With respect to the target group of participants, we chose a different format for the conference – instead of one weekend and 3-4 all-day parallel sections, we decided to organize the programme on two consecutive weekends and the sections were only in the afternoons and always two in parallel.
For the needs of the virtual conference, we chose a platform created specifically for virtual events, which enables the construction of virtual stands and offers a lot of interactive elements.
In cooperation with foreign lecturers, we recorded the lectures in advance and arranged for their subtitling, and we always connected the given speakers and moderators live to a Q&A after the lecture. We also provided pre-recorded lectures of Czech speakers to ensure a smooth running of the conference. During the lectures, the participants could ask the speakers questions, which were always answered live after the lecture. At the end of each day, there was a longer time for questions and possible discussions.
After the conference, we offered the participants a recording of all the lectures for a three-month period, so that they could watch what they missed or return to the content.
In order to maintain the number of registered participants and gain more, we set up a marketing strategy based on a mailing campaign, promotion of the event on social media, in printed periodicals, promotion on websites and promotion of the event through international associations.
The event was organized by a seven-member team consisting of a project manager, an assistant, an exhibition coordinator, a sponsorship manager, a programme coordinator, a technical manager and a registration coordinator.