Beyond Zoom: Rethinking the Virtual Conference Experience
I recently attended the Science of Team Science Conference hosted by the International Network for the Science of Team Science (INSciTS). It’s a dynamic and forward-thinking community. I’m serving on the planning committee for next year’s conference, which will be hosted at the Food & Drug Administration offices next summer.
This year’s conference, however, was held virtually, and I wanted to share a quick reflection on that experience. During the pandemic, we all became accustomed to using Zoom and similar tools. Since then, many of us have attended various webinars, online conferences, symposiums, and other virtual gatherings. I’ve found that whenever these events take place on Zoom, it’s increasingly difficult for me to stay focused. While Zoom works well for one-on-one meetings or smaller team discussions, it just doesn’t seem to translate effectively to the conference format.
INSciTS used a service called Virtual Chair, which runs on the Gather platform. It offers an interactive, game-like environment for virtual conferences, with an interface that’s reminiscent of early RPGs. Although the design is simple, it was refreshing to navigate through a built environment instead of the standard Zoom grid.
A Virtual Tour
One of the highlights of this platform was a garden area, an open social space where you could sit on benches or at tables and engage in conversations with others nearby. The spatial proximity feature added an element of spontaneity that’s often missing in virtual events.
The main lobby served as the central hub of the virtual conference. From here, attendees could navigate to various talks, poster presentations, or social spaces. It was designed to replicate the feel of an in-person gathering, with table areas for casual conversations and lots of signage.
The poster session area simulated the energy of a conference hall. Attendees could browse digital posters, engage in discussions with presenters, and explore topics at their own pace.
The conference rooms were dedicated spaces for panels and presentations. These rooms allowed attendees to listen to speakers while also providing opportunities for interaction and discussion.
The main hall was the venue for keynote presentations and plenary panels.
A Unique Experience
I enjoyed the experience. It was fun and provided a refreshing change. As a presenter, the platform was a bit more cumbersome to use than Zoom (or perhaps I’m just accustomed to the zoom controls?) but there was something satisfying about wandering around, having spontaneous conversations, and moving from one room to another. The experience was novel and added an element of engagement that I hadn’t anticipated.
I’m looking forward to next year’s in-person conference, but I can clearly see the potential in this type of platform for hybrid events. When attending online, having an interface that replicates the in-person experience—where you can navigate virtual spaces, engage with others, and immerse yourself in the atmosphere—elevates the experience beyond simply watching presentations. What truly stood out to me were those 'in-between' moments: the time before and after sessions when you can strike up impromptu conversations, bump into someone in a virtual hallway, or even just observe the crowd. These serendipitous encounters are often where the most meaningful connections and collaborations happen.
Here is a quick video walkthrough:
