Virtual vs In-person Conferences: How to Pick the Format?
In-person conferences – be it academic events, trade shows, or business gatherings – have ruled supreme for the longest time. Archaeological ruins show evidence of ancient forms of conferences – gatherings of people to discuss shared interests, be it wartime activities or hunting plans.
While virtual conferences started popping up on event calendars more than a decade ago, it was really the global COVID-19 pandemic that exponentially accelerated the growth of this event format. In 2021, 92% of organizers shifted to virtual events. That number further increased to 98% in 2022.
In the last couple of years, the in-person conference market has reclaimed much of its share and glory. However, not before millions of people got a chance to experience the benefits of virtual events and meetings.
It comes as no surprise that many struggle with determining which format of event to add to their calendar: virtual or in-person conferences?
That’s what we are going to address in this article: the cons and pros of each format, and how to identify which one matches your specific needs and priorities.
The Pros and Cons of In-person Conferences
PRO: Face-to-face networking
Nothing beats face-to-face networking. We are ready to die on this hill. Yes, virtual events do try to accommodate and design virtual networking experiences. However, none of it will ever come close to the level and quality of interactions that happens when people with shared interests and diverse perspectives come together in a room, shake hands, engage in spirited debates, and share a coffee or a meal.
CON: Travel and accommodation expenses and logistics
Attending an academic conference can quickly rack up expenses: there is the application fee if you want to join as a presenter and are submitting a paper; the cost of travel – be it by plane, train, or any other method; the accommodation; and so on.
Just figuring out the logistics can be a daunting task for some. Here, it’s everything from actually planning out the travel and lodging to accounting for travel time on your already busy calendar.
PRO: Immersive learning experience
Virtual learning technologies have in many ways democratized access to education. Virtual events and classrooms make knowledge more accessible.
Yet, virtual events can’t provide the same immersive type of learning experience as in-person conferences. Listening to a presentation as you sit in a conference room among your peers, asking questions, and engaging in countless discussions post-session – all these elements make the learning experience three-dimensional.
PRO: Exploration of the host city
One of the biggest bonuses of traveling to an academic conference is the opportunity to explore the city where it’s hosted. Whether it’s spending a couple of extra days in a host city or exploring it after conference hours, attending in-person conferences is the perfect way to combine work with a short holiday.
Doing so with the participants of the conference you are attending will only strengthen the networking aspect of the event. Plus, it’s a great way to make friends who will remain in your life for years to come.
CON: Bigger environmental impact
Travel and tourism are responsible for 8% of carbon emissions globally. Joining an in-person conference entails the use of transportation, generation of waste, energy consumption, etc.
However, there are numerous ways to offset (or at least greatly decrease) the environmental impact of your travel.
PRO: Unlimited inspiration
In-person academic conferences are a fountain of inspiration. The dynamic nature of interactions, the engaging learning atmosphere, the change of scenery – all of these factors help spark creativity, stumble across unexpected insights, and discover unique perspectives.
CON: Larger time commitment
Attending an in-person conference requires a bigger time commitment than joining a virtual academic event. You have to account for travel, the reduced ability to work on ongoing tasks and projects, and another day or two off that you may want to take to explore the host city.
The Pros and Cons of Virtual Academic Events
PRO: Cost-effective
The costs associated with participating in an academic event drop significantly when it’s a virtual conference. You don’t have to submit a budget request that covers travel and accommodation expenses. You simply need to get your institution to cover the registration fee (which are often lower than in-person attendance passes) and the application fee if you are submitting your abstract as a virtual presenter. Your chances of getting your request approved increase significantly!
CON: Diminished networking opportunities
Networking is important. It’s a way to advance your academic career, identify collaboration and research grant opportunities, and strengthen your communication skills. Unfortunately, virtual networking doesn’t have the same impact as in-person networking opportunities.
As discussed earlier in this article, networking is about more than just having someone to talk to. It’s about being in the same room, sharing a beverage, responding to verbal and non-verbal cues, and so many other elements that turn a simple interaction into a lifelong professional relationship.
PRO: Global accessibility
Virtual events have made it possible for people who previously couldn’t attend specific conferences to do so. It could be due to travel restrictions, the lack of budget, or the logistical nightmare that applying and receiving a visa can sometimes turn into. Virtual conferences are making knowledge-sharing more accessible. This, in turn, makes for more global and diverse events.
PRO: Location-independent choices
Virtual conferences make your decision on which event to attend location-independent. Of course, not totally independent. You might not be too eager to attend a virtual academic event that is being streamed live from Sydney when you are based in Los Angeles, for example.
Outside of that, you don’t really need to pick your conference based on its location. You don’t have to worry about applying for visas, or the long travel, or the hassle of finding accommodation that’s within walking distance from the venue.
PRO: On-demand access
Many virtual conferences offer access to presentations on-demand. That means that the presentations are recorded. You are then provided with access to the recordings.
This allows you to process the information and learn at your own pace, from the convenience of your home or office.
PRO: Personalized experience
Some academic conferences organize their program in streams that run in parallel. This is done to give the participants a chance to customize their agenda. Unfortunately, even a small delay in a single session can mean that you have to run between rooms when attending in-person.
Virtual formats eliminate this problem. You can tailor the agenda to your needs and switch between different virtual rooms seamlessly.
CON: No social and culture exploration
Yes, it is convenient to attend a virtual conference while sitting in your home office or at a kitchen table. On the other hand, you miss out on making wonderful memories by traveling to a new destination. Walking the streets, listening to local languages, trying out local cuisine, uncovering hidden gems – there is so much to experience when traveling to an in-person conference.
CON: Fewer collaboration identification opportunities
One of the most powerful benefits of attending in-person conferences is identifying collaboration opportunities. This is usually done by listening to the presentations, talking to fellow delegates, and then spotting crossovers in research areas or interests. It’s done as part of networking.
Since virtual events can’t provide the same dynamic networking opportunities as in-person academic conferences, the chances of finding the right collaborators are diminished as well.
The Benefits of Both Virtual and In-Person Conferences
Whether it’s a virtual event or an in-person conference, we urge you to participate in such gatherings. Here are just some of the benefits that both offer:
- Gain recognition:Â Present your research paper and strengthen your reputation as an expert in a certain field of discipline.
- Receive feedback: Source feedback from fellow participants. This will help you continuously improve and develop as an academic.
- Inspire and get inspired: Whether attending in-person or virtually, exposure to new information and perspectives makes it more likely to identify new research areas, discover methodologies that you haven’t considered before, and offer feedback to your peers on their work.
- Boost your resume: Joining academic conferences on a regular basis shows your dedication to lifelong learning. It also signifies your commitment to engaging in cross-border knowledge-sharing.
- Improve your soft skills: Â Become a more effective presenter and communicator by joining as a speaker or a regular attendee.
- Get published: Submit your abstract to present as a virtual or on-site speaker and get your paper published in prestigious academic journals.
In Conclusion
There is a lot to gain from being an active event participant. When deciding which format is better for you – the in-person or virtual conference – make a list of your priorities. What is your main goal? Is it to promote your research? To network? Then, compare the benefits that matter most to you to the format that can amplify them.
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