Bringing an In-Person Event Online. The good, bad, ugly
May 14, 2020
In a world where in-person gatherings are cherished for their personal touch and energy, transitioning to an online event can feel daunting. Recently, our company had the unique opportunity to host an online conference for an association, bringing together people to discuss important topics and share ideas. The experience was rewarding, challenging, and full of learning opportunities. Here’s a deep dive into what we learned—the good, the bad, and the downright ugly.
The Transition: From Physical to Virtual
Switching an in-person event to an online platform isn’t merely about using Zoom or Google Meet; it's about reimagining the entire experience. As the unknown speaker from our session shared, it's about adapting swiftly, using tools like tactile maps and creative lesson plans to keep the engagement alive. Despite initial resistance and fear, it became clear that embracing technology was a non-negotiable step forward.
The Perks of Going Digital
Moving the conference online brought unexpected advantages. One standout benefit was accessibility. Parents, siblings, and even extended family members were able to participate, enhancing the community feeling. Digital tools like Google Classroom allowed seamless sharing of resources, ensuring everyone stayed on the same page.
Moreover, supervisors and interns found new ways to connect, often deepening their relationships through frequent check-ins and shared digital resources. Supervisors, like Anna, adapted by providing continuous support and feedback, ensuring their interns felt empowered and prepared for their roles.
Challenges We Faced
However, it wasn’t all smooth sailing. Technical issues, like poor Zoom connections, occasionally disrupted sessions, requiring quick shifts to platforms like FaceTime. Scheduling conflicts and adapting lesson plans for a virtual environment also proved challenging. Jill, an intern, highlighted how her internship had to adapt significantly, moving observations from in-person to virtual, which demanded flexibility from all involved.
The Importance of Communication
Throughout the process, communication emerged as the linchpin of success. Both the speakers and our team underscored the need for constant dialogue. Daily check-ins, open feedback loops, and transparent discussions about expectations helped maintain clarity and direction.
FFTs and Learning from the Unexpected
Brené Brown’s concept of FFTs (Effing First Times) perfectly encapsulates the essence of this experience. The initial discomfort of navigating uncharted waters gradually gave way to confidence and a new set of skills. Our team and participants learned to embrace the unknown, turning unforeseen challenges into opportunities for growth.
Creative Solutions and Engagement
The creative aspect of this transition was truly inspiring. From organizing virtual scavenger hunts to using tactile maps for teaching street crossing, every challenge was met with an innovative solution. These activities not only engaged participants but also set a precedent for future online events.
Bringing an in-person conference online was an eye-opening experience filled with valuable lessons. While the road was bumpy at times, the journey was well worth it. The event showcased how adaptability, creativity, and communication can transform challenges into triumphs.
For anyone considering a similar transition, remember this: it's okay to feel overwhelmed initially. Embrace the FFTs, lean on your team, and keep an open mind. The digital realm offers a plethora of opportunities waiting to be explored, and the rewards of pushing through the tough times can be greater than you ever imagined.
As we move forward, let’s keep pushing boundaries and discovering new ways to connect, learn, and grow together.
