Web conferences

1. Introduction

Online scientific and professional conferences are events that take place entirely or partially through digital platforms. Their primary purpose is to facilitate the exchange of knowledge, the presentation of research, and networking among participants, regardless of geographical or financial barriers. This format contributes to the democratization of science, as researchers from different parts of the world can participate without the costs associated with travel and accommodation. Although registration fees still apply, they are typically lower than the overall expenses of in-person attendance, especially for conferences held on other continents. In addition, the online format increases accessibility for individuals who may be unable to attend in person due to health conditions or other limitations.

Key platform components

Online conference platforms are built around several core functionalities that ensure a high-quality participation experience. Most importantly, they support real-time video streaming with the ability to share presentations, documents, and multimedia content. Participants typically interact through chat modules and dedicated Q&A sections, which enable efficient communication between presenters and the audience.

More advanced platforms provide support for parallel sessions, symposia, and workshops, as well as virtual poster presentations for scientific papers. In some cases, digital exhibition spaces are also included, allowing sponsors and partners to showcase their projects or products.

Increasingly, platforms incorporate features designed to enhance participant networking, such as personalized profiles, direct messaging, and algorithms that recommend contacts with similar research interests. In this way, online conference platforms not only replicate key aspects of the traditional conference experience but also extend it by introducing new forms of digital interaction and professional connection.

2. Organization of online conferences

Preparation and organization

Good preparation is the foundation of a successful online conference, as in the digital environment, participants depend on the clarity of the program and the reliability of technical support. Organizers should start by creating a detailed schedule that clearly defines the time frames for each session, including breaks and parallel events. A well-structured program helps participants plan their participation and reduces the feeling of “screen fatigue.”

One of the key steps is testing the technical infrastructure. It is necessary to check the stability of the internet connection, the compatibility of the platform with different devices (computers, tablets, mobile phones), and ensure sufficient capacity for the expected number of participants. Organizers are recommended to engage technical support that is available throughout the conference.

It is important for presenters and exhibitors to plan practice sessions before the event. These practice sessions should include testing audio and video settings , sharing presentations, using chat and interactive tools. This reduces the chance of technical difficulties in the actual broadcast and makes presenters feel more confident.

Participants should be provided with clear and timely instructions on registration, rules of conduct, interaction options, and technical requirements (e.g., minimum internet speed, recommended browser or application). In larger conferences, it is extremely useful to prepare a handbook or frequently asked questions (FAQ) document that offers participants quick answers and reduces the need for ongoing support.

It is also highly recommended to have an organizational division of roles: a team that takes care of the technical aspects, a team for communication with participants, and a team for content moderation . This avoids overloading individuals and ensures a professional experience for everyone involved.

Recommendations for successful preparation and organization of an online conference:

• create a clear and concise program with a schedule of all sessions
• provide technical rehearsals for lecturers and moderators
• test the platform on different devices and browsers
• prepare short video or text guides for participants
• determine roles in the organizational team (moderator, technical support, communication)
• create a FAQ document and make it available before the conference
• plan time for contingencies and delays.

The combination of a detailed plan, technical preparation and quality communication forms the basis of a successful organization. When participants feel informed and supported, they are more likely to actively engage and positively evaluate the overall conference experience.

Moderation and roles

A successful online conference requires the coordination of several different roles. Moderators lead discussions, announce speakers, and keep an eye on time constraints. Technical support takes care of sound, video, and any technical difficulties, while the organizational team monitors communication with participants via email or chat. Also important are the roles of the timekeeper, who controls the duration of presentations, and the community manager, who encourages discussion on forums and social networks.

Interactive elements

To avoid the feeling of passive listening, it is important to include interactive elements. These can be live polls, knowledge quizzes, group work in separate rooms, joint recording of ideas on virtual whiteboards, or gamification elements such as collecting points for active participation. Interactivity not only increases motivation, but also creates a sense of community among participants who often meet for the first time at such events.

3. Security and privacy

Security in the online environment is one of the key concerns of organizers of scientific and professional conferences. Given that events take place via digital platforms, there is a risk of unauthorized access, misuse of personal data, and infringement of the intellectual property of presenters. Participants register with personal data (name, surname, institution, email), research results that have not been fully published are often shared, and recordings of presentations can circulate outside a controlled environment. Therefore, it is necessary to plan security measures in advance and clearly communicate them to all involved.

The platforms used should support user authentication (login via password or unique links), communication encryption (TLS or end-to-end when possible) and the ability to limit access to only authorized participants. Organizers should decide in advance whether the sessions will be recorded and how the recordings will be stored and shared. Transparency about recording increases trust and gives presenters the opportunity to decide whether they want to agree to the distribution of their presentations.

Another important aspect is protection against disruption and abuse, known in practice as “zoombombing” (which has already been discussed earlier in this course). This includes situations where uninvited people join a conference with the aim of disrupting the content or insulting participants. Such situations can be prevented by technical settings such as the waiting room option, limiting screen sharing to only hosts or co-moderators, and quickly removing participants who violate the rules of conduct.

Recommendations for security and privacy in online conferences:

• choose trusted platforms that have security certificates and encryption support
• establish clear rules on the collection and use of personal data, in accordance with the GDPR or other relevant regulations
• enable recording control: participants need to know whether sessions will be recorded and who will have access to the recordings
• limit link sharing: access links should be unique and sent only to registered participants
• use multiple roles to respond quickly to technical or security incidents
• prepare an incident response plan: define in advance who will respond and how participants will be notified
• participant education: brief instructions on rules of conduct, secure use of passwords and how to log in increase the overall level of protection.

Ensuring security and privacy not only protects the integrity of the conference, but also builds trust among participants. When researchers and experts know that their data and work are protected, they are more likely to engage in discussion and share their results more readily.

4. Post-conference activities

The value of an online conference does not end with the final presentation, but often continues with a series of activities that allow for a longer-lasting impact and expanded visibility of the results. After the event, organizers usually share recordings of the lectures, allowing participants to re-watch certain content or for those who were unable to attend in person. The recordings, together with the presentations and proceedings, form a valuable digital trail of the conference and serve as material for further research and citation.

Participants are often issued digital certificates of participation, which confirm their activity and can be used in professional biographies or in professional development recognition systems. Certificates can be personalized and include QR codes or digital signatures for authentication.

For organizers, it is particularly important to evaluate the conference through surveys or short questionnaires. Feedback from participants helps to identify strengths and areas for improvement, for example in terms of technical support, quality of lectures or interactivity of the program. The results of the evaluation can be used as guidelines when planning future events.

The online environment also offers the possibility of continuing the discussion after the conference. This can be done through online forums, mailing lists, closed groups on social networks or special digital communities that continue to bring together participants. In this way, the conference turns from a one-time event into a permanent platform for the exchange of knowledge and experiences.

Post-conference workshops, webinars or roundtables are organized to further explore the topics raised during the conference. Such events enable additional professional exchange and strengthen professional ties among participants. In addition, institutions can use the conference results as a starting point for new projects, joint publications or research initiatives.

Recommendations for post-conference activities:

• ensure the availability of recordings and materials within a clearly defined timeframe
• issue personalized digital certificates with authentication elements
• conduct an evaluation via online surveys and share a summary of the results with the lecturers and the organizational team
• create space for continued communication (forum, mailing list, social network)
• plan additional events (workshops, webinars) as a logical continuation of the conference
• archive all materials on institutional repositories or open platforms, while respecting copyright.

5. Conclusion

Online scientific and professional conferences have proven to be an important form of knowledge exchange in the modern academic and professional environment. They overcome spatial and financial barriers and enable broader involvement of participants from different countries and disciplines. Quality organization, technical preparation and clearly defined roles are key to successful implementation, while interactive elements and well-designed moderation increase participant engagement and satisfaction.

Security and privacy remain one of the most important issues as participants share personal data and research results that require protection. Careful selection of the platform, education of participants and setting clear rules create trust and a safe atmosphere. Equally important is the post-conference segment: availability of recordings, certificates, evaluation and continuation of discussions ensure that the value of the conference lasts even after the event itself.

Ultimately, online conferences are not just a necessary replacement for traditional meetings, but a form of event that brings new opportunities. They encourage global collaboration, accelerate the flow of information, and open up space for innovative ways to connect scientists and experts. With proper planning and continuous improvement of the organization, online conferences can become just as relevant and valuable as their classic, physical equivalents.

6. References

• Arnal, A., Epifanio, I., Gregori, P. i Martínez, V. (2020). Ten Simple Rules for organizing a non–real-time web conference. PLoS Comput Biol 16(3): e1007667. https://doi.org/10.1371/journal.pcbi.1007667
• Kanav, S., Lammich, P. i Popescu, A. (2014). A Conference Management System with Verified Document Confidentiality. U: Biere, A., Bloem, R. (Ur.). Computer Aided Verification. CAV 2014. Lecture Notes in Computer Science 8559. Springer, Cham. https://doi.org/10.1007/978-3-319-08867-9_11
• Olechnicka, A., Ploszaj, A. i Zegler-Poleska, E. (2024). Virtual academic conferencing: a scoping review of 1984–2021 literature. Novel modalities vs. long standing challenges in scholarly communication. Iberoamerican Journal of Science Measurement and Communication, 4(1), 1–31. https://doi.org/10.47909/ijsmc.93
• Busse, B. i Kleiber, I. (2020). Realizing an online conference: Organization, management, tools, communication, and co-creation. International Journal of Corpus Linguistics 25. https://www.researchgate.net/publication/343097885_Realizing_an_online_conference_Organization_management_tools_communication_and_co-creation
• Lortie C. J. (2020). Online conferences for better learning. Ecology and evolution, 10(22), 12442–12449. https://doi.org/10.1002/ece3.6923