Opening Doors: Why ESIP Gathers Virtually

Virtual meetings increase reach.

 In ESIP, we have seen some of our largest attendance figures with the four virtual-only meetings held between summer 2020 and winter 2022.

We can reduce our carbon footprint. 

 As an organization invested in climate work, we know that virtual meetings have a much smaller carbon footprint without the air travel that comes with in-person meetings. Some of our attendees reflected on alternative travel and choosing to attend virtually for our 2022 July ESIP Meeting.

Lower registration fees remove barriers.

 We know that registration fees are a barrier to some groups and limit attendance. While we do all we can to keep these costs low, the reality is that running meetings costs money and in-person or hybrid meetings demand more resources for large audio-visual, food and beverage costs. For all our meetings, we offer a registration waiver, early registration rates and we have funded an Expanding Access to ESIP Scholarship since 2020.

Virtual meetings require no travel.

Have you seen travel fares lately? We have heard that staying within per diem is getting increasingly challenging. For those working in institutions with tight travel budgets, they can send more people. This can reduce the chance of only the senior and higher ranking staff getting to attend, shaking up power imbalances.  

Remote means more physical accessibility.

 Whether you have achy knees or a bad back, in-person meeting can take a toll on many. A virtual meeting allows you to be present in the comfort of your own office. In our ESIP Meetings, we are also intentional about providing interactive sessions and longer breaks to minimize Zoom fatigue.

January is a tough time to travel. 

In the northern hemisphere, January and February are notorious for snow (and head colds). For anyone that experienced Chicago’s weather during the AGU Fall Meeting or was stuck at airports in recent weeks, plane travel looks less glamorous.

It’s harder to spread germs through a screen. 

We know the unfortunate reality that in-person meetings increase the risk of getting sick. COVID-19, Flu, RSV or just a doozy of a common cold like I had in December can really set you back. And those with compromised immune systems can participate virtually with less worry. 

Hybrid meetings do not level the playing field.

It’s wonderful to have options. But in a hybrid meeting, some attendees are online and some are in the room, which can create an uneven playing field for engaging. 

Remote helps some focus on family. 

While in-person meetings encourage immersion, those with family care responsibilities sometimes have to make hard choices when it comes to work travel. For new parents, nursing mothers or people caring for school-aged kids or elderly parents, a virtual meeting lessens some pressures between work and family.

Let’s open doors in ESIP’s virtual meeting. 

Think about it. Who has opened doors for you and who have you opened doors for?

 When entering a new space, you transition from one place to another. HOW we do that matters. We have all faced locked doors, closed doors – and approached a door with full arms unable to get the latch. 

How does it feel when you see a door close in front of you? Conversely, how does it feel when someone holds a door open for you? Did they tip it open as they went through or did they hold it open and engage you as you walked in? 

At our virtual 2023 January ESIP Meeting,  we will focus on how we can embark on the Year of Open Science, opening doors for each other and all to live into the possibilities of open science. I hope you will join us!