By: Rachel Grand, Research Associate, PILPG-NL, & Sophia Zademack, Junior Research Associate, PILPG-NL
Due to the outbreak of COVID-19, events, conferences, meetings, and expert discussions have largely moved online. The ‘new normal’ of online work will likely last for a significant period of time, with some suggesting a recovery might take multiple years. Therefore, it is important for young professionals to navigate the transition of attending professional events online.
Choosing an Online Event
There are many benefits to moving conferences and debates online. Before, people traveled to conferences around the globe. Events taking place in different cities or on different continents would often exclude those who could not be physically present. With the abrupt change to remote working, more knowledge is now accessible online. Conferences and events are live-streamed and often recorded and later uploaded on the host or organization’s web page. All of this provides young professionals with the opportunity to attend and participate in events that were not accessible to them before.
To become aware of online events, it is helpful to follow relevant organizations. Most events will be published on their Facebook, Twitter, and LinkedIn pages. Once you find an event that you would like to attend, their website will usually provide a full description. Some of the events have a set number of participants, so they follow a “first come, first serve policy” or a deadline for registration. Others offer a link for registration and send participants the link for the online event once they register.
It is important to choose events that will help maximize your network potential. Identify speakers you are interested in hearing from and would like to connect with. Similarly, if you want to meet people who have expertise on a particular topic base your event choice around that subject. These strategic decisions will assist you in forming connections with individuals in the field from around the globe.
Preparing for the Event
Before the event, check your settings, camera, audio, and background. Remember that within many platforms meeting hosts can control participants' video and audio settings. Try to find a quiet place and use a headset to cut down on any echoing, if you are not alone this will also ensure more privacy. Be aware of your surroundings and the background of your camera picture, verify that there are no sensitive or unprofessional items visible, and keep your background clear of distracting items. If you live with other people, tell them that you will be attending an event and ensure that they will not appear in the background of your camera, or that they won’t disturb you. Similar to events that happen in person, be aware of your clothing and appearance in general. Professional dress and appearance are just as necessary in the online world as they are in real life.
Beforehand, research the background of the speaker(s) and, if possible, other participants. This will provide context to their statements and assist in formulating critical questions. Also, take this time to think of and write down any possible questions you have about the topic. During the event, you can add to your list of questions. At the end of the event, check whether they answered your questions, and if this was not the case, consider asking them if they are still relevant. Some event organizers will ask that you write your question in the chatbox. Remember to still introduce yourself and, if applicable, the organization that you are representing when asking the question.
Be prepared to introduce yourself in case they ask participants to do so. If it helps, write down your elevator speech and put it in a visible place, such as on your desktop, so you can rely on it once the event starts. The aim is that people do not realize that you are reading the introduction from a paper and it appears you are speaking freely to the camera. Practice it beforehand and keep your eye movement in mind.
To avoid awkward silence before the speaker(s) arrive, think about potential small talk topic ideas. Come to the event prepared to discuss recent events or other participants’ academic research. These will serve as entry points into the conversation and will assist in avoiding silence before the event begins. Keep in mind that at the beginning there might be two people in the call, and this number will increase in a short time span. If the event you are attending is about a specific country or regional area, be well-informed about key current events and the relevant general history. Other members in the call can then pick up on facts or combine them with personal experience. If the tone is more casual and you are not waiting for a speaker, find a topic that interests one of the attendees. Ask them questions about it and think about the details you could add to the topic. This will help you to keep a conversation running and will also not require you to do all of the talking.
During the Event
During the event, mute your microphone after your introduction. If you are the host, mute all participants to avoid background noises. If the host mutes all participants, the only way to ask questions is via chat. If the host does not mute you, remember to turn on your microphone again when you would like to speak. Check whether there is a procedure for asking the questions during the event. In some instances, the speaker may prefer the participants to ask questions directly via the microphone during the event. However, frequently for large events, questions should be communicated via chat or Twitter. If they establish this type of routine, adhere to it, and be careful not to interrupt the speaker or other participants. If you have difficulties with the internet connection, turning off your camera can help reduce traffic. During large events, keep your camera turned off to ensure proper internet quality for all participants.
Be Active on Social Media
Tweeting and following others in the field helps to build your network and an online presence. Tweeting about being excited to attend an event beforehand will promote it. If there is a hashtag established, use it to have your tweet reach a broader audience. When you are tweeting, remember to be both professional and authentic. It is useful to attach a flyer or a link so followers can obtain more information on which virtual platform they are using, if registration is required, and who the speakers are. Additionally, tagging the hosts and speakers and including the hashtag may allow your tweet to reach a broader audience if they favorite or retweet it. It is beneficial to retweet others’ tweets about the event to spread awareness further and demonstrate your interest. Liking an event or posting about it on Facebook or LinkedIn can also help with promotion.
Tweets can also include photographs of the event and quotes from the speakers. If you take a screenshot or a picture of your laptop on your desk, make sure you have a clean desk with a background that does not call much attention. Also, remember to remove sensitive information or pictures. If you would like to take a picture with attendees in a private event, ask them for consent before publishing it. If the event is public or streamed to Youtube, you can freely take pictures. It may be helpful to draft tweets before the event with tags and hashtags already in place, so adding them in during the event does not take as long. Following the event, participants can build their network even more through following the speakers or organization on Twitter. A follow-up tweet may include a summary of the event, a recording the organization releases from the event, or a post about it.
Wrapping Up
If the event consists of a few people, hank the speaker and to say goodbye before you leave. You may also mention one aspect that you especially liked about the presentation or that was new to you. This is a polite way to leave the event and demonstrates your engagement. If there is a conversation-starting after the event, either join the discussion or leave the call. Depending on the conversation, say goodbye via microphone or use the chat for this purpose.
After the Event
If you would like to keep in touch with one of the attendees or ask any follow-up questions, you can use the private chat to send them your contact details. However, be careful with this regarding your privacy and information you give out since chats are often made visible to the organizer after the event. If you do not want the host to see the information, use LinkedIn or email to reach out instead. In your message to them, mention the event that you attended and a little background to your question to provide context to the speaker. Mention what you liked about the event or about something they said, and thank them for taking the time to be part of or host the event.
Concluding Remarks
The restrictions on in-person gatherings does not represent an end to professional networking. Rather, it presents young professionals with new opportunities. As always, being prepared for events and strategic in your choices can reap rewards.