15 Tips For Attending a Virtual Conference the First Time

It’s natural for virtual conference first-timers to succumb to a variety of thoughts and fears. How does someone navigate the virtual landscape? What is the unspoken etiquette of online networking? Can a virtual experience truly replicate the dynamism of an in-person event?

If you are attending a conference for the first time, this blog is a must-read. It covers essential virtual conference tips and tricks to help you prepare for a successful experience..

But first things first, let’s answer the most important question before we begin:

What Are You Hoping to Gain from Attending this Virtual Event?

Attending a virtual conference is an investment of both time and resources, so it’s essential to know what’s in it for you. Here are some of the reasons you should be attending a virtual conference:

• Learning Opportunities: Attending a virtual event offers a diverse array of sessions, workshops and networking opportunities where industry experts share their knowledge with you. By participating, you gain insights into the latest trends, innovations, and best practices within your field, contributing to your professional development.
• Networking: Virtual conferences serve as a centralized hub, bringing together professionals from diverse backgrounds. Networking during online conferences allows you to connect with like-minded individuals, potential collaborators, and mentors leading to future collaborations, partnerships, and a broader professional network.
• Industry Insights: By attending virtual conferences, you stay informed about the latest trends, emerging technologies, and key insights that can influence your future strategy.
• Professional Development: Many virtual conferences offer sessions specifically designed to enhance professional skills, leadership qualities, and career growth. Participating in these sessions provides valuable tools to propel your career forward.
• Brand Exposure: Engaging with sponsor sessions, participating in virtual booths, and actively networking can elevate your brand’s visibility within your industry during virtual conferences. It can help you potentially attract new clients, partners, and customers.

Tips for Attending a Virtual Conference

Here are some basic tips for attending virtual conferences. These will help you optimize your experience and extract maximum value out of the event. Let’s learn how to successfully attend a meeting virtually while making the most out of them:

1. Put it in Your Calendar

When you sign up for a virtual conference event well in advance, you may forget all about it when the day comes. Therefore, you should add it to your calendar when you attend a virtual meeting, complete with reminders. Most virtual events will also send you email or text updates, so you won’t have to worry about letting them slip your mind.

For example, once you sign up for an event, add it to your Google Calendar to avoid schedule clashes in the future.

2. Set Clear Goals for Your Virtual Conference

Everyone’s goals for attending a virtual conference are unique. Some people are solely interested in education and have no desire to network. Others focus on generating sales leads, whether from exhibitors or fellow attendees. 

And then there are those who simply want an excuse to take a break from their daily routine and learn something new from the comfort of their own space.

You must start by identifying your goals to make your time during the virtual conference count. These goals could be anything from: 

• Learning from industry experts
• Networking and connecting with peers through online discussions and chats
• Improving career prospects
• Discovering business opportunities
• Establishing thought leadership
• Accessing valuable resources and on-demand content
• Getting inspired and motivated
• Staying updated on industry trends
• Building relationships with speakers and sponsors
• Personal growth

3. Plan Out Your Activities

Once you have your goals, it’s time to plan what you will be doing during the day of the virtual conference. This will help you figure out which aspects are the best for you when attending a virtual conference. Create a comprehensive schedule, keeping the event’s agenda as a reference.

Create a comprehensive schedule, keeping the virtual conference agenda as a reference.

Just make sure you create a plan that helps you achieve your goals. This can include which webinars you want to attend, which booths are best for you, and what extra activities you should participate in. List down any questions you want to ask from specific speakers or booth representatives. This is especially useful if you need to attend a meeting virtually parallel with other commitments. It promotes focus, commitment, and streamlined learning.

4. Share Your Attendance on Social Media

Attending a virtual conference is a great way to grow professionally, and sharing your experience on social media can take it a step further. Posting insights, key takeaways, or memorable moments shows your dedication to learning. Here are some social sharing tips for virtual events: 

• Use the conference’s official hashtag to join the conversation and connect with other attendees. 
• Tag speakers or fellow participants to expand your network and gain visibility with industry peers. 
• Share Real-time updates to document your virtual conference experience. 
• Share notable quotes, interesting statistics, or highlights from your favorite sessions. 
• Add visuals, like a photo of your workspace or a shot from a virtual session, for a personal touch.
• Once the conference is over, review what you have learned. Share your main takeaways and explain how you plan to apply them in your work. 

5. Set Up a Distraction-Free Workspace

Here are some workspace setup tips for virtual conference to enhance your experience: 

• Find your spot

Choose a quiet, comfortable place where you can focus without interruptions. If you have a room with a door, great! If not, a quiet corner works too. Try to avoid high-traffic areas like the kitchen or living room. Headphones can help block out any background noise.

• Let others know

Share your schedule with anyone at home or in your office. A simple “Do Not Disturb” sign can go a long way. If you have kids or pets, make sure they’re looked after during your sessions.

• Cut out distractions

Put your phone on silent mode, turn off email and app notifications, and close any unrelated browser tabs. This helps you stay fully present during the sessions.

• Make it comfortable

A good chair and desk setup make a big difference, especially if the event runs long.

• Block your calendar

Set up an out-of-office reply and block the time on your work calendar. It ensures your focus stays on the conference.

6. Come Prepared With Questions At Sessions

Conduct thorough research and thoughtful preparation to make the most of attending a digital event. You should familiarize yourself with the conference agenda ahead of time and identify sessions that align with your interests. For this, keep your professional goals and area of interest in mind and pen down any questions you have regarding the topic.

Try to ask specific questions that go beyond the surface. Relevant and timely questions not only showcase your engagement but also contribute to the overall discussion. This way you can demonstrate your awareness of the industry landscape and address issues that resonate with the conference theme.

7. Test Your Devices

To ensure a glitch-free experience, take your time to thoroughly test your tech setup and the app or platform hosting the conference before joining. Here are some tips for attending a conference virtually while avoiding technical difficulties: 

• Start with a comprehensive check of your internet connection. Run a speed test to ensure you have a stable and fast connection.
• Familiarize yourself with the virtual platform or app you will be using to comprehend how to attend a virtual conference there. Understand the virtual layout, and locate essential buttons to navigate effortlessly.
• Test your camera and microphone by joining a video call or use built-in tools.
• If virtual backgrounds are part of the virtual conference platform, experiment with them in advance.
• If you plan to share your screen during presentations or discussions, practice that to be familiar with the process.
• Ensure all your devices, be it laptops, tablets, or smartphones, are fully charged.

8. Take Notes During The Conference

Notes serve as a canvas for your thoughts, allowing you to preserve moments that will help you in the future. As you jot down key takeaways, quotes, and references, you’re crafting a library that you can revisit whenever you need inspiration, guidance, or a refresher.

You can keep a pen and a notepad with you or just type the points in your phone. Use this note-taking space to outline actionable steps, set goals, or draft implementation plans based on what you learn.

9. Network with Other Attendees

You usually attend meetings virtually to get in touch with other industry players and be part of a community experience. Therefore, you should take every opportunity to interact with other participants and booth representatives.

Who knows, you may even end up with a partnership or business agreement afterward. So, one of the best tips for attending a virtual conference is to go visit the virtual event’s networking lounges and participate in chat lobbies as enthusiastically as possible. Such virtual networking ideas will help you make the most of your time and forge the industry bonds necessary for you to progress.

10. Choose What to View Live & What to Watch Later

One of the best things about attending a virtual conference is that you don’t have to miss out on sessions. If you choose to watch a certain webinar live,  you’ll likely be able to access any other webinars happening at the same time later for your reference. So, take a look at the agenda, and categorize the sessions accordingly. Make this choice according to your objectives, and be an active participant.

11. Participate in Sessions

When you’re attending a live webinar at the virtual conference you should also participate in its subsequent discussion or Q&A sessions. This will help you achieve your objectives, and make some waves in the industry. It’s quite easy, especially if the moderator opens up the floor to the audience.

So, aim to be as interactive as possible, and let your opinions and queries be known. After all, you’ll rarely have a chance to get so much industry-specific knowledge and expertise in one place. In addition, one of the best tips for attending a virtual conference is to ask for contact details and other such information from booth representatives in the exhibit hall to make a positive impression and make an informed decision.

12. Set Up Meetings

One of the best features of vFairs virtual events platform is the ability to schedule meetings. Just as event reminders can integrate into your calendar, you can also set up meetings for later dates with the booth exhibitors. These meetings can help you get solid results out of attending the virtual conference. For example, if you attended a virtual recruiting event, you could talk to booth representatives who will set up a time and schedule an interview with you later.

You can also book calls with fellow attendees before a conference to break the ice, build connections, and set the stage for potential collaborations. 

By reaching out beforehand, you’ll feel more connected to the community. Plus, it’s a great way to establish relationships that can extend far beyond the virtual conference itself.

13. Make Room for Breaks

Even if you’re just sitting in your chair to virtually attend a meeting, it can still take up time and energy. You need to make way for breaks and give yourself a rest. Remember to add a few meals and screen breaks when you draft your schedule. Rotate these breaks around the sessions you want to attend live, and make sure you have the event agenda with you. This will help you come back to the conference when you need to when you attend meetings virtually.

14. Follow Up with Connections After the Conference

Virtual conferences are not only about gaining knowledge during the sessions but a lot of meaningful connections and collaborations can come out of it. One of the most important tips for attending a virtual conference is that you must keep track of the interesting people you find during the conference and reach out to them afterward.

Draft personalized messages for each with references to specific sessions, discussions, or points of mutual interest. If you see potential for collaboration, suggest a virtual meeting, a project, or a shared exploration of a specific industry trend. Following such tips for attending a virtual conference can lead to fruitful partnerships for the future.

15. Share Event Takeaways on LinkedIn

Share event takeaways on LinkedIn to engage with your network, initiate meaningful conversations, and catch the eye of potential collaborators or employers. Here are some post-virtual conference best practices to achieve your LinkedIn networking goals:

Share a post-event summary

Write a brief LinkedIn post or article outlining your key takeaways. Draft it before the event, and then fill it in with specific insights after the conference.

Connect with speakers you liked

Send personal messages to the speakers you met and liked. Thank them for their time. If you mention speakers in your post-event summary, share the link with them via DM and invite them to suggest any changes or additions.

Share follow-up photos 

Post pictures of the fun moments, like connecting with new people or attending memorable sessions. LinkedIn is social, so sharing these moments humanizes your experience. 

To Sum Up

All you need to do when attending a virtual conference is to register and be active to get the best out of it. Asking thoughtful questions and networking with fellow attendees are the pillars of an enriching virtual conference experience. These tips for attending a virtual conference will help you be a virtual event expert, and benefit from everything that the conference offers.