Nine days before a conference for which 750 people had already registered, an education organization I’m on the board of decided to switch to virtual because of coronavirus. This was, as you can imagine, a pretty hectic choice, but one we’re proud of as we prioritized the health and safety of our members.
The Association for Education Finance and Policy (AEFP) is a nonprofit professional and academic association. At the annual meeting, researchers, practitioners, and policymakers share research and lessons learned about efforts to enhance student learning. Initially, my role was to chair a session and moderate a policy talk. The switch to virtual meant that I also served as host for seven sessions.
Since many other conferences will be going virtual in the coming months, here are lessons I learned about the transition — as well as some unexpected upsides to going remote:
Organize your team and provide clear instructions.
AEFP’s executive director, Lydia Ross, and IT contractor, Hiep Ho, arranged for all 126 sessions, four featured policy talks, the skills sessions, and the general session to be held via Zoom webinars. (Zoom has provided a helpful list of tips for setting things up in a way that minimizes party-crashers and other unwanted behavior.) In addition to the usual chair and presenters, each session had a host. Hosts were provided instructions on how to log into the designated Zoom room to start the webinar and enable panelists to share their screens during presentations. AEFP used Zoom’s branding capabilities to tailor the conference look by uploading the group logo and creating a custom URL. AEFP also created a Zoom page on the conference website with instructions and troubleshooting tips. Having this information accessible made it easier to support attendees.