Planning a Virtual Conference: Tips from the TOPkit Workshop Team
Start
10-1-2020 2:00 PM
End
10-1-2020 3:00 PM
Short Description
Factors that make a virtual conference great require careful planning and a dedicated team. In this interactive session, the TOPkit (Teaching Online Preparation Toolkit) Workshop Team will reveal secrets of their planning process, laying the foundation for planning your own successful virtual event. This session will culminate with an opportunity for you to brainstorm with a small group the key components for your own real or fictitious virtual event.
Abstract
Planning a virtual conference style event has the same general considerations as its face-to-face counterpart. The nuances of planning the details, however, differ because the virtual format requires communicating, presenting, and working with each other in different, if not, new ways. Project management adaption considerations for coordinating the TOPkit Workshop into a virtual conference include both the method for facilitating the transition as well as coordinating stakeholders’ engagement.
Communications for reaching our target virtual audience and keeping your virtual participants informed should consider changes to messaging content and how best to leverage social media. The virtual format provides additional communication tools to promote your event.
When considering conference programming, choosing a motivational theme that is current and relevant to a wide audience in your field is key. Recruiting compelling presenters and keynote speakers may very well also increase the level of interest in your event. Designing for adequate social interaction via community landing pages that contain highlights from the day and ‘after hours’ opportunities for continued engagement are examples of additional worthwhile enhancements to any virtual conference.
Virtual tools are another vital component to hosting a successful virtual conference. While choosing the appropriate platform(s) largely depends on the scope and services you plan to provide, finding flexible and affordable tools that 1) facilitate hosting and dialoguing around synchronous and asynchronous sessions, 2) offer an interactive calendar and conference agenda, 3) account for privacy and accessibility needs, and 4) comply with mobile environment (e.g., via web app) provide a good, strong foundation.
Creating an engaging virtual conference style event takes a team of dedicated individuals to make the magic happen. We are fortunate to have a variety of wonderful, competent people contributing to the various functions necessary for a successful virtual TOPkit Workshop.
Format
Concurrent Session
Institutional level targeted
Higher Ed
Planning a Virtual Conference: Tips from the TOPkit Workshop Team
Planning a virtual conference style event has the same general considerations as its face-to-face counterpart. The nuances of planning the details, however, differ because the virtual format requires communicating, presenting, and working with each other in different, if not, new ways. Project management adaption considerations for coordinating the TOPkit Workshop into a virtual conference include both the method for facilitating the transition as well as coordinating stakeholders’ engagement.
Communications for reaching our target virtual audience and keeping your virtual participants informed should consider changes to messaging content and how best to leverage social media. The virtual format provides additional communication tools to promote your event.
When considering conference programming, choosing a motivational theme that is current and relevant to a wide audience in your field is key. Recruiting compelling presenters and keynote speakers may very well also increase the level of interest in your event. Designing for adequate social interaction via community landing pages that contain highlights from the day and ‘after hours’ opportunities for continued engagement are examples of additional worthwhile enhancements to any virtual conference.
Virtual tools are another vital component to hosting a successful virtual conference. While choosing the appropriate platform(s) largely depends on the scope and services you plan to provide, finding flexible and affordable tools that 1) facilitate hosting and dialoguing around synchronous and asynchronous sessions, 2) offer an interactive calendar and conference agenda, 3) account for privacy and accessibility needs, and 4) comply with mobile environment (e.g., via web app) provide a good, strong foundation.
Creating an engaging virtual conference style event takes a team of dedicated individuals to make the magic happen. We are fortunate to have a variety of wonderful, competent people contributing to the various functions necessary for a successful virtual TOPkit Workshop.