Webinars and online conferences have become essential tools for museums and cultural institutions to engage with audiences globally. These virtual events offer unprecedented opportunities for inclusivity, allowing individuals from different geographical locations, time zones, and accessibility needs to participate. However, organising such events effectively requires thoughtful planning and the integration of inclusive practices.
Best practices for hosting online webinars and conferences:
- Define your objectives: Clearly establish the goals of your event. Are you aiming to educate, entertain, or promote a particular exhibition or theme? Defining objectives helps tailor the content and structure to meet audience expectations.
- Select the right platform: Choose a platform that aligns with the event’s requirements. For example, Zoom is ideal for interactive workshops, while YouTube and Facebook Live are better suited for large-scale broadcasts. Ensure that the platform offers features like live captions, multilingual options, and user-friendly interfaces.
- Plan for accessibility: Accessibility should be at the forefront of your event planning. Provide captions or subtitles, offer sign language interpretation if possible, and ensure that presentation materials are screen-reader compatible. Consider recording the event to allow those unable to attend live to view it later.
- Engage your audience: Foster interaction through polls, live Q&A sessions, or breakout rooms for smaller discussions. Interaction keeps participants engaged and creates a sense of community.
- Promote inclusively: Use various communication channels, including email newsletters, social media, and partnerships, to reach diverse audiences. Include clear instructions on how to join the event and outline accessibility features in your promotional materials.
- Test and prepare: Conduct a technical rehearsal to troubleshoot potential issues. Ensure presenters are comfortable with the platform’s functionalities and prepare a backup plan for unexpected technical difficulties.
Brief the lecturer/host of the event. Ask him/her in advance to provide also simple visual information. For example, while showing a picture, describe it in two sentences (Artist’s self-portrait from 1888, with forest and stormy sky in the background). While broadcasting live with audiences at the spot describe briefly an atmosphere: we gathered here in a large number of about 500 people of all ages. We are all excited to… ; The atmosphere is underlined by the fantastic scenography… ; In a moment we will welcome on the stage a band of four energetic people…; It is a help not only for the visually impaired visitors, but also for the people who want to participate while cooking, taking care of their kids at home and cannot watch the event on the screen.
While webinars and online conferences provide a wealth of opportunities for audience engagement, challenges such as technical issues, limited interaction, or digital fatigue (a feeling of being burned out from screens) can arise. By adopting inclusive practices and preparing thoroughly, museums and cultural institutions can create meaningful virtual experiences that resonate with a wide audience.