Successfully Engaging in a Virtual Event - Tips for Attendees

[still to be edited by Kate; this was simply copied/pasted from another event site]

 

PARTICIPATE

  • Complete your profile in the virtual platform, including a picture of yourself. Since we are virtual, this helps others make more personal connections with you and put a “face” with a “name”.
  • Craft your personal conference schedule in the platform by reviewing and saving sessions to build the education and networking experience you want. 
  • Explore the schedule, including break times, and determine when you will be truly “at” the conference. If you have others around you most of the day and/or are attending from a work environment, you’ll want to make sure you can be attentive, “out of office”, secluded or otherwise focused. If you were away or offsite at an event, you would have that clear separation. For a virtual conference, consider creating that separation for the sessions that are most critical to you.
  • Actively participate in sessions by responding to presenter questions, engaging in session chats, responding to polls, and any other interactive activities the presenter introduces.
  • Adhere to all guidelines, etiquette rules or other session expectations set by the conference provider, facilitator or moderator.
  • Participate in session evaluations and the overall conference evaluation to benefit all attendees the next year as well as support presenters and event planners as they work on future conferences.
  • Network, even when it feels awkward! Whether networking is baked into the platform, setup as a separate platform or facilitated as a session, lean in.

 

Explore the Expo Hall

The IPMI Virtual Parking & Mobility Conference & Expo platform includes an Expo Hall, showcasing vendors and exhibitors from around the world. Vendor “booths” will have video introductions, downloadable resources, and staff with whom you can interact.

 

Interactions include chats with staff in each of the booths. Take some time to:

  • Explore each booth in the Virtual Expo Hall and participate in our gamification to win prizes! We will have a drawing at the end of each day based on participation in the Expo area, and we will have prizes from our exhibitors! Specifics will be shared closer to the event.
  • Access the Expo Hall early (before it officially opens). Consider in advance who you might like to meet with during open hours.

 

Set Up Your Personal Virtual Conference Space

The virtual Conference & Expo takes place over two days (June 1-2), with sessions, expo hall interaction and networking taking place throughout each day. We recommend that you set up your personal conference space in advance.

 

  • Create a folder on your computer to save the Conference resources that interest you.
  • Block off time on your calendar so that others know you are busy. Be comfortable with saying no to meetings or appointments during that time—just like you would if you were attending an onsite conference.
  • Create a Conference document and take notes. This can also help you stay focused on the content.
  • Stay hydrated and fed! Set yourself up with some tasty snacks and drinks before you settle in.
  • Wear your conference badge (kidding!). Wear whatever is most comfortable to you, and be prepared to come on camera (completely optional) for social sessions that you are interested in participating in.
  • Find a quiet space. Use headphones or earbuds to ensure you can hear as well as possible.

 

Take Regular Breaks

Any conference experience can be exhausting, and we recommend that you schedule breaks for yourself throughout the day.

  • Stand and stretch (you can even do this during sessions).
  • Access the virtual Conference early riser mindfulness videos on-demand.
  • Step away from your computer. We’ll still be here, and you can catch up with sessions on-demand. Remember, you will have access to the virtual Conference content until June 2, 2021.

 

Share Your Experience

The 2020 IPMI Virtual Parking & Mobility Conference & Expo will be using #IPMI2020 to highlight topic-specific content and to promote networking between speakers, attendees, and those who are not able to attend. 

 

Additionally, here are several other ways that you can connect:

  • Connect in conversation in the networking areas.
  • Explore the Expo Hall and engage in conversation with exhibitors.
  • Actively participate in session-specific chats and Q&A.
  • Check out the 2020 IPMI Virtual Parking & Mobility Conference & Expo Facebook page for posts and photos .
  • Share your Virtual Conference experience on social media with photos of where you are participating from, the weather where you are, or just of your coffee and slippers!

 

 

 

To help our attendees have positive virtual experiences, let’s set them up for success!

  • Choose a platform that is easy for them to use while still providing the best features to meet the event’s needs.
  • Offer free virtual events using that platform so attendees can become familiar with it prior to putting money into pay-for, content-driven events.
  • Remind attendees that just as when we attend an in-person event, it’s important to set that time aside to be present for the virtual experience. Multi-tasking feels easier to “get away with” when doing virtual webinars, yet you’ll find the experience significantly changes if you fully engage in the sessions as you would in-person.
  • Having a dial-in option with the video platform, or other web-based, non-video interaction option should be considered - maybe a Twitter conversation happening simultaneously to the video event. Make the event accessible.
  • Provide resources for engaging in virtual events to attendees, such as recommendations for how to setup their environment, maybe even provide some “virtual backdrops” for those that would like to use that feature.
  • Record the educational content parts and share it out to attendees afterwards along with any resources such as slides, key takeaways from chat box conversations and more.