Do virtual events need randomness? A deeper look at chance encounters

Encounters by chance are an important part of events and we can use the pricipals of serendipity to re-create them in a virtual setting. Here’s how.

“Be open to exciting new contacts because you never know who you might meet?” This phrase comes from a networking guidebook that gives tips for chance encounters at events. But at virtual events, this advice hardly seems actionable! Or does it? We at Converve have taken a closer look at the topic of chance encounters at events in order to give the coffee break or the nice exchange at the bar table more room in a digital way.

You want to know why chance encounters are also important in virtual spaces and how you can implement them digitally? Then just read on.

Virtual Events: Here to Stay

Corona has significantly turned the event industry on its head and caused an entire market to rethink within a short period of time. The rapid shift from live events to virtual events has caused a real upheaval. Companies have also recognized the potential of virtual events. Accordingly, the market for new and innovative event technologies is booming: virtual events, hybrid events, event apps, and all kinds of ways to network digitally. Event platforms are trying to align themselves with live experiences, as the desire for personal contacts and real-life experiences remains.

Are chance encounters still possible at all in the virtual world?

Virtual events have many advantages: no room rental, a wider reach, better ability to plan, international guests and everyone can participate from home and plan meetings with interesting contacts in advance. Virtual events make networking even more efficient thanks to data synchronization and matchmaking, and increase the quality of contacts.

But what about the random encounters? Don’t we also go to events to be inspired spontaneously and come into contact by chance with people who turn out to be extremely interesting? Chance encounters, which are normal at live events, are normally almost non-existent in virtual space! Unless you have the right features at hand.

What potential does serendipity hold?

“…Serendipity describes the lucky coincidence of finding something not originally sought that turns out to be a new and surprising discovery…” (Wikipedia)

In other words, serendipity is the gift of harnessing chance. The serendipity principle underlies many important discoveries, even though the original ideas were intended for something completely different. Velcro, the Post-it, Teflon, linoleum, silicone, nylon stockings and the discovery of penicillin are all discoveries made by chance.

From the organizers’ point of view, they often try to exclude coincidences and make everything plannable and controllable. Efficiency is in the focus. Chance doesn’t stand a chance. However, it is exciting that, quite the opposite, the success of entrepreneurs also depends on the conscious use of chance. Instead, they ask themselves how they can make clever use of it.

Should organizers reconstruct “serendipity” virtually?

Do we need coincidences at events? That’s the question we’ve been asking ourselves over and over again. Pre-scheduled appointments, organized with the help of approved appointment requests, are one of the core features of the Converve event platform. This fosters effective networking, but without any coincidences.

We have noticed that, particularly in digital events, there is an increasing demand for additional meeting formats that follow the so-called serendipity principle and leave room for chance in the event concept. In concrete terms, this means that there is a demand for chance encounters in the virtual space as well. After all, let’s face it, doesn’t our life ultimately consist of a series of coincidences, so that chance is an elementary part of it?

We took on the question “How can you recreate chance encounters virtually?” and developed a concept that makes chance encounters possible even in front of a laptop!

Examples of random encounters at live events

Do you remember your last live event? Surely you were not only networking intentionally, but also talking to people randomly and casually. This relaxed exchange is not only fun at events, but in the best case it represents a new interesting contact for you.

• Standing tables at trade fairs and larger events: At live events, there is often an area where participants can have a relaxed chat. It is not uncommon for bar tables to be set up with small snacks to make it possible for people to get to know each other in an informal way. “Is this seat free? Can I stand there?” – These questions cannot be asked at virtual events and make chance encounters more difficult.
• Coffee break: a short break from the hustle and bustle of the event, whether outside the door or at the coffee stand, you will quickly strike up a conversation with other people who may not have it on their meeting calendar.
• Event lounge: It is not uncommon for live events to set up a location with comfortable seating where participants can take a deep breath, relax and exchange ideas with other participants.
• Diner event: At smaller events, a communal diner is also the perfect setting to randomly connect with other people.
• Evening event or trade fair party: At organized trade fairs or after-event parties, DJ and barkeeper provide a relaxed atmosphere. Who has not yet met by chance participants:inside, will do it now at the latest.

What is the joy in chance encounters?

Chance encounters are the unpredictable variable at an event. You can’t invite them to a meeting beforehand, and you can’t arrange to meet them at the booth. They happen by chance. Chance encounters that inspire us, pave the way for new possibilities or broaden our perspective are what we consider lucky. But you can actually help this lucky circumstance along by meeting all people with an open mind or by putting yourself more often in situations where you meet people by chance – whether on the train, in a bar or at an event.

3 ways for virtual chance encounters

Speed Networking 

The Speed Networking feature allows your attendees to sign up for a meeting-by-meeting session. The event planner sets the total duration of the session and the meeting duration of the individual meetings. For example, three minutes. The participants are then randomly connected with other participants, where they can get to know each other briefly via video call, like in a kind of speed dating.

Speed networking focuses on the exchange of business contacts and the presentation of the participants’ own portfolios. If the profiles match, the participants can enter into a business relationship. Speed networking makes it easier for participants to make initial contact with new people. Due to the limited duration of the communication, the initial contact is usually limited to facts such as name and profession, industry, target group and customers, and motivation.

Workshops with changing partners

Your event offers different workshops online? Then you can ensure spontaneous chance encounters by building your workshops dynamically and the groups are always thrown together in new combinations.

Set up stations where participants can work on something together. Ideally, give participants a topic that relates to your event. Working on something together connects people and creates the best communication basis for initial contacts. You can use a workshop moderator or a workshop guide to mix up the group.

Gamification: Playfully creating new contacts

For small to medium-sized events, so-called “icebreaker games” are a good way to introduce participants to each other. The playful aspect (gamification) takes the pressure off and creates a relaxed atmosphere. Many of these ideas can be implemented live and online, for example:

• Snap: Each participant chooses a playing card (or something else, be creative!). Then, find participants who have the matching card.
• Bingo: Prepare 5×5 bingo matrices with a series of personal or business-related statements and share them with the participants. Then, everyone asks each other the bingo questions and crosses off the statement if they apply. The goal is to check off a complete row, just as in bingo. This question and answer game allows participants to get to know each other spontaneously and determine if the other person is an interesting contact.

How much randomness should you bring to virtual event networking?

Keep your event with a well-designed program that allows your attendees to network in a planned and targeted way. After all, networking is one of the main reasons for event visitors. The more interesting contacts your guests make, the happier they are. Build in chance encounters as an extra, either to get to know each other or towards the end of the event.

For example, by providing a fun icebreaker session at the beginning of the event, participants can get to know each other. Towards the end of the event, you can use the speed networking feature to create random encounters and be more in line with the reality of live events. Why towards the end? Only after the actual networking event do most participants have time to further develop the business relationship.

At which events are these formats particularly worthwhile?

In digital industries, it’s hard to imagine B2B communication without speed networking. But speed networking is also a popular networking format in other industries.

This includes the following areas:

• Information technology and programming
• Trade and B2B communication in various business sectors
• Alumni associations, universities and non-governmental organizations
• Online marketing and affiliate marketing

In addition to the industry, certain event formats lend themselves better to this type of networking than others.

Besonders nützlich ist das Speed Networking für:

• Digital career fairs
• Conferences
• Digital investor networking
• Hybrid formats, in preparation for physical events
• Meet-ups and camps

Digital events do not rely on serendipity, but enable targeted networking – until now! Provide an all-round package for your event participants that enables both. With the Speed Networking feature, you can ensure random contacts as well as efficient networking at virtual events. The new Converve feature simulates a random meeting with other interesting participants, similar to a coffee break.

Contact our team at Converve now to discuss with our specialists how you can implement your virtual or hybrid event with efficient networking and chance meetings!