Open Forum

Hi Everyone

Due to COVID-19 we now have two conferences we are trying to adapt to digital conferences. Does any of you have any experience in this or could recommend any platforms that you have used or will be using. There is so much out there but nothing seems to be just right. We want to offer a variety of pre-recorded and live presentations, as well as exhibition.  

Is anyone else in the same situation and feeling a bit stuck? 

Cheers, Karoline.
#Miscellaneous

------------------------------
Karoline Willis
Operations Manager
Australasian Land & Groundwater Association (ALGA)
------------------------------

I am in the same situation. We have a medical conference coming up in November that I am planning on holding virtually for the first time. I have no idea how to go about finding a platform that can manage 300 + attendees virtually. And I also have no experience on how sponsors can be involved virtually, how do we charge them a fee to be there if there is no exhibit space?
Cindy Lundy
Nova Clinical Services Inc.
Victoria, BC, Canada

------------------------------
Cindy Lundy
Co-Owner, Director
Nova Clinical Services
------------------------------

Original Message:
Sent: 04-02-2020 19:47
From: Karoline Willis
Subject: Digital Conference

Hi Everyone

Due to COVID-19 we now have two conferences we are trying to adapt to digital conferences. Does any of you have any experience in this or could recommend any platforms that you have used or will be using. There is so much out there but nothing seems to be just right. We want to offer a variety of pre-recorded and live presentations, as well as exhibition.

Is anyone else in the same situation and feeling a bit stuck?

Cheers, Karoline.
#Miscellaneous

------------------------------
Karoline Willis
Operations Manager
Australasian Land & Groundwater Association (ALGA)
------------------------------

Will your attendees receive CEU's for attending?  If so, how are you managing it with CVENT?

THANK YOU!

Susan Marino

------------------------------
Susan Marino
Administrative Assistant
Louisiana Association of Substance Abuse Counselors and Trainers, Inc.
------------------------------

Original Message:
Sent: 04-03-2020 17:23
From: Cindy Lundy
Subject: Digital Conference

I am in the same situation. We have a medical conference coming up in November that I am planning on holding virtually for the first time. I have no idea how to go about finding a platform that can manage 300 + attendees virtually. And I also have no experience on how sponsors can be involved virtually, how do we charge them a fee to be there if there is no exhibit space?
Cindy Lundy
Nova Clinical Services Inc.
Victoria, BC, Canada

------------------------------
Cindy Lundy
Co-Owner, Director
Nova Clinical Services

Original Message:
Sent: 04-02-2020 19:47
From: Karoline Willis
Subject: Digital Conference

Hi Everyone

Due to COVID-19 we now have two conferences we are trying to adapt to digital conferences. Does any of you have any experience in this or could recommend any platforms that you have used or will be using. There is so much out there but nothing seems to be just right. We want to offer a variety of pre-recorded and live presentations, as well as exhibition.

Is anyone else in the same situation and feeling a bit stuck?

Cheers, Karoline.
#Miscellaneous

------------------------------
Karoline Willis
Operations Manager
Australasian Land & Groundwater Association (ALGA)
------------------------------

We are using the Credit add on in Cvent to track CPD points. 

Cheers, Karoline

------------------------------
Karoline Willis
Operations Manager
Australasian Land & Groundwater Association Inc (ALGA) prev-Australian Land & Groundwater Association
------------------------------

Original Message:
Sent: 04-06-2020 15:15
From: Susan Marino
Subject: Digital Conference

Will your attendees receive CEU's for attending?  If so, how are you managing it with CVENT?

THANK YOU!

Susan Marino

------------------------------
Susan Marino
Administrative Assistant
Louisiana Association of Substance Abuse Counselors and Trainers, Inc.

Original Message:
Sent: 04-03-2020 17:23
From: Cindy Lundy
Subject: Digital Conference

I am in the same situation. We have a medical conference coming up in November that I am planning on holding virtually for the first time. I have no idea how to go about finding a platform that can manage 300 + attendees virtually. And I also have no experience on how sponsors can be involved virtually, how do we charge them a fee to be there if there is no exhibit space?
Cindy Lundy
Nova Clinical Services Inc.
Victoria, BC, Canada

------------------------------
Cindy Lundy
Co-Owner, Director
Nova Clinical Services

Original Message:
Sent: 04-02-2020 19:47
From: Karoline Willis
Subject: Digital Conference

Hi Everyone

Due to COVID-19 we now have two conferences we are trying to adapt to digital conferences. Does any of you have any experience in this or could recommend any platforms that you have used or will be using. There is so much out there but nothing seems to be just right. We want to offer a variety of pre-recorded and live presentations, as well as exhibition.

Is anyone else in the same situation and feeling a bit stuck?

Cheers, Karoline.
#Miscellaneous

------------------------------
Karoline Willis
Operations Manager
Australasian Land & Groundwater Association (ALGA)
------------------------------

Thank you for responding.  Useful information in the future.

Susan

------------------------------
Susan Marino
Administrative Assistant
Louisiana Association of Substance Abuse Counselors and Trainers, Inc.
------------------------------

Original Message:
Sent: 04-06-2020 18:57
From: Karoline Willis
Subject: Digital Conference

We are using the Credit add on in Cvent to track CPD points.

Cheers, Karoline

------------------------------
Karoline Willis
Operations Manager
Australasian Land & Groundwater Association Inc (ALGA) prev-Australian Land & Groundwater Association

Original Message:
Sent: 04-06-2020 15:15
From: Susan Marino
Subject: Digital Conference

Will your attendees receive CEU's for attending?  If so, how are you managing it with CVENT?

THANK YOU!

Susan Marino

------------------------------
Susan Marino
Administrative Assistant
Louisiana Association of Substance Abuse Counselors and Trainers, Inc.

Original Message:
Sent: 04-03-2020 17:23
From: Cindy Lundy
Subject: Digital Conference

I am in the same situation. We have a medical conference coming up in November that I am planning on holding virtually for the first time. I have no idea how to go about finding a platform that can manage 300 + attendees virtually. And I also have no experience on how sponsors can be involved virtually, how do we charge them a fee to be there if there is no exhibit space?
Cindy Lundy
Nova Clinical Services Inc.
Victoria, BC, Canada

------------------------------
Cindy Lundy
Co-Owner, Director
Nova Clinical Services

Original Message:
Sent: 04-02-2020 19:47
From: Karoline Willis
Subject: Digital Conference

Hi Everyone

Due to COVID-19 we now have two conferences we are trying to adapt to digital conferences. Does any of you have any experience in this or could recommend any platforms that you have used or will be using. There is so much out there but nothing seems to be just right. We want to offer a variety of pre-recorded and live presentations, as well as exhibition.

Is anyone else in the same situation and feeling a bit stuck?

Cheers, Karoline.
#Miscellaneous

------------------------------
Karoline Willis
Operations Manager
Australasian Land & Groundwater Association (ALGA)
------------------------------

We are using the Zoom platform to host our virtual conference tomorrow (~300 registrants), using a Webinar (rather than a meeting for added security).   While we are not offering a virtual exhibit hall, we do have sponsors.  Recognition has been given through ad space in an electronic proceedings, website, and a 20-second commercial during our "virtual lunch break".  All sessions are being presented live, but we did think about pre-recorded sessions with live Q&A.  We will record and share sessions after with registered attendees as well.

This is our first virtual event so I am sure there will be lessons learned when we are live, but we were able to put this together relatively seamlessly in about 3 weeks.  Best of luck!

------------------------------
Heather Darrow
Conference Coordinator
Cornell University - Department Of Animal Science
------------------------------

Original Message:
Sent: 04-02-2020 19:47
From: Karoline Willis
Subject: Digital Conference

Hi Everyone

Due to COVID-19 we now have two conferences we are trying to adapt to digital conferences. Does any of you have any experience in this or could recommend any platforms that you have used or will be using. There is so much out there but nothing seems to be just right. We want to offer a variety of pre-recorded and live presentations, as well as exhibition.

Is anyone else in the same situation and feeling a bit stuck?

Cheers, Karoline.
#Miscellaneous

------------------------------
Karoline Willis
Operations Manager
Australasian Land & Groundwater Association (ALGA)
------------------------------

Heather, are you offering CEU's for attendance?

Susan

------------------------------
Susan Marino
Administrative Assistant
Louisiana Association of Substance Abuse Counselors and Trainers, Inc.
------------------------------

Original Message:
Sent: 04-06-2020 05:46
From: Heather Darrow
Subject: Digital Conference

We are using the Zoom platform to host our virtual conference tomorrow (~300 registrants), using a Webinar (rather than a meeting for added security).   While we are not offering a virtual exhibit hall, we do have sponsors.  Recognition has been given through ad space in an electronic proceedings, website, and a 20-second commercial during our "virtual lunch break".  All sessions are being presented live, but we did think about pre-recorded sessions with live Q&A.  We will record and share sessions after with registered attendees as well.

This is our first virtual event so I am sure there will be lessons learned when we are live, but we were able to put this together relatively seamlessly in about 3 weeks.  Best of luck!

------------------------------
Heather Darrow
Conference Coordinator
Cornell University - Department Of Animal Science

Original Message:
Sent: 04-02-2020 19:47
From: Karoline Willis
Subject: Digital Conference

Hi Everyone

Due to COVID-19 we now have two conferences we are trying to adapt to digital conferences. Does any of you have any experience in this or could recommend any platforms that you have used or will be using. There is so much out there but nothing seems to be just right. We want to offer a variety of pre-recorded and live presentations, as well as exhibition.

Is anyone else in the same situation and feeling a bit stuck?

Cheers, Karoline.
#Miscellaneous

------------------------------
Karoline Willis
Operations Manager
Australasian Land & Groundwater Association (ALGA)
------------------------------

Hi Heather,

How did things go with your virtual conference?  How was Zoom as a platform?  Best Management Practices?  Lessons learned?

Thank you!

------------------------------
Loretta Peterson
Event Associate
CDW
------------------------------

Original Message:
Sent: 04-06-2020 05:46
From: Heather Darrow
Subject: Digital Conference

We are using the Zoom platform to host our virtual conference tomorrow (~300 registrants), using a Webinar (rather than a meeting for added security).   While we are not offering a virtual exhibit hall, we do have sponsors.  Recognition has been given through ad space in an electronic proceedings, website, and a 20-second commercial during our "virtual lunch break".  All sessions are being presented live, but we did think about pre-recorded sessions with live Q&A.  We will record and share sessions after with registered attendees as well.

This is our first virtual event so I am sure there will be lessons learned when we are live, but we were able to put this together relatively seamlessly in about 3 weeks.  Best of luck!

------------------------------
Heather Darrow
Conference Coordinator
Cornell University - Department Of Animal Science

Original Message:
Sent: 04-02-2020 19:47
From: Karoline Willis
Subject: Digital Conference

Hi Everyone

Due to COVID-19 we now have two conferences we are trying to adapt to digital conferences. Does any of you have any experience in this or could recommend any platforms that you have used or will be using. There is so much out there but nothing seems to be just right. We want to offer a variety of pre-recorded and live presentations, as well as exhibition.

Is anyone else in the same situation and feeling a bit stuck?

Cheers, Karoline.
#Miscellaneous

------------------------------
Karoline Willis
Operations Manager
Australasian Land & Groundwater Association (ALGA)
------------------------------

Thanks for asking!  We had a great event with very minor hiccups.  The platform worked very well for us.  A few thoughts:

• Sending your meeting links a few times (we included instructions and the password in the confirmation, a tech tips and reminder email 3 days before the event, and a brief email the morning of the event)
• We had someone other than the host or speaker managing the Q&A.  This helped to streamline some questions, keep us on time and transition to the next speaker
• Schedule a test run with your speakers to ensure they are comfortable with the platform (video, audio, screen sharing, etc.) and understand the flow of the day

------------------------------
Heather Darrow
Conference Coordinator
Cornell University - Department Of Animal Science
------------------------------

Original Message:
Sent: 04-08-2020 10:05
From: Loretta Peterson
Subject: Digital Conference

Hi Heather,

How did things go with your virtual conference?  How was Zoom as a platform?  Best Management Practices?  Lessons learned?

Thank you!

------------------------------
Loretta Peterson
Event Associate
CDW

Original Message:
Sent: 04-06-2020 05:46
From: Heather Darrow
Subject: Digital Conference

We are using the Zoom platform to host our virtual conference tomorrow (~300 registrants), using a Webinar (rather than a meeting for added security).   While we are not offering a virtual exhibit hall, we do have sponsors.  Recognition has been given through ad space in an electronic proceedings, website, and a 20-second commercial during our "virtual lunch break".  All sessions are being presented live, but we did think about pre-recorded sessions with live Q&A.  We will record and share sessions after with registered attendees as well.

This is our first virtual event so I am sure there will be lessons learned when we are live, but we were able to put this together relatively seamlessly in about 3 weeks.  Best of luck!

------------------------------
Heather Darrow
Conference Coordinator
Cornell University - Department Of Animal Science

Original Message:
Sent: 04-02-2020 19:47
From: Karoline Willis
Subject: Digital Conference

Hi Everyone

Due to COVID-19 we now have two conferences we are trying to adapt to digital conferences. Does any of you have any experience in this or could recommend any platforms that you have used or will be using. There is so much out there but nothing seems to be just right. We want to offer a variety of pre-recorded and live presentations, as well as exhibition.

Is anyone else in the same situation and feeling a bit stuck?

Cheers, Karoline.
#Miscellaneous

------------------------------
Karoline Willis
Operations Manager
Australasian Land & Groundwater Association (ALGA)
------------------------------

Heather,

Thank you for sharing!

------------------------------
Loretta Peterson
Event Associate
CDW
------------------------------

Original Message:
Sent: 04-09-2020 06:05
From: Heather Darrow
Subject: Digital Conference

Thanks for asking!  We had a great event with very minor hiccups.  The platform worked very well for us.  A few thoughts:

• Sending your meeting links a few times (we included instructions and the password in the confirmation, a tech tips and reminder email 3 days before the event, and a brief email the morning of the event)
• We had someone other than the host or speaker managing the Q&A.  This helped to streamline some questions, keep us on time and transition to the next speaker
• Schedule a test run with your speakers to ensure they are comfortable with the platform (video, audio, screen sharing, etc.) and understand the flow of the day

------------------------------
Heather Darrow
Conference Coordinator
Cornell University - Department Of Animal Science

Original Message:
Sent: 04-08-2020 10:05
From: Loretta Peterson
Subject: Digital Conference

Hi Heather,

How did things go with your virtual conference?  How was Zoom as a platform?  Best Management Practices?  Lessons learned?

Thank you!

------------------------------
Loretta Peterson
Event Associate
CDW

Original Message:
Sent: 04-06-2020 05:46
From: Heather Darrow
Subject: Digital Conference

We are using the Zoom platform to host our virtual conference tomorrow (~300 registrants), using a Webinar (rather than a meeting for added security).   While we are not offering a virtual exhibit hall, we do have sponsors.  Recognition has been given through ad space in an electronic proceedings, website, and a 20-second commercial during our "virtual lunch break".  All sessions are being presented live, but we did think about pre-recorded sessions with live Q&A.  We will record and share sessions after with registered attendees as well.

This is our first virtual event so I am sure there will be lessons learned when we are live, but we were able to put this together relatively seamlessly in about 3 weeks.  Best of luck!

------------------------------
Heather Darrow
Conference Coordinator
Cornell University - Department Of Animal Science

Original Message:
Sent: 04-02-2020 19:47
From: Karoline Willis
Subject: Digital Conference

Hi Everyone

Due to COVID-19 we now have two conferences we are trying to adapt to digital conferences. Does any of you have any experience in this or could recommend any platforms that you have used or will be using. There is so much out there but nothing seems to be just right. We want to offer a variety of pre-recorded and live presentations, as well as exhibition.

Is anyone else in the same situation and feeling a bit stuck?

Cheers, Karoline.
#Miscellaneous

------------------------------
Karoline Willis
Operations Manager
Australasian Land & Groundwater Association (ALGA)
------------------------------

We have been looking into online conferences as well.

------------------------------
Brandon Green
Program Manager
Texas A&M Engineering Experiment Station (TEES)
------------------------------

Original Message:
Sent: 04-06-2020 05:46
From: Heather Darrow
Subject: Digital Conference

We are using the Zoom platform to host our virtual conference tomorrow (~300 registrants), using a Webinar (rather than a meeting for added security).   While we are not offering a virtual exhibit hall, we do have sponsors.  Recognition has been given through ad space in an electronic proceedings, website, and a 20-second commercial during our "virtual lunch break".  All sessions are being presented live, but we did think about pre-recorded sessions with live Q&A.  We will record and share sessions after with registered attendees as well.

This is our first virtual event so I am sure there will be lessons learned when we are live, but we were able to put this together relatively seamlessly in about 3 weeks.  Best of luck!

------------------------------
Heather Darrow
Conference Coordinator
Cornell University - Department Of Animal Science

Original Message:
Sent: 04-02-2020 19:47
From: Karoline Willis
Subject: Digital Conference

Hi Everyone

Due to COVID-19 we now have two conferences we are trying to adapt to digital conferences. Does any of you have any experience in this or could recommend any platforms that you have used or will be using. There is so much out there but nothing seems to be just right. We want to offer a variety of pre-recorded and live presentations, as well as exhibition.

Is anyone else in the same situation and feeling a bit stuck?

Cheers, Karoline.
#Miscellaneous

------------------------------
Karoline Willis
Operations Manager
Australasian Land & Groundwater Association (ALGA)
------------------------------

How did Zoom work for your conference?  Any tips on what you would do for your "Exhibitor space"?

------------------------------
Brandon Green
Program Manager
Texas A&M Engineering Experiment Station (TEES)
------------------------------

Original Message:
Sent: 04-06-2020 05:46
From: Heather Darrow
Subject: Digital Conference

We are using the Zoom platform to host our virtual conference tomorrow (~300 registrants), using a Webinar (rather than a meeting for added security).   While we are not offering a virtual exhibit hall, we do have sponsors.  Recognition has been given through ad space in an electronic proceedings, website, and a 20-second commercial during our "virtual lunch break".  All sessions are being presented live, but we did think about pre-recorded sessions with live Q&A.  We will record and share sessions after with registered attendees as well.

This is our first virtual event so I am sure there will be lessons learned when we are live, but we were able to put this together relatively seamlessly in about 3 weeks.  Best of luck!

------------------------------
Heather Darrow
Conference Coordinator
Cornell University - Department Of Animal Science

Original Message:
Sent: 04-02-2020 19:47
From: Karoline Willis
Subject: Digital Conference

Hi Everyone

Due to COVID-19 we now have two conferences we are trying to adapt to digital conferences. Does any of you have any experience in this or could recommend any platforms that you have used or will be using. There is so much out there but nothing seems to be just right. We want to offer a variety of pre-recorded and live presentations, as well as exhibition.

Is anyone else in the same situation and feeling a bit stuck?

Cheers, Karoline.
#Miscellaneous

------------------------------
Karoline Willis
Operations Manager
Australasian Land & Groundwater Association (ALGA)
------------------------------

Hi Brandon, 

We did not do a virtual exhibitor tradeshow, but we did create a video to share during our virtual lunch break.  We requested 20 second videos from sponsors and compiled them into 1 file.  We also had a PPT that was shared between speakers that included their logos on a rotating basis.

Best,

------------------------------
Heather Darrow
Conference Coordinator
Cornell University - Department Of Animal Science
------------------------------

Original Message:
Sent: 04-08-2020 11:03
From: Brandon Green
Subject: Digital Conference

How did Zoom work for your conference?  Any tips on what you would do for your "Exhibitor space"?

------------------------------
Brandon Green
Program Manager
Texas A&M Engineering Experiment Station (TEES)

Original Message:
Sent: 04-06-2020 05:46
From: Heather Darrow
Subject: Digital Conference

We are using the Zoom platform to host our virtual conference tomorrow (~300 registrants), using a Webinar (rather than a meeting for added security).   While we are not offering a virtual exhibit hall, we do have sponsors.  Recognition has been given through ad space in an electronic proceedings, website, and a 20-second commercial during our "virtual lunch break".  All sessions are being presented live, but we did think about pre-recorded sessions with live Q&A.  We will record and share sessions after with registered attendees as well.

This is our first virtual event so I am sure there will be lessons learned when we are live, but we were able to put this together relatively seamlessly in about 3 weeks.  Best of luck!

------------------------------
Heather Darrow
Conference Coordinator
Cornell University - Department Of Animal Science

Original Message:
Sent: 04-02-2020 19:47
From: Karoline Willis
Subject: Digital Conference

Hi Everyone

Due to COVID-19 we now have two conferences we are trying to adapt to digital conferences. Does any of you have any experience in this or could recommend any platforms that you have used or will be using. There is so much out there but nothing seems to be just right. We want to offer a variety of pre-recorded and live presentations, as well as exhibition.

Is anyone else in the same situation and feeling a bit stuck?

Cheers, Karoline.
#Miscellaneous

------------------------------
Karoline Willis
Operations Manager
Australasian Land & Groundwater Association (ALGA)
------------------------------

Our Association is having a conference in July.   When are your conferences and do you have time to adapt to a digital conference?   Do you offer CEU's?

Susan Marino

------------------------------
Susan Marino
Administrative Assistant
Louisiana Association of Substance Abuse Counselors and Trainers, Inc.
------------------------------

Original Message:
Sent: 04-02-2020 19:47
From: Karoline Willis
Subject: Digital Conference

Hi Everyone

Due to COVID-19 we now have two conferences we are trying to adapt to digital conferences. Does any of you have any experience in this or could recommend any platforms that you have used or will be using. There is so much out there but nothing seems to be just right. We want to offer a variety of pre-recorded and live presentations, as well as exhibition.

Is anyone else in the same situation and feeling a bit stuck?

Cheers, Karoline.
#Miscellaneous

------------------------------
Karoline Willis
Operations Manager
Australasian Land & Groundwater Association (ALGA)
------------------------------

Off the top of my head, for Sponsorship, in terms of branding you could have a step and repeat -- or step and repeat like image -- that your speakers could use as their zoom background image with your sponsors logos on it.

If you are introducing each speaker remotely, you could also do something like "this session is being brought to you by XYZ". Don't forget about logos on all of your communications and website!

Good luck!

------------------------------
Ravenna Legare
Assistant to Director of Communications
California County Superintendents Educational Services Association (ccsesa)
------------------------------

Original Message:
Sent: 04-02-2020 19:47
From: Karoline Willis
Subject: Digital Conference

Hi Everyone

Due to COVID-19 we now have two conferences we are trying to adapt to digital conferences. Does any of you have any experience in this or could recommend any platforms that you have used or will be using. There is so much out there but nothing seems to be just right. We want to offer a variety of pre-recorded and live presentations, as well as exhibition.

Is anyone else in the same situation and feeling a bit stuck?

Cheers, Karoline.
#Miscellaneous

------------------------------
Karoline Willis
Operations Manager
Australasian Land & Groundwater Association (ALGA)
------------------------------