​Planning your next zoom event

We’re a year into this pandemic, and although the numbers seem to be improving, video-chatting is here to stay. Even once we reach “normal,” the convenience and flexibility of virtual meetings likely means we have plenty of web-based interactions in our future.
 
So, when it’s time for you to plan your next zoom event, here are a few things to consider:
 
1. Schedule time for IT issues. Plan on time for connectivity issues and microphone checks for all speakers. And if using multiple speakers and break out rooms, plan for some adjustment time. Don’t expect all changes between speakers to happen smoothly and instantly.
2. Schedule breaks. Just because we are sitting at our laptops, doesn’t mean we don’t need coffee, lunch, and bathroom breaks. During long meetings, your participants' brains likely need a break from that dense content.
3. In person format ≠ zoom format. I’ve participated in a few events where the organizer took the same schedule from previous in-person events and used it over webchat without modification. With the lack of in-person socialization,  the audience members likely have decreased attention spans. So, for web-based events, less is more. Consider shortening your format. We don’t want to stare at our computer screen for a full day!
4. Ask questions to improve engagement. You may have noticed there’s less questions and participation during webchat events. Utilize the poll functions and don’t be afraid to have fun quiz questions with your audience.
5. Take advantage of break out rooms (when necessary). Break out rooms can be great to facilitate conversation, ie: for panel discussions or to answer discussion questions. But gage your audience, will breaking out into smaller rooms facilitate more conversation? Or will it dilute the pool of participants likely to actively participate?
6. Say good-bye to weekends. Often, conferences may be held on a weekend due to availability of parking, hotels, and conference rooms. But with the internet, availability is endless. Please organizers, leave my weekends alone.
 
Although we complain about zoom-life, I love it! I can easily meet and talk with people around the world. Covid-19 brought about terrible atrocities, but at least it acclimated us all to the lovely world of video-chatting.

Author

Kerry McPherson, @KerrySilvaMcph 
PhD Candidate studying biomedical sciences. Researches proteins implicated in cancer chemoresistance. Bolded Science creator and editor. Also co-founded a STEM education outreach program at her University.