tired. “Zoom fatigue” is a real, and after five hours listening intently, I could feel it.

All the speakers were lively, engaging an interesting and overall it was a diverse crowd speaking. The fact that there were a good number of female industry speakers made the event less “male and pale”. There were presentations while people spoke and industry videos to watch. I was constantly engaged – except for when I had to work. Because it was an online event I still had to do my usual work on my other screen, all while listening on the second screen, looking at my app and taking notes! I felt like a digital octopus as my hands were furiously typing and my eyes flitting from one screen to another. When I could just listen as I had to work it became harder to differentiate between sessions when two men were speaking to one another – unless each one had different accents!

Connections are tough to make over a digital experience.But it’s still really lovely to find new people to follow on LinkedIn so that I am not reading to an echo-chamber of just one industry. A few people added me as a connection and after the event on LinkedIn, which was wonderful. For learning and development, I have to say the experience was tremendous. Mainly because I can see and hear everything perfectly; I’m vertically challenged and deaf in one ear – this means that seeing presenters and hearing what they say surrounded by others in a conference environment is hard for me.

So, would I attend a similar global virtual conference like ITM's again? Yes, if my goal was to learn, develop myself and gain inspiration. If it was to build connections, then nothing beats an in real life experience. Would a hybrid experience work? Not unless the organisation that held the event had good audio and visual connections, and an online moderator on hand. This role would be essential to select questions to ask to the presenters on stage and to maintain viewers as part of the in real life experience. Overall, I would rate my ITM experience an 8 out of 10. I’m already looking forward to next year.

I've attended more virtual events since my ITM Thrive event. And I gathered my personal top 10 “take-aways” and written them down for anyone trying to organise one:

1.      Speakers should practice their “on-screen “skills – When you speak directly to a camera you need different skills to standing up on stage. The attendee is now a viewer.

2.      Sessions should be between 20-30 mins– listening intently means that people’s concentration span is short. I found that when speakers gave key soundbites it made the session more memorable.

3.      Breaks could be 15-20 mins between each session - reviewing other chatter notes and looking at other social media input takes time. The viewer needs time to take a break, read and catch up on the tweets and chatter.

4.      Organise breakout sessions – smaller “virtual break out” rooms during the day could make it easier to connect with others and build authentic bridges.

5.      Provide a range of voices – different accents and vocal tones helps differentiate speaker sessions, especially if the moderator is the same person throughout.

6.      Provide name credits – always show the names of panel speakers under their image on screen. Not everyone remembers to put names to faces after the first introductions.

7.      Make digital access easy – if using an app and an online platform together, it’s easier if both have the same single sign on username and password if possible. Scrambling for different usernames and passwords risks that an app is a forgotten tool.

8.      Include surveys and polls – After a session, poll the listener straight away using an app. Feedback helps improve future engagements.

9.      Remember that not everyone’s first language is English - Online platforms offer a global audience so it’s best to try to minimise local cultural references and speak at a slower pace.

10.  Increase group panel speaker sessions and interview questions – I really enjoy this format. It provides lively debate between different voices - just like a conversation. The risk of having one speaker in screenshot where they're asked only a few questions means that the format could be perceived as a monologue, instead of a lively and engaging interview.