CMSA VIRTUAL CONFERENCE: WHY IT MAKES SENSE

The 2021 CMSA Virtual Conference: “Staking a Claim in the New World”  
 
Pat Stricker RN, MEd
Former Senior Vice-President, TCS Healthcare Technologies

With the continuing threat of COVID-19 and the related government restrictions, including those on travel and gathering size for meetings, the CMSA Board of Directors was forced to move the 2021 Hybrid Annual Conference to a complete virtual format. While disappointed that we cannot gather together in person, the health and safety of CMSA members is a top priority.

The virtual conference, “Staking a Claim in the New World,” will be held live in the Central time zone from June 7-10, 2021. The theme of the 2021 conference will focus on making professionalism a career priority. The conference will highlight professional development, certification, continuing education, outreach and support, the importance of mentoring, talent pipelines for nurses and social workers, cultural diversity amongst the case management profession, and demonstrating the value and sustainability of case management.

All aspects of the conference will be available under the Conference Hall, which will go live the week of the conference. Attendees will be able to access:

• 11 educational tracks with 60+ hours of live and recorded sessions. You can earn over 70 continuing education credits from the conference through August 31st. Click here to view the full conference schedule.
• The interactive e-Poster Gallery will provide live Zoom networking with poster presenters, audio clips of presenters explaining their work, and discussion forums for attendees and presenters. The Poster Gallery will be available 24x7.
• The virtual Exhibit Hall will be scheduled and include marketing packages, demonstrations, giveaways, games, prizes, and more! As usual, this will be a fun place to be.
• The Networking Lounge with facilitated roundtables for open discussion, virtual networking sessions, and other engaging opportunities will accommodate all time zones.

Register now to secure your spot for top-notch education, new and engaging networking, and tons of fun! Attendee registration is open now! Early registration ends May 1, so be sure to register soon.

The registration fees have been significantly reduced for this conference, so you do not want to miss this savings opportunity. Student rates are also available for those with a current student status. The new registration rates and more are available at cmsa.societyconference.com.

Definitions
In case you are unfamiliar with virtual conferences, let’s spend a little time reviewing what they are and how they work. A virtual event is a large, multi-session online event that involves people interacting in a virtual environment, rather than at a physical location. A virtual conference is an activity organized to allow attendees to meet and discuss themes of common interest with others through the use of communication tools at a central location on the internet. Similar to in-person conferences, virtual conferences today are highly engaging and include a series of large sessions run by thought leaders in the industry who present to and interact with attendees.

A virtual conference typically has a virtual Conference Hall where attendees access conference sessions, recordings, e-posters, the virtual exhibit hall, and the networking lounge. The conferences feature webinars, Zoom sessions, streamed content, and other highly interactive events that provide the feeling of “being there.” They also include live polls, chats, surveys, and Q&A sessions to get attendees more engaged. The sessions are usually recorded and available “on-demand” for attendees to view any time after the event, in the comfort of their own home or wherever they may choose to watch.   

Virtual Conferences
In 2020, the COVID-19 pandemic and the resultant lockdown of businesses, organizations and academic institutions spearheaded the quick development and improvement of software programs for online meetings and networking. The need for a quick transition for remote workforces and students learning from home meant that new innovative ways needed to be developed quickly to assure workers could work remotely from home while remaining productive and teachers could provide lessons to students at home. Zoom, Webex, GoToMeeting and other similar products became instant successes as the need for these types of products increased.

Likewise, organizations that held in-person conferences each year had to find a way to quickly transition to online virtual conferences. This was not an easy task given the challenges of doing so at the last minute without a lot of forethought. However, the transition to remote working and learning progressed quite well considering the immediacy of the situation.

Benefits of Virtual Conferences
Because of the advances in technological tools, online meetings and virtual learning activities in today’s virtual conferences are completely different and much better than they were a few years ago when they were primarily audio/visual presentations by presenters with very little face-to-face communication or interaction and involvement from the attendees. Now, with the use of Zoom and other similar software programs, virtual conferences are much more engaging and interactive. If you attended a virtual conference in the past and you were not impressed, please do not let that stop you from attending another virtual conference now.

Are virtual conferences “as good” as in-person conferences? This is still being debated. There are those who feel virtual conferences are compromises or the best alternatives to “real” in-person conferences. These people enjoy the energy and excitement of being in the same space with other attendees. This may be realistic but seems to be a “glass half-empty” view, as it lacks insight into the innovative changes that have been made to virtual conference capabilities.

More and more processes and tools have been used to improve virtual conferences to assure they meet the needs of the attendees and the organizations sponsoring them. And there are people who feel that virtual conferences have evolved into worthwhile, memorable, meaningful, customizable events that provide an optimism and promise for the future – a “glass half-full” view. You should attend the conference, so you can see for yourself what a new and innovative virtual conference is really like.  

The following are some examples of why virtual conferences are better than in-person events.      

• Accessibility: Participants can attend from anywhere, at any time as long as they have a computer, tablet, cellphone or other device and a good internet connection. These conferences are open to those who might not be able to attend an in-person event for some reason or to those who may not have the time, money or inclination to attend an in-person event, but would enjoy attending from their home. There is also no limit to the number of people who can attend each conference on the internet, since it is not limited by physical space.
• More Cost-effective: There are no costs for travel, lodging, food or entertainment. Non-productive travel time is also eliminated, and attendees can choose to just attend the sessions they are really interested and then return to work, thereby continuing to be productive for the remainder of the day. The reduced travel costs can also mean employers may be able to allow more employees to “attend” virtual conferences for the same or less money.
• Lower Conference Registration Fees: Most virtual conferences have lower registration fees because there is less physical set-up and facility fees, so it is less costly to attend.
• More Convenient: There is no need to travel and be away from work or family. This is especially appealing to parents with young children at home. Virtual conferences provide attendees with more control about when to “attend” the sessions. Most sessions are recorded and can be watched “on-demand” whenever it is convenient, instead of at a specificly scheduled time.
• More Available Content and Opportunities for More CEs: At an in-person conference, attendees can only attend one of several concurrent sessions that are offered during the same time period. In virtual conferences, attendees can “attend” a live session and then watch the other recorded sessions later “on-demand.” This also provides the ability for attendees to obtain more continuing education credits. The number and types of different educational offerings, interactive activities and networking sessions also increase the overall attendee experience.
• Networking Can Actually Be Easier: People think virtual conferences do not offer the ability to network, which is one of the main reasons people attend conferences. That may have been true years ago, but interactive software programs have improved this immensely over the past few years. Virtual conferences offer a multitude of networking opportunities, such as live chats with other groups of attendees or with a keynote speaker, small breakout chat room sessions, live Q&A sessions, networking lounges, focused discussion sessions and special interest meeting sessions. Providing a detailed attendee directory also makes it easier to connect with others.
• Virtual Tradeshow: Interacting with exhibitors is a major portion of any conference. Instead of waiting in line to talk with an exhibitor or obtain a demo of their product, exhibitors are always available in their “booth” to interact with attendees. And virtual exhibitors will be providing giveaways, free gifts and prizes for visiting the virtual booths, as well as playing games, awarding prizes and having lot of fun activities, just as they would at an in-person conference.
• Flexibility: The schedule can be customized to meet an individual’s needs by allowing them to choose from a wide variety of concurrent sessions, presentations, focused group discussions, poster events and networking opportunities. They can also come in and out of the conference if they need to and then catch up by reviewing “on-demand” sessions that they missed.
• Engagement: It is easier for some people to engage and connect with others online in a virtual session than during a live in-person conference because they may be shy or afraid to approach people in person and are more comfortable doing it from afar in a virtual conference.
• Can Be Less Stressful: In-person conferences are fun, but they can also be very draining. Each day starts with an early breakfast, all-day sessions (one after another), and then dinner and an event or networking with friends until late in the evening. And this continues for several days. A virtual conference is much more relaxed and able to fit into a schedule and on the attendee’s timeframe. Of course there are some live sessions, but the majority of the sessions can fit into their schedule when they have time for them. Attendees can “attend” from anywhere, at any time from the comfort of their home and in their comfiest clothes. Many people enjoy this type of low-key, relaxing conference without having to travel anywhere.
• Interesting and Exciting Entertainment: Events that involve bringing people together for quality time and providing a sense of community and FUN are a key function of virtual conferences. These can include quizzes, games, auctions, immersive and engaging virtual experiences, dance competitions, virtual cocktail sessions and other fun group activities. They may not be quite as good as being there live and in-person, but they can be very enjoyable.
• Environmentally Friendly: In 2018 U.S. residents made 175 million business trips for meetings and events that accounted for 38% of the 463.6 million business trips taken. Think of how virtual conferences can reduce some of these trips and not only save money, but also reduce the impact on the environment. 

Cons of Virtual Events

Of course not everyone agrees that virtual conferences are ideal. There are some things that we have grown to expect from an in-person conference, and it is hard to let go of those perceptions.

• Networking Opportunities:  Virtual conferences offer a lot of opportunities to engage with speakers and content, but in reality it can be more difficult to interact with other attendees. Live chats and social hours make it almost like “being there,” but it’s not exactly the same. There are no banquets, restaurant dinners, or evenings with old friends.
• Distractions: We all have distractions that interfere with our daily routine, such as loads of emails, texts, phone calls or co-workers and family members who want to talk. These will also occur when attending a virtual conference. Attendees should try to find a quiet place and make a concerted effort to remain focused on the conference. This is more difficult to do remotely than when physically in a conference session.
• Missing the Out-of-Office Experience: People enjoy attending in-person conferences because it gets them out of the office and provides an opportunity to learn and have fun at the same time.  A virtual conference just does not offer that “get-away” opportunity. However, if possible, the attendee should plan to take time away from the office for at least part of the virtual conference, in order to stay engaged, as if they were there in person.

Virtual conferences are becoming a new frontier. Now is the time to get on board and try it, if you haven’t already done so. Do not let a pre-conceived idea or a past poor experience deter you from signing up for this conference. You know CMSA always does a great job in putting on conferences, so why would this be any different?

If you are afraid to register because you are not internet savvy, that is not a problem either. The most important thing you need to know is how to log-in. Once you do that, you are all set. There are also easy instructions and Q&As to help you feel comfortable. And if you are afraid you will not be able to communicate in a group networking session, it is as simple as sending a message to one person.    

So what are you waiting for?  Sign up now and get the early registration discount. (It ends May 1.)

The CMSA Conference Task Force has been hard at work developing an engaging virtual experience. They are looking forward to a virtual experience like none other and hope you make plans to join them!