Online conference toolkit

New work practices, tightened budgets, increasing costs, environmental awareness, visa barriers to international travel, and a growing choice of online platforms have led to a revaluation of the benefits of face to face and online events. Whilst it is widely accepted that there is a place for both, many people assume that organising an online event requires a lighter touch approach and that the opportunity for networking is lost. 

The OU legal histories cluster’s experience over the past 7 years has shown otherwise and has helped highlight what it takes to host and run a successful and sustainable online event. Based on those experiences we are delighted to publish a practical guide to online conferences. Whilst aimed at academia, its practical tips and advice are relevant to individuals and organisations in other sectors. It is unique in that it has been developed in conjunction with presenters and attendees from our events to ensure an all-round inclusive view. 

For us, online events are not second-best. They are a positive choice for creating inclusive opportunities. The OU is open to ‘people, places, methods and ideas’ and we do our best to build on this with an inclusive ethos, bringing together academics, archivists, PhD students, and independent researchers interested in legal histories. Our ability to offer online events has gathered an international following and, as we seek to build on our inclusive ethos, sharing our experience with others is a natural step. Our guide shares the practical lessons we have learned, builds on feedback from presenters and audiences, and aims to distil it into an easy-to-use guide.  

Some of the advantages of online events are obvious. They can be very cheap or free to host and attend, opening them up to participants who could not afford an in-person conference. They avoid many access issues, from finding accessible travel to obtaining visas. Attendees and presenters have the opportunity to choose their own space from which to participate and have more control over their experience. If they have time constraints, they can drop into selected sessions.

Other, less obvious benefits are substantial. For organisers, the lower costs and lack of concern about venue capacity, catering and so on mean that more niche or experimental events are possible. That means planning, too, can be more inclusive. When debating a theme, we start with the premise that no ideas are off the table. All team members are asked to contribute and discuss ideas in an initial meeting. From this several themes often emerge and we work together on narrowing these down. Our conferences actively encourage different kinds of presentation: for example, one on local legal histories included virtual guided walks.

There are of course disadvantages to being online. Perhaps the most keenly felt one is the lack of discussions over coffee. In online events, networking needs to be more explicitly planned for and may take very different forms - sessions specifically for networking, follow-up mailings to create interest groups, the chat function in sessions, or bespoke virtual spaces. While these are different to in-person socialising, there are many ways in which online participants can be encouraged to network both during and after events. 

There is no one way to deliver a successful online event, but we have found that, by following some basic principles and by being inclusive, you can create a welcoming, engaging and cost-effective opportunity to bring people together – including people you might never have the opportunity to meet in person. We really value the connections and opportunities our online events have offered us and our academic communities. We hope you find the guide based on our practical experiences helps you to do the same. 

DOWNLOAD our online conference toolkit by clicking here (290.3 KB)
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