A Guide on How to Attend a Virtual Conference

Preparing yourself on how to use the conference software ahead of time will reduce and stress or confusion on the day of the event. Take some time to:

1. Register using the provided registration method.
2. Install any necessary conference platform(s)
3. Understand how to log in.
4. Understand how to interact with the speakers.
5. Understand how to chat.
6. Understand the various features that are available to you.
7. Attend any tutorial or information sessions on the platform or investigate online tutorials.

👉 Quick tip: Audio issues can often be avoided by using headphones.

 

Your schedule should include personal time for yourself during the conference (e.g. times to eat or take breaks). Think about the length of the event and try not to exhaust yourself by scheduling back-to-back conferencing activities. You should take at least one 15-minute break every 90 minutes of conferencing to improve information retention. Science has proven that our brain can provide 90 minutes of optimal focus. Afterwards, it takes around 15-20 minutes to grant the same level of attention. Be kind to yourself if you start to get brain fatigue. Lastly,  don’t forget to have a good night’s sleep! 

 

👉 Quick tip: Make sure to have water or coffee nearby as you would not want to miss a talk trying to get water/ coffee.

 

Reduce stress once you arrive at the conference by ensuring your audio and visual equipment performs without issue.

If possible, log in to the conference platform early and test your microphone volume and quality.

Preferably, use a headset with a built-in microphone to ensure the best audio quality during questions periods or conversations. Test  if you can turn your webcam on and off. If you cannot log in to the conferencing platform early, try using your built-in webcam application. Use the record video feature to perform a similar check.

You should pay attention to how you set up your webcam background. To ensure you make a professional first impression, consider the following tips on how to set up your webcam background:

1. Avoid a bright background. You should be in a well-lit space, with light sources facing you to avoid backlighting.
2. Using a desk lamp will provide light and reduce shadows on your face.
3. Reduce or remove distracting objects in your background. While some background features provide character, significant clutter can become distracting for other attendees.
4. Use a virtual background if you are having issues with your physical background.

Take a moment to adjust yourself within the image. Ensure that your laptop webcam is level to your face, so you can look directly into the camera. Although it may take some time to get used to, this provides a personal feel for other attendees. An important note that it is okay if a portion of your head is cropped. In particular, your eyes should be in the top third of the frame.

 

👉 Quick tip: once the conference has started, try to adjust yourself to be the same size as other attendees and remember to use full screen!

 

Since conferences tend to be very busy, it is pertinent to take time to reduce external distractions as much as possible. The pressure to do work and check messages may be higher than usual. Although you should allow yourself to take breaks, try to have a few sessions a day where you immerse yourself in the talk, and attempt to understand the main ideas being conveyed.

Here are some helpful tips to further reduce distraction:

1. Find a quiet spot in your home where there is not much noise.
2. Inform your colleagues that you will be at a conference and ask if they can save communications for after the conference events that
3. Let your family or roommates know when you will be attending the conference and ask them to provide you with a quiet space during your conference hours.
4. Bring a notepad in case switching between your note application and the conference becomes distracting.
5. Use an app like Self Control to eliminate the usage of distracting websites.

 

When you log in to the virtual conference, consider looking through the attendees on the call. This way, you can spot any familiar names and strengthen your connection with contacts you have already met. Optionally, consider asking someone you already know to be your conference buddy. A buddy is useful to discuss ideas, exchange notes on sessions you missed and ask to take a break when you need to refresh. You may want to schedule regular meetups with your event buddy throughout the conference.

To stay engaged, think about taking notes and participating in the Q & A sessions. By taking notes, you will keep yourself engaged and make it easier to formulate questions. A good goal is to try and ask one question per session. Asking questions will get easier as time goes on, in addition to making the environment better for the speaker, for the other attendees, and for yourself.

 

Consider promptly messaging the contacts that you have made while the connections are still fresh. With your emails and connection requests, make sure you specify where and how you initially met.

Feel free to contact professors about their lectures and presentations if they gave their contact information. Especially if you would like to work with them and you are applying for an academic position.

Lastly, consider attending any follow-up virtual networking sessions after the event. These social events are great opportunities to strengthen future connections.

Happy conferencing!

 

 

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