A recent Editorial in Nature suggested Hybrid conferences should be the norm and called for greater efforts from conference organizers to host higher-quality hybrid events.
In response and support of this editorial, and as prelude to our fully online Autumn Symposium in November, and Hybrid conference in Oslo next year, we wanted to post a brief insight into our approach to modern events.
As many of our members know, we are committed to the format of hybrid conferences, and strongly believe in the wide range of benefits and enhancements they offer our community. In recent years we have held two online and two hybrid multi-day conferences, plus somewhere in the region of 150 shorter webinar events of different formats. We have been pleased with the feedback our attendees have reported on their in-person and online experiences (and we are always happy to receive suggestions and comments).
It is the case that hybrid conferences require new skills; from the organisational foundations in planning, selecting an appropriate venue with suitable internet speed and quality audio-visual facilities – or being able to source equipment – to curating sessions that include a variety of appropriate speakers, to hosting technical rehearsals and inductions for moderators and speakers with a view to ensuring they are fully equipped to keep eyes online and in the room to harmonise proceedings.
We are mindful of providing an engaging experience that incorporates strengths from both formats to benefit all delegates, acknowledging everyone’s presence and encouraging participation equally. As one example, we consider the scheduling of our events and have moved our conferences further into the week, as weekend events have proved to be less feasible for online delegates; and another example is our use of ‘satellite’ events and recordings to accommodate different time zones and support flexibility for all participants.
In the venues, participants should have online access to engage with remote participants should they wish, so neither feel isolated or removed from each other. Moderators are primed to relay and respond to comments, moving room microphones and activating online speakers for a fluid cohesive experience – and of course, readiness to improvise should things go wrong.
The core of or events is built on Zoom as our main platform for hosting the main session presentations and Q&As, and GatherTown as a community space for informal conversation, networking, and online vendor booths. After each session, chair and speakers visit GatherTown to chat with online delegates. In-person delegates may also participate or enjoy a break and catch up with the speakers later in venue.
Following our conference, we provide all participants with a complete package of a book of session synopsis and speaker bios, with full recordings of every session including slides, plus any related poster sessions and satellite events. These packages are also made available in our webstore to purchase, giving the even an even longer lifespan.
We look forward to hosting many more hybrid events in future, and constantly improving and fine tuning to provide the greatest usefulness and most enjoyable experiences we can.
As one online attendee said about our Valencia conference: ‘I found the experience very inclusive. We were never overlooked, and efforts were made to give us time to ask questions and engage. One of the best hybrid events I’ve attended.’