The Thriving Landscape of Virtual Events: Balancing the Old and the New

Over the past few years, virtual events have thrived, transforming how we engage, network, and learn. While in-person events are making a comeback, it’s essential to recognize that virtual gatherings were already part of many communities long before their rise to popularity. From hackathons and bug triaging to webinars, online events have historically fostered collaboration and knowledge-sharing. As we’ve navigated the complexities of virtual gatherings, valuable lessons have surfaced. This article explores how virtual and in-person events can co-exist to enhance the event experience for everyone involved.

Costs and Crowds

One significant advantage of virtual events is their cost-effectiveness. Organizing a virtual gathering often requires just a meeting platform and a bit of creativity—no need for a grand venue or extensive logistics. This accessibility is particularly beneficial for small communities with limited event budgets. By leveraging virtual platforms, communities can build audiences and test engagement before investment in more traditional, in-person events.

For attendees, the advantages are equally compelling. A typical meetup often lasts 60 to 90 minutes, and commuting can add significant time, especially for those who need to travel long distances. Virtual meetups reduce this barrier, enabling participation from individuals who might otherwise miss out due to travel constraints. This ease of access is one reason many communities continue to prefer virtual formats.

Moreover, the lower costs associated with virtual events remove some of the pressure to create a perfectly polished experience. Event organizers can experiment with different formats, themes, or topics without the significant financial risk associated with in-person gatherings. Even if a new approach doesn’t yield a substantial turnout, the learning gained is invaluable.

Practical Events

Certain activities lend themselves particularly well to the virtual format. Take documentation and bug triaging, for example—essential, yet often seen as tedious chores in open source communities. By creating a focused online space where community members can collectively engage in these activities, organizers foster an environment that encourages collaboration and support for each other, making what might feel like a burden into a shared achievement.

Hybrid Events

As we move forward, hybrid events—combining both in-person and virtual components—are becoming the norm. It’s essential to recognize that hybrid is more than just streaming in-person sessions for an online audience. Successful hybrid events offer distinct tracks for both in-person and virtual participants. A great example of this is FOSDEM 2023, which features separate online rooms for attendees.

Many hybrid events incorporate virtual components for pre-conference activities, such as orientation sessions, project meetings, and informal meetups. This inclusivity ensures that those unable to travel can still engage from the onset of the event. Additionally, having a separate virtual track may help shorten the overall duration of in-person conferences, allowing attendees to return home sooner.

The Dos and Don’ts

Based on personal experience in attending and organizing virtual events, here are some key dos and don’ts to consider:

DON’T replicate the in-person structure. Attendees usually find it challenging to engage with full-day presentations online. If you have substantial content, spread it across several days, limiting screen time to a couple of hours daily. Unlike in-person events, you can hot-switch between sessions, as there’s no need for physical movement, reducing the likelihood of losing attendees between talks.

DON’T restrict post-event access to content. A common frustration is being told that recordings and materials will be available after the event but then encountering paywalls or additional registration requirements. Make content accessible to all, as attendees have already provided their information during registration.

DON’T demand synchronous participation. Virtual events thrive on flexibility. Provide options for individuals who cannot attend live sessions, allowing them to engage asynchronously through interactive platforms or recorded content.

DO share materials in advance. Make it easy for attendees to familiarize themselves with available resources. This could involve sharing slides or FAQ pages before the event, enabling participants to bring questions to the table.

DO facilitate asynchronous Q&A sessions post-event. Unlike traditional conferences where time for interaction is limited, virtual environments can offer dedicated channels (like Mattermost or Discourse) for ongoing discussions. This allows both synchronous and asynchronous attendees to engage with presenters long after a session has wrapped up.

Best of Both Worlds

The return of in-person events is a welcome shift, and the ability to connect face-to-face with peers adds an irreplaceable dimension to networking and collaboration. However, the lessons learned from virtual gatherings shouldn’t be forgotten. Hybrid events, complete with virtual tracks, enhance accessibility, enabling broader participation and outreach. As we look towards the future, incorporating the strengths of both formats can lead to richer, more inclusive community experiences. Let’s harness the best of both worlds.