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Moving conferences online: lessons learned from an international virtual meeting.

ABSTRACT: We consider the opportunities and challenges associated with organizing a conference online, using a case study of a medium-sized (approx. 400 participants) international conference held virtually in August 2020. In addition, we present quantifiable evidence of the participants' experience using the results from an online post-conference questionnaire. Although the virtual meeting was not able to replicate the in-person experience in some aspects (e.g. less engagement between participants) the overwhelming majority of respondents found the meeting an enjoyable experience and would join similar events again. Notably, there was a strong desire for future in-person meetings to have at least some online component. Online attendance by lower-income researchers was higher compared with a past, similar-themed in-person meeting held in a high-income nation, but comparable to one held in an upper-middle-income nation. This indicates that online conferences are not a panacea for diversity and inclusivity, and that holding in-person meetings in developing economies can be at least as effective. Given that it is now relatively easy to stream contents of meetings online using low-cost methods, there are clear benefits in making all presented content accessible online, as well as organizing online networking events for those unable to attend in person.

SUBMITTER: Stefanoudis PV

PROVIDER: S-EPMC8527193 | biostudies-literature | 2021 Oct

REPOSITORIES: biostudies-literature

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Moving conferences online: lessons learned from an international virtual meeting.

Stefanoudis Paris V PV Biancani Leann M LM Cambronero-Solano Sergio S Clark Malcolm R MR Copley Jonathan T JT Easton Erin E Elmer Franziska F Haddock Steven H D SHD Herrera Santiago S Iglesias Ilysa S IS Quattrini Andrea M AM Sigwart Julia J Yesson Chris C Glover Adrian G AG

Proceedings. Biological sciences 20211020 1961

We consider the opportunities and challenges associated with organizing a conference online, using a case study of a medium-sized (approx. 400 participants) international conference held virtually in August 2020. In addition, we present quantifiable evidence of the participants' experience using the results from an online post-conference questionnaire. Although the virtual meeting was not able to replicate the in-person experience in some aspects (e.g. less engagement between participants) the o ...[more]

PMID: 34666518

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Project description:The COVID-19 pandemic caused worldwide disruptions and changes, including in the way research was conducted. One aspect was the cancellation of in-person scientific conferences and the rapid replacement of some into virtual conferences. The aim of this study is to highlight the opportunities that virtual conferences can bring to animal behaviour and welfare research, with a focus on regional diversity and early career researchers (ECRs). The ISAE 2020 virtual meeting was used as a case study. Firstly, conference attendance was compared to the ISAE 2019 in-person international congress. Secondly, a post-conference survey was conducted (n = 142 responses). Data were analysed quantitatively (multinomial models) and qualitatively (word classifications). The organisation by geographical region attracted many non-local attendees and positive feedback was received on the global perspective. The participation from the ISAE developing regions AFRICA (Africa/Central Asia/Middle East), ASIA (South/East/Southeast Asia) and LATAM (Latin America) was higher as compared to the in-person conference (p < 0.001). The most valued advantage for the virtual conference was the reduced cost, followed by the increased ability to participate and the reduced environmental footprint. The most valued advantages did not differ between regions or attendees of different career stages, but an interaction showed that the ability to participate was more appreciated by ECRs in developing regions (p < 0.05). Over 75 % of the respondents ranked the absence of social interaction as the most important disadvantage. Respondents from developed regions were more likely to attend a future virtual conference with a registration fee as compared to those from developing regions (p < 0.05). Respondents most enjoyed the organisation, flexibility, quality of presentations and regional diversity from their virtual experience. This study showed that within applied animal behaviour and welfare science, the virtual format of an international conference can promote participation from diverse regions, especially from less financially privileged groups, but attention should be paid to enhance the social element of a virtual conference.

Project description:ObjectivesDue to the coronavirus disease 2019 (Covid-19) pandemic, all scientific conferences in the year 2020 had to be adapted in their form of presence to accommodate for safety regulations, postponed, or canceled entirely. As organizers of the annual Computer Assisted Radiology & Surgery International Conference & Exhibition (CARS)-Conference 2020, we decided to hold a "hybrid" conference, i.e., a virtual conference with partial presence to mitigate the drawbacks of a purely virtual conference. It is the purpose of this paper to describe the results and experience gained by our first hybrid conference.MethodsBesides technical necessities like an online conferencing tool, we introduced additional personal namely the technical chairs and communication officers ensuring a smooth flow of presentations. To measure the success of the hybrid conference, we assessed various parameters during the conference (e.g., counting of adverse events, delays, and no-shows) and sent a questionnaire to participants for evaluation after the conference.ResultsWe offered four types of presentation formats, whereas the majority of speakers presented their pre-produced videos including live discussions. Significant delays in sessions occurred during the morning sessions, which could be reduced during lunch breaks. The analysis of the influence of the distribution of the audience's location/time zone toward the attendance rate showed a high relevance for the American zone and only little influence for the Asian-Pacific region. Based on the questionnaire, 60% of responders considered the hybrid approach as superior and 12% as inferior to purely virtual conferences.ConclusionsMost scientific associations in 2020 had to struggle with a dramatic change: Regular, traditional meetings with personal communication and exchange, networking, and creation of new visions became obsolete almost instantly. As an alternative, virtual conferences became increasingly popular, and are offering additional advantages (e.g., reduction of cost for travel, lodging, and time on transit). To overcome the drawbacks of purely virtual conferences, we introduced a hybrid concept for the CARS-Congress. While certainly, those with the privilege to take part personally on-site did benefit most from the hybrid format. Facing upcoming waves of the Covid-19 Pandemic, with ongoing changes to the regulations on meetings and transit, hybrid conferences are a viable option for scientific conferences for the future.

Project description:BackgroundWe explored perceptions and preferences regarding the conversion of in-person to virtual conferences as necessitated by travel and in-person meeting restrictions.MethodsA 16-question online survey to assess preferences regarding virtual conferences during the COVID-19 pandemic and future perspectives on this subject was disseminated internationally online between June and August 2020.FindingsA total of 508 responses were received from 73 countries. The largest number of responses came from Italy and the USA. The majority of respondents had already attended a virtual conference (80%) and would like to attend future virtual meetings (97%). The ideal duration of such an event was 2-3 days (42%). The preferred time format was a 2-4-h session (43%). Most respondents also noted that they would like a significant fee reduction and the possibility to attend a conference partly in-person and partly online. Respondents indicated educational sessions as the most valuable sections of virtual meetings. The reported positive factor of the virtual meeting format is the ability to re-watch lectures on demand. On the other hand, the absence of networking and human contact was recognized as a significant loss. In the future, people expressed a preference to attend conferences in person for networking purposes, but only in safer conditions.ConclusionsRespondents appreciated the opportunity to attend the main radiological congresses online and found it a good opportunity to stay updated without having to travel. However, in general, they would prefer these conferences to be structured differently. The lack of networking opportunities was the main reason for preferring an in-person meeting.Key points• Respondents appreciated the opportunity to attend the main radiological meetings online, considering it a good opportunity to stay updated without having to travel. • In the future, it is likely for congresses to offer attendance options both in person and online, making them more accessible to a larger audience. • Respondents indicated that networking represents the most valuable advantage of in-person conferences compared to online ones.

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Moving conferences online: lessons learned from an international virtual meeting.

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Moving conferences online: lessons learned from an international virtual meeting.

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