Academic conferences, held over the century in varying formats and agendas are what have carried forward our old wisdom and continue to encourage scientific inquiry to this day. For decades, its researchers across continents and disciplines who gathered together shared their discoveries and scrutinized the ideas of their peers. The fruit of which the ordinary person enjoys today: an understanding of the world in front of us.
But the world as we know it has shifted and so has our understanding of what makes up a ‘good’ or ‘successful’ conference. The onset of the COVID-19 pandemic forced the world to go online. practically overnight. Academic conferences that were typically held at university halls and government offices were replaced with virtual rooms powered by platforms like Zoom and Microsoft. Over time, researchers, just like the rest of the world, came to terms with the possibility of a future that is virtual. Soon after, the future we had collectively envisioned over decades as a race has become our present
Old school for life: Why in-person conferences still matter
The above statement is almost self-explanatory. Perhaps, there is something truly fascinating about people getting together to talk about things, eye to eye, shoulder to shoulder and in real time. And as for the best minds in the country coming together in a room, that is nothing short of magic. Physical conferences create trust in ways that screens struggle to match. When presenting sophisticated research, for researchers to be able to gesture at their slides and hold eye contact with the audiences is a privilege that we’ve disregarded for years. All thanks to the pandemic for prompting us to appreciate the simple pleasures in life, with eye contact being at the top of the list for a researcher who hasn’t slept for days. For early-career researchers especially, these face-to-face interactions often determine future opportunities and mentorship relationships.
The bad in the good
Traditional conferences are most definitely the most personal medium for an academic interaction there is. However, it is to be noted that such conferences have also always excluded people. Travel is expensive and so is accommodation, easily reaching into thousands of dollars. This makes many although academically qualified researchers miss an opportunity of a lifetime. For scholars coming in from underfunded institutions and countries with weaker currencies, an in-person conference leaves a true dent in the pocket.
The savior that the internet is
The old, overused adage of every cloud has a silver lining held particularly true after the pandemic. As the world shifted online and academic conferences followed suit, these forsaken researchers stumbled upon a new possibility. Individuals who had previously been unable to afford international travel could now present to some of the greatest minds in the world. All thanks to the internet and online event management software. With virtual conferences, sessions could be recorded and then replayed and relayed across different time zones. Perhaps most importantly, virtual conferences revealed digital divides that many hadn’t fully appreciated. Reliable internet access, quality devices and quiet spaces for participation aren’t universal. Some of the world’s most talented researchers found themselves excluded by technological barriers rather than financial ones.
Finding the middle ground
Amidst the tussle between in-person and virtual conferences, some event managers attempted to find a happy medium. The result: hybrid or dual-mode conferences. We are at a point in time where our choices in everything are plenty. Hybrid events let some people attend in person while others participate virtually. When done well, hybrid formats can be incredibly inclusive and rewarding for attendees. Virtual participants can ask questions, join discussions and even present their work to audiences split across online and offline platforms. However, as convenient as they are, it is also challenging to plan large-scale hybrid conferences. Poor implementation can create a two-tiered system where virtual attendees feel like second-class participants. They look on as in-person networking happens without them being able to join.
What works best?
The answer to this question is subjective. However, we cannot deny the fact that more organizations are gravitating towards hybrid conferences. The logistics are what make or break such events. Therefore, successful conferences in the modern era are those that prioritize accessibility and inclusion within the context of their discipline of choice and audiences. The future of academic conferences belong to those who prepare today for a future that is only half predictable. The question facing academic societies and conference organizers is not so much which model will ‘win’ but rather how well they withstand and adapt to the test of time.