Transitioning In Person Events

Asynchronous vs.Synchronous Webinars

Do you want to have a pre-recorded or live webinar for your event, or perhaps both? This largely depends onthe type of content you are delivering and whether liveengagement with audience members is beneficial oressential to content delivery. Live sessions may be recorded and shared with a wider audience at a later time; however, keep in mind that participants should be made aware that they are being recorded for privacy reasons. Live webinars and virtual workshops typically run between 60 and 90 minutes, whereas asynchronous trainings or events are better suited for more in-depth learning and/or reaching wider audiences.

Accessibility of Platforms

When choosing a platform for a virtual event, consider features based on the anticipateddemographics of your audience. Some platforms offer automatic speech recognition (ASR) in real-time in English, Spanish, and other languages. However, communication access real-timetranslation or CART, in which a transcriber types spoken communication in real-time, is consideredthe gold standard, as ASR is not as precise, especially when technical language is being used.RespectAbility has compiled a list of available CART services here . You may wish to consider including live interpretation by sign language interpreters becauseevents might be accessed through smart phone applications, where captions might be harder toread. For audience members who are blind or visually impaired, include image descriptions forvisual components of the presentation and consider sending PowerPoints or Word documents toaudience members in advance because when a document is being shared on Zoom or otherplatforms, screen reading is not an available option in real-time. Ensure that breaks are built-inevery hour or so to allow audience members to adequately process the information that is beingdelivered. Also consider the ability for audience members to connect to meetings by phone or internet, asnot every potential participant has reliable internet connection. Expected audience size, ease ofuse by both presenters and audience members, and the potential for both public and private chatand verbal communication are also important considerations when choosing a particular platform.Some audience members may prefer to ask questions addressed only to hosts and panelists orask questions anonymously. Consider making these options available, especially when delivering sensitive content.

Privacy

If a live webinar is being recorded, always make sure your audience is aware of this and what parts of the webinar will and will not be recorded. For example, questions in the chatbox might only recorded if read aloud and answered by presenters on some platforms.Ensure only event registrants obtain links to events, and events are password-protected (ifplatforms allow this). This can prevent “Zoom bombing,” when hackers intentionally disruptvirtual events. At the beginning of the event, be sure to inform participants about how they can attend anonymously or send direct questions to the presenters if they want to ask questions or respond anonymously.

Engaging Your Audience

Engaging your audience looks different in virtual event programming from in-person programming. Maki (2020) recommends asking the audience questions verbally, askingpoll questions, or coming up with creative games to ensure the audience is focused on theevent content. Lee et al. (2020) recommends engaging your audience every fifteenminutes to keep them interested. Get creative in engaging your audience to establishfeelings of safety and connection. When discussing sensitive material, such as detailed descriptions of abuse or violence, make audience members aware of this before this information is delivered and the approximate amount of time this material will be shared, so audience members can decide whether and how they will be present when content may be uncomfortable or retraumatizing to audience members.

Conclusion

Virtual events and trainings requiredifferent types of preparation andaudience engagement than in-persontrainings. Keep in mind the importance ofprivacy, accessibility, and competencewith technology when developing andrunning these events.