Abstract
THE COVID-19 PANDEMIC USHERED in pivotal changes in higher education as universities across the country closed campuses to slow the spread of disease. The global shift to online forums resulted in the need to rapidly rethink and reimagine the delivery of traditional in-person events. At Old Dominion University, we transitioned our Student Success Conference to a virtual format to prioritize the safety of attendees. In this article, we explore the strategies for adjusting to a virtual conference including benefits and lessons learned. Hosting a successful academic conference requires significant planning and preparation.
Groundwork
Hosting a Successful Academic conference requires significant planning and preparation. Prior to COVID-19, the planning phase for our upcoming conference was well underway. The conference committee with representatives from multiple departments on campus met monthly to map out and delegate tasks for a face-to-face conference. When our institution mandated social distancing, we moved our planning meetings online and quickly recognized that shifting to an online conference was our best option to avoid cancelation.
Conference Website Development
Although there are unique factors linked to planning a traditional venue conference versus a virtual event, some of our processes remained intact. For example, one of the early steps in the planning phase was to develop a website to promote and organize our conference. The website provided a central location for sharing details such as the conference aims, registration information, and author bios and highlights about the planned keynote address and student success expert panel. As originally planned, we distributed a call for abstracts via email and electronic announcements and used the website to host a convenient online submission process for our potential speakers. The electronic proposals were easily accessible for committee members to evaluate for clarity of stated learning objectives, relevance to conference theme, plan for engagement, and the speaker's expertise in the specific topics. Once the abstracts were reviewed and our final slate of presenters was determined, we shared the conference schedule on our website with links to detailed abstracts on each topic.
Technical Support Planning
Another critical component of conference planning is enlisting technical support. When we shifted to online, we realized the need to incorporate videoconferencing technologies. We consulted with our technical support team to identify the best platform for a virtual conference and to discuss strategies to create a positive speaker and attendee experience. Prior to the conference, the support team provided training on the capabilities of the specific platform and offered opportunities for presenters to practice with their equipment and test audio and video functions. During the conference, our university technology services provided captioning to increase accessibility. A technical support team member was available for each session to resolve any unexpected issues. Additionally, conference committee members served as moderators to assist with the introduction and closing of each session. Moderators also monitored comments in the chat room to facilitate more engagement and discussion.
At the conclusion of the conference, we solicited feedback via an online survey to evaluate our processes. To encourage greater feedback, those who completed the evaluations were eligible for raffle prizes. We also sent thank you cards and face masks to all presenters in appreciation for their participation. Finally, we held a virtual debriefing session to review evaluations, assess our processes, and make recommendations for future events. One major advantage of shifting to a virtual conference is cost savings and convenience.
Evaluation
Faculty and Staff Representing multiple departments across campus submitted proposals. Twenty-nine presentations were selected and offered over eight days. A total of 393 participants registered for the virtual conference with an average of 20 attending each session. This more than doubled the participation capacity in comparison to our campus venue available for in-person conferences.
Overall, feedback from the post conference evaluation was positive. Presenters were satisfied with the virtual forum (82.4%) as well as with their overall experience as a presenter (88.2%). Attendees who completed the evaluations (n = 62) were satisfied with the overall conference experience (92.0%), the conference website (86.0%), the technology used (85.5%), and the schedule (89.8%). Eighty-eight percent (n = 62) felt that the information provided would be beneficial in their professional role, and a majority (84.3%) of the participants reported increased knowledge of strategies and resources to promote student success. In anecdotal comments, one participant noted that “it was fantastic to learn all the resources we have on-campus to support our students and their mental health.” Another felt that “it was great to discuss issues related to different groups of students like military, LGBTQ, Graduate students.”
Multiple attendees highlighted accessibility and flexibility as a primary benefit of the virtual conference. Spreading the conference out over multiple days allowed attendees to fit the sessions into busy work schedules. They noted that it was an advantage to be able to log in and out without causing a disruption. And, because none of the presentations overlapped, they were able to attend more sessions. Several attendees commented that having the sessions recorded allowed them access to content that they missed.
The virtual format increased accessibility for staff working remotely. One comment captured the sentiment of many who would not have been able to participate in a face-to-face conference: “I was able to attend because it was virtual.” Not having to worry about parking and traffic was listed as a benefit. Simplicity in the logistics of the virtual conference contributed to a more relaxed atmosphere. As summarized by one participant, “I feel like it provided a less stressful environment in that no rooms had to be set up, catering wasn't needed, there wasn't a lot of extra preparations that required an excess of time or resources. It was nice to have a more comfortable feel by having the conference online.” Although attendees reported that the virtual format was convenient and accessible, they missed the in-person discussions and social aspect of a face-to-face conference. They also mentioned technology and lack of familiarity with the platform as challenges.
Benefits
One Major Advantage of shifting to a virtual conference is cost-savings and convenience. Conference attendees face substantial travel costs, registration fees, and time commitments to attend conferences in person. An online forum offers a convenient venue for both presenters and attendees without the added burden of travel. Furthermore, as Desiere (2016) recommends in his article on The Carbon Footprint of Academic Conferences, minimizing travel associated with academic conferences reduces carbon emissions and contributes to best practices in addressing climate change. Conference hosts save funds on the venue, food, audiovisual equipment, and other expenses associated with a face-to-face conference. Because our institution is already equipped with videoconferencing technology, we found that minimal expenditures were required to host our e-conference. There were no expenses for a venue or catering services. We were able to shift some of the savings to offer small thank you gifts to our presenters.
Our conference was supported by university funds and offered free of charge to attendees, so we did not have to determine registration fees. In his article, Choosing the Right Conference Pricing Strategy, Geoff Beers offers several suggestions to assist event planners in pricing conferences (Beers, 2020). According to the Virtual Conferences Report by Tagoras, registration fees for virtual conferences are usually significantly less than fees for comparable face-to-face conferences (Tagoras, 2020).
As noted in the evaluations, another advantage of hosting a virtual conference is the flexibility of scheduling. Our face-to-face conference was originally planned as a one-day event. When we moved to an e-conference, we opted to schedule daily sessions over an eight-day period with each presentation offered during an individual time slot. The new schedule enabled conference participants to attend all sessions rather than choosing between breakout sessions. Because registration was not limited to the capacity of a particular venue, attendance could be maximized. Further increasing accessibility, presentations were recorded and available for later viewing. We also found that the online format minimized logistical challenges overall and made last minute scheduling adjustments easy.
One unique aspect of online presentations is the ability to employ virtual technologies that allow participants to interact and engage with the content. In a recent article in Professional Development in Education, Spilker et al. describe the increasing use of technology to organize, deliver, and amplify academic presentations and conferences (Spilker et al., 2020). The chat feature was a popular tool during our conference. Attendees asked questions and shared comments and suggestions in the chat box. Presenters used the chat, polling features, and screen sharing options to engage participants and share supplemental content such as videos. Some presenters used virtual backgrounds to establish context. One creative session on personal wellness encouraged participants to “walk and talk” during the presentation.
Lessons Learned
The Process of Moving to a virtual format for our student success conference also included some lessons learned. We experienced some of the common negative attributes associated with video meetings such as awkward conversational pauses and interruptions, delayed audio or video transmission due to incorrect settings or internet instability, and distracted or unengaged viewers.
Presenter Practice and Support
Because Technology Glitches were a primary concern, we consulted with our technical support staff early and frequently during the planning and implementation phase. We found that both attendees and presenters had different levels of experience and comfort with the technology we used. Although the shift to telework due to the pandemic meant online meetings were more commonplace at our institution, some participants were still uncomfortable and inexperienced in accessing and using the virtual conference platform. To limit the frustration and anxiety of the presenters, we facilitated training and practice sessions prior to the start of the conference. We also designated a primary contact person to provide technical support before and during the conference sessions. In the post conference evaluations, presenters were particularly appreciative of the technical support and expertise that enabled them to better focus on their presentation content rather than the technology nuisances. Presenters and learners engage and communicate differently online.
Adapting to the Virtual Environment
In Addition to Technology support, we found that facilitators were needed to help participants adapt to the unfamiliar online conference environment. Presenters and learners engage and communicate differently online. For example, several of the attendees kept the video in off mode and participated by audio only. Rather than speaking out loud, many attendees preferred the chat feature to make comments, ask questions or respond to prompts. Without the familiar visual cues and body language used in face-to-face communication, conversations did not flow as naturally. As one presenter noted, it was sometimes “a challenge to know if anyone was out there.”
To help ease the transition to online communication, we assigned moderators to each session. Moderators introduced each session, engaged the participants when radio silence occurred, monitored the chat feature to drum up conversations and questions, and provided closing remarks to conclude the session. Having a moderator allowed for more seamless transitions between speakers, minimized awkward silences, and established a formal beginning and closing of the sessions.
Scheduling Decisions
As previously mentioned, we scheduled our conference over eight days with presentations each morning and afternoon. Although the extended schedule was viewed as a positive attribute of our conference, we noted decreased attendance and less engagement in the afternoon sessions, particularly toward the end of the conference. In her article on Engaging Learners in Virtual Conferences, Steele (2020) offers multiple strategies to increase attendance and engagement in online presentations. We followed the recommended strategy of offering sessions of different lengths and formats to increase variety. Steele also recommends scheduling open sessions that she refers to as “Follow up Fridays” for attendees to ask questions and review key themes. Conference planners and presenters may also consider emails and discussion board forums to expand the conversation. We used frequent email communication and the university announcement system to post conference updates and boost participation.
Conclusion
As the Planning Committee for the inaugural student success conference at our institution, we felt that the event was a huge success. The overall objectives of the conference were achieved. Transitioning to a virtual forum allowed us to continue with our plans to host a conference in the midst of a global health crisis that shifted university operations online. We were able to bring together university leaders, faculty, and administrators to engage and strategize in supporting student success. Via online videoconferencing channels, we featured expert speakers and content to inform participants of the current issues faced by our students, available resources, and opportunities to improve student success.
The aim of this article was to share our experiences in planning and implementing a virtual conference. Although the conference was successful, we are considering a hybrid approach with both virtual and face-to-face components for future event planning. Including virtual sessions allows for the added benefits of accessibility, convenience, and cost-savings. In comparison, retaining some face-to-face sessions offers traditional conference benefits, such as more personalized presentations, networking, and office getaways. We believe that a hybrid approach is feasible at our institution and better meets the needs and expectations of our community. We recommend that conference planners consider the pros and cons of virtual versus traditional conference forums when planning future events and implement targeted strategies to best engage the intended audience.
