Planning and Conducting an Online Conference at the time of COVID-19: Lessons Learned from EGREPA 2021

Background This paper describes the realisation and evaluation of the EGREPA 2021 conference, in online format. As an example, and support for future conferences, the decision process to switch during the COVID-19 pandemic from onsite to online, the conception and tools, the experiences of the organisers and the feedback of the participants are described.

Methods The CERN tool “Indico” served as the central conference management system including public homepage, submission and payment system, abstract review and decision platform, and conference material repository. Zoom, YouTube Live and Open Broadcaster Software (OBS) were utilised for keynotes and other presentation sessions, including livestreaming of pre-recorded presentations. Gather was implemented for poster sessions and individual meetings. An anonymous survey included Likert-type questions on acceptance and quality of the tools and instructions, open questions related to positive and negative issues, and ideas for the next online-conference.

Results The event was evaluated well, with mostly fluently working technical solutions. A few participants indicated problems switching from YouTube to Zoom between presentations and discussions. Opinions on pre-recordings of talks were divided. Participants required more time for socialising. Guidelines and materials were mostly rated helpful.

Lessons Learned Simplifying the livestreaming, presenter’s choice between pre-recording or presenting live, more time for socialising and breaks are discussed. Tools for conducting an online conference should be introduced to the participants in advance. Indico is rated as a very helpful tool for planning and conducting an online-conference.