The rise of digital solutions has also transformed virtual events immensely. The way knowledge is accessed and shared nowadays has removed several barriers, such as geographical and networking constraints. Globally, anyone from anywhere can get connected and communicate with acclaimed researchers, renowned industry experts, and leaders to share their ideas, collaborate to learn new concepts, and grow in their respective fields without any hassles.
Hosting events virtually means people can attend conferences, seminars, and participate in workshops from the comfort of their homes or offices. This shift has broken several commute barriers and given opportunities for interested individuals who have missed several learning and knowledge-sharing opportunities due to location, mobility, or financial constraints.
Virtual events include:
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- Webinars: Interactive online seminars featuring expert speakers with direct live chat options.
- Virtual Summits: Industry leaders share insights and interact with others.
- Training Sessions: Interactive learning experience with many demonstrations and Q&A sessions.
- Online Fairs and Expos: Businesses showcase products and services. Offers flexibility and inclusivity. Best for lead generation and engagement
- Digital Workshops: Hands-on, interactive sessions focused on skill development.
In this blog, let’s talk about why virtual events are important and the best practices to make the most of these events.
Advantages of Virtual Events
Digital transformation has taken the events to new and better levels. It helps in expanding the expertise and honing in-demand skills, staying updated with the latest industrial trends, especially in one’s field, through pioneering and innovative research ventures that are taking place globally.
Accessibility
Virtual events offer phenomenal accessibility to a vast variety of sessions, which people may miss out on owing to timing and scheduling constraints. The ability to deliver top-notch, astounding, and enlightening presentations from the comfort of one’s home is a remarkable idea.
Share and receive crucial data, files, and research information in real-time, and review recorded sessions to get more clarity on the subject matter, points, and concepts that one might have forgotten. The presence of a huge array of options helps participants attend from all over the world. You only require a stable internet connection, and you can access these events without any disturbances.
Convenience
A convenient setting with a casual environment and no need for formalities is a dream for many, which the virtual events have made possible. Attending an in-person international conference frequently requires adhering to small talk and sometimes unnecessary protocols.
Even the most outgoing and social delegates and participants might feel that these informalities are quite stressful and consume a lot of time. Whether it’s dressing formally to be decent or striking up conversations with strangers you may not be eager to talk to.
Virtual events offer all the peace and access to all the necessary information with ease. They also help participants be comfortable and keep things simple. Learning becomes a comfortable experience because one can attend the event from their home in the most familiar and relaxed environment without the need to get along with strangers or with an unfamiliar crowd.
Improved Concentration
A comfortable environment always offers high concentration levels, which in turn helps to boost the quality of learning, knowledge transfer, and overall growth. Many times, witnessing large crowds hinders the success rates. Individuals who are focused on building their reputations by generating awareness related to their innovative research can easily deliver effective and fascinating presentations.
These virtual conferences also help scholars who are aiming to provide a compelling presentation to the audience without the need for face-to-face interaction with a large crowd. Sharing the knowledge you have gained and the research you have done can yield several opportunities and elevate your career.
Cost-Effectiveness
Every conference attendee, regardless of their experience level, is burdened by the fact that attending a prestigious international or regional academic conference requires a significant financial investment. This is because most of the conferences, where the participants get a chance to learn more, meet leading industry experts, and get opportunities to engage with renowned professionals directly, come at a cost. These prices include:
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- Traveling expenses (Tickets for flights, trains, buses, or charges for cabs, or fuel expenses, and more)
- Accommodation expenses (Charges for staying at a hotel or resort)
- Food expenses (breakfast, lunch, dinner, and snacks)
- other miscellaneous expenses (if any)
In a virtual event, attendees don’t need to spend a single penny from their pockets. They can save their money for other important research activities. These events are considered the most affordable option. For example, during the COVID-19 pandemic, the majority of people were confined to their homes. All thanks to virtual conferences, which opened the doors to learn and connect with respective clients in a very feasible and cost-effective manner.
Remote Networking
One of the main objectives for a person who attends international conferences is to meet and engage with subject matter experts (SMEs). To get to know other like-minded scholars, and create strong professional links, build relationships, collaborative partnerships, and research alliances. Â The virtual events provide more chances for attendees to interact and easily collaborate with other peers.
Networking through virtual events is also more productive and highly effective. It is a great platform for data sharing, instant contact details transfer. It also offers the ability to connect with research associates from anywhere in the world at any mutually convenient time. Â The need to visit each conference room or exhibition center to meet a specific person gets eliminated in the virtual environment. Just contact the respective person through their available email address or conference chat room and ask for their contact information so that you can arrange a direct meeting.
Most of the virtual events also have a specific time set apart from the usual agenda, particularly for the attendees who want to socialize more. If you are a young and aspiring professional, then this is the perfect platform for you to interact with the most influential members in their fields and network. These social gatherings are great opportunities to seek help related to your research work.
Environmental Sustainability
Hosting virtual events means less travel and less wastage. These events are the best because they help in reducing the carbon footprint and save more energy. They promote eco-friendly practices, such as an impact on the environment and climate. No need for stacks of paper, disposable plates, plastic stuff, or any physical materials.
It eliminates the need for printing brochures, banners, posters, or flyers. They support a greener approach to hosting academic conferences. This benefits not only the attendees, speakers, and event organizers but also the planet while spreading knowledge.
Diversity, Equity, and Inclusion (DEI)
Virtual events are the flag-bearers of DEI. They are very helpful for people with special abilities or any kind of health challenges. They feel there are fewer barriers for them, which is not the same when it comes to in-person events. There is no need to navigate through crowded places or ride public transit. Many women, minority communities, students, and budding professionals can simply join through their devices and get a chance to interact.
Event organizers can reach more people and welcome participants from other continents, backgrounds, ethnicities, and languages. Using translation tools and closed captions makes learning easier for everyone. This helps in increased engagement, builds confidence, especially among people who belong to backward communities.
These events are highly beneficial for someone unable to attend it especially due to health emergencies. They actively contribute to public safety. They lower the chance of sickness, mishaps, and interruptions. Social obligations and family duties get simpler to handle. People can join in these virtual gatherings even on holidays or if there are any unforeseen circumstances. Comfort and safety always promote peace of mind, which fosters the growth of brilliant ideas.
Best Practices for Virtual Events
To reap the benefits of virtual events, it is important to know a few tips that are helpful.
Set Clear Objectives
It is very important to know what you want to gain from these events. Once you are clear about this, you can create a to-do list of the talks, companies, and scholars you want to interact with. This is very helpful to plan out the event days and get the most out of it.
Learn about the Tools
There are several video conferencing platforms available. Using those can be overwhelming for the users. Get familiar with the platform that the event is using. This helps to easily navigate during the event and resolve any missing issues before the actual event schedule.
Most platforms like Dryfta have help pages and support that offer useful suggestions. Dryfta is also accessible via an easy-to-download app. This is the best way to ensure a great user experience.
Schedule Planning
Always plan the schedule depending on the live and on-demand sessions. Virtual events offer a vast range of content delivery options. Where the event can be attended through live and on-demand sessions. It is recommended to schedule the time based on the interests you possess and the goals you want to meet. Attending the interactive sessions where there are options like Q&A, polling, and live chat is very useful.
Create the Right Environment
The virtual event can never provide the experience and feel that an in-person conference gives. So, it is important to create the right environment while attending a virtual event. This helps to stay focused and increase engagement. Sometimes attending the event from a different location can be fruitful. Getting away from your typical and routine surroundings promotes a better learning experience. Wearing headphones and informing the family and colleagues about the event and your interest in attending it will help you be in a distraction-free set-up, even though you are at home or at your workplace.
Active Participation
One of the best practices to remain focused and thoroughly concentrate is to actively participate in the interactive sessions. Get involved in the Q&A, live polls, and survey sessions. Try to communicate with other attendees through chat options. This attribute not only helps attendees but also helps the speakers and event organizers get valuable feedback and support. Because in a remote set-up, sometimes it gets very difficult to determine the response of the audience.
Use Social MediaÂ
Social media is very helpful to build your network in a virtual conference. Nowadays, these events have a specific hashtag to announce their events on various social media platforms. With the help of these platforms, meeting people ahead of the event and discussing topics that were raised at the event becomes easier. You can also interact with the people after the event to stay connected. These connections many times last longer and often turn into fruitful collaborations.
Ask Others to Join
Attending a virtual event can get lonely at times. You can urge attendees to convince their colleagues to attend these events. By doing this, you can arrange timetables and have a debriefing session(either in person or online) at the end of each conference day.
Attending these events with colleagues can be a lot of fun. It makes attendees more focused and helps them take accountability for the sessions. Knowledge and idea sharing become a good experience. Additionally, it will give you an understanding of the sessions you were unable to attend. If you learn about an intriguing session that was attended by your colleague, you can later view the on-demand sessions.
Post-Event Follow-Up
The sessions in the virtual events are frequently accessible on demand, either during or immediately following the conference. Additionally, attendees can schedule time on the last day of the conference or every day to go over their notes and make the most of the information they get. Attendees can also make time to follow up on any connections they discovered or lines of thought they want to investigate. It’s really simple to forget this once you’re back to your regular job.
To Sum Up
Virtual events have redefined the way we interact and learn. They increase accessibility, affordability, and flexibility of knowledge. People can now learn from professionals, participate in debates, and advance in their area regardless of where they live. The potential of these types of events is truly limitless.
They broaden perspectives and provide great exposure. They bring people together. Everyone has an equal opportunity to gain valuable knowledge and share their perspectives on any particular subject. Virtual events are effective platforms that enlighten everyone and celebrate their growth by giving a chance to voice their opinions.