Make It So! Transitioning a Successful Workshop to an All-Virtual Format

Concurrent Session 2

Session Materials

Brief Abstract

A great virtual conference requires planning and coordinated teamwork. The TOPkit (Teaching Online Preparation Toolkit) Workshop team will reveal secrets of their planning, implementation, and lessons learned. This session will provide key considerations, interactive opportunities, and customized guidance so that you can plan and deliver your own successful virtual event.

Presenters

Lead Presenter: Roslyn Miller, University of Central Florida

Roslyn Miller is an instructional designer at the University of Central Florida with more than 20 years' experience as an educator in public, private, military, and university settings. She holds a BA in mathematics from Harding University, an MS in secondary education from Mississippi State University, and a PhD in curriculum and instruction from Mississippi State University. Roslyn specializes in quality course design, assessment, and STEM education.

Co-presenter: Amanda Major, University of Central Florida (Virtual Presenter)

Amanda Major, Ed.D., CPLP, PMP enjoys contributing to instructional design initiatives and leading projects to enhance online higher education. Dr. Major has experience delivering results in a variety of learner-focused and client-oriented environments. Prior to arriving at UCF as an instructional designer Amanda taught online courses, oversaw online program management, participated in strategic planning efforts, developed policies, offered instructional design assistance, and improved business processes to contribute to quality online programs at a large, public, research-intensive University. Actively contributing to the field of online learning, she has presented at national and international conferences and has peer-reviewed publications about organizational development, as well as e-learning operations and projects in higher education. Dr. Major holds a Project Management Professional certification from the Project Management Institution (PMI) and a Certified Professional in Learning and Performance certification from the Association for Talent Development (ATD). Additionally, she has earned certifications from the Online Learning Consortium and Quality Matters focused specifically on online learning in higher education. Her academic credentials include an Ed.D. in educational leadership, policy and law; an M.A. in industrial organizational psychology; and a B.A. in interdisciplinary studies with a concentration in social psychological issues.

Co-presenter: Charlotte Jones-Roberts, University of Central Florida

Charlotte Jones-Roberts, M.A., is an Instructional Designer at the University of Central Florida. She is the Lead of ADL5000, an online faculty credentialing program which focuses on part-time and adjunct faculty credentialing. She strives to create a culture of Quality, lead dynamic virtual seminars, and wears many hats behind the scenes of TOPkit - Teaching Online Preparation Toolkit. She is pursuing her EdD in Curriculum & Instruction, focused on humanized online learning and anxiety in online courses.

Extended Abstract

Outcomes of events and conferences for professional development have power to influence and shape culture. As the world emerges from a global pandemic, live virtual events remain a safer but still powerful medium to address strategic priorities and connect in large groups and at the same time offer cost savings for facilities, food/beverages and travel over in-person events.  

A virtual conference event has the same overall planning considerations as its in-person counterpart, but the details differ because the virtual environment requires communicating, presenting, and collaborating in novel ways: 

  • Project management considerations for transitioning from an in-person to a virtual conference include the method for facilitating the transition and coordinating stakeholder engagement. 
  • Considerations for reaching your target audience and keeping your virtual participants informed include changes to messaging and how to best leverage social media. The virtual format allows for additional communication tools to promote your event.
  • Designing for social interaction to engage about conference highlights and continue in ‘after hours’ social opportunities are worthwhile enhancements to any virtual conference.  
  • Appropriate technology is a vital component of hosting a successful virtual conference. Depending on the services you plan to provide, considerations include finding flexible and affordable tools that:
    • Facilitate hosting and dialoguing around synchronous and asynchronous sessions 
    • Support a calendar and conference agenda
    • Account for privacy and accessibility needs 
    • Are responsive to a mobile environment (e.g., via web app)  
  • Finally, creating an engaging virtual conference-style event takes a team of dedicated individuals to make the magic happen.  

In this interactive session, participants will have the opportunity to: 

  • Hear the story of the first live, virtual TOPkit Workshop 
  • Brainstorm strategic priorities for your virtual event 
  • Discuss these planning aspects:
    • Project management
    • Communications and promotions 
    • Theme development and alignment
    • Networking platforms and strategies
    • Registration platforms and considerations
    • Lessons learned from team reflection and survey data 
  • Engage in a guided, small group activity about planning considerations 
  • Plan your own live virtual conference with a provided template
  • Create a timeline for planning your virtual event  

Outcomes for participants of this session will be: 

  • Describe key components of a virtual conference 
  • List strategic priorities for your virtual conference 
  • Identify relevant project management techniques and technologies for your virtual conference 
  • Develop a virtual event or conference plan 

  • Create a timeline for planning your virtual event 

In this session participants will interact and engage in these activities: 

  • Participants will use an affinity diagram to brainstorm their strategic priorities for a virtual event that align with their mission/vision. 
  • Participants will engage via small groups in a guided risk assessment so that they may fully appreciate essential elements in creating and executing with impact. 
  • Facilitators will offer tailored 1-to-1 guidance as participants create an action plan for their own live virtual event. 

Facilitators will provide these materials: 

  • Affinity diagram of strategic reasons to hold a virtual event or conference 
  • Planning template 
  • Timeline