ON POINT ARTICLES
CONVERTING A LIVE EVENT INTO A VIRTUAL ONE IAPCO member: GUARANT International, Czech Republic Author: Ivo Miksa, Business Director
Last year, like most other organisers, we were forced to cancel
of time after the conference. In such cases, we consider it
events, change their dates, or transform them into the virtual
appropriate that the registration fees are at least 50% of
form. Now we want to share with you the practical experience
the original fees of the live conference.
that the last year of organising virtual events has brought us. How to change the programme When to make the decision
In a virtual conference, it is not necessary to offer many
Of course, for a successful transition from live to virtual
parallel sections; on the contrary, it is possible to take
conferencing, it is best to make a virtualisation decision
advantage of the additional time space for placing sections
as soon as possible. The later such a decision is made, the
one behind the other. Highly interactive sections should
greater the pressure on precise organisation and meeting
be planned for mornings or early afternoons. Evening
deadlines. We consider two months to be the minimum for
times can be effectively used for panel discussions and
an optimal and unhurried preparation of virtualisation (if the
specialised workshops.
technologies and the format of the programme are clear). The importance of training (testing) How to decide on the fee
The critical moment for the success of a virtual conference is a
In our opinion, the information and scientific content
quality rehearsal of the speakers' speeches. It begins with clear
provided through virtual conferences are as valuable as in live
instructions and self-testing of technical devices on the part of
conferences. It is important to provide participants with the
the speaker. Great attention must also be paid to the correct
highest possible level of live interaction and to complement
processes for the handling of the section from the point of
it with the opportunity to study the papers for a certain period
view of the chairperson and the reaction of individual speakers
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| April 2021
