Virtual Conferences: Tips & Tricks
Over the past couple of months, we are all becoming experts on Zoom and video conferencing. But this week I had the chance to attend my first “digital conference”. I thought I’d take the opportunity to jot some thoughts from a participant perspective. Please note: I’ve been a conference planner and am 1000% empathetic to any designer/event planner who had to move their conference to Zoom. I see you. And you are doing a great job.
Deep thoughts … more or less in order of importance (sort of)
If you are presenting, do NOT sit with your back to a mirror … it gives the participant a lovely view of other folks roaming around your living room. Hope they have pants on! (Dear Reader, they did)
Presentation formats: keep the content engaging and make the most of the new (more informal) platform
BEST: Talking heads in real time, with chat functionality turned on for participants (video optional for small groups), someone monitoring chat, and real-time screen share by presenters as conversation warrants
PRETTY GOOD: Live presenter who is screen sharing prepared slides (real time)
IT WILL DO: Pre-recorded Zoom conversation with live intro/outro (bonus points for creating subtitles/transcription of interview for increased accessibility)
IT SUCKS, DON’T DO IT: Recorded screencasting of prepared slides with only a voice over (snore I read a book during this presentation)
To make it feel like a conference
LOVED: When I logged into Zoom there was a slide show on a loop with logistics, agendas, and upbeat music … it was so much like I’d just walked into an airless banquet room at the Hyatt with rows of seats and air conditioning too high! Ah … have not felt so normal in months
LOVED: After plenary sessions, coffee room breakouts by theme for more informal socializing (with video, audio, chat features turned on for all participants)
LOVED: So helpful to have a consistent MC who was always in the main session room and could field questions of people who “wandered in from the hall after taking too long at the coffee break”
OOPS: The pace and appearance of slides WILL be at the mercy of the internet bandwidth of the person on the team sharing their screen … choose wisely and pick the person with the best wifi
Virtual transitions need just as much - maybe more - attention to detail and planning than in-person transitions (e.g. between breakout rooms, presenters, etc)
DO: Rehearse all slide, presenter and breakout room transitions, including opening slides to presentation slides and make sure themes, look, and feel are consistent. E.g. it was very jarring to awkwardly transition from the slick intro opening slides to a small zoom window with a very informal MC in informal lighting, background, and outfit
DO: Use breakout rooms. However, it will probably be easiest to have unique Zoom meeting IDs and not via the Zoom breakout room functionality (note: breakouts can be pre-created, but it is pretty clunky and not a great option when you are not sure who will be on the call or you want to create choice for participants)
DO: Remember participants cannot cut and paste from slides. If you have information you need them to link to (like breakout rooms) post and re-post in either Q&A or chat.
Re-think slides for (tech and mental) bandwidth
Ditch ‘em: Those fancy slides with graphics and animations … they look crappy when they don’t flow well. And because either the presenter or the viewer will likely have bandwidth issues, they will not flow well
Keep ‘em: Simple slides with minimal transitions that emphasize key points. Even more than usual, folks are distracted!
Some facilitation tricks that seem like best practices when moving to virtual
Lean into informality: With these new channels both presenters and content can feel much more immediate and accessible. People really want to connect. For example, I’ve never had (or initiated) so many LinkedIn connections in real time - it felt analogous to people tossing business cards around like confetti (but in a friendly and not creepy way)
Plenary sessions: Set participants for Q&A only (no video, no chat, no audio). You do want a channel open … but keep it really really simple
“Wait. What was that?”: Prep for a very distracted audience. As soon as a presenter says something interesting that they do not explain in detail, the Zoom screen will be minimized and your participant is off to Google. It will be helpful to frame presentations upfront and let participants know you will share any links. Or prompt people to flag what links they want in the Q&A with a commitment to share after
Double up: Two hosts for every plenary and breakout room … one to MC, one to monitor chat
Polls: Use ‘em … great way to show/garner audience voice without opening the floodgates to confusion
The short version? Lean into the informal and conversational (but wear pants). Over-plan transitions from the participant perspective. Be incredibly intentional and leverage the heck out of Zoom functionality for engagement (audio, video, polls, breakout rooms).
Silver lining? Think of all the printing costs and paper we are saving. And a break from food waste and complaints about cold rooms, lack of coffee, and rubber chicken.