A few years ago, if you had asked me whether a virtual event could match the energy of a fair with a lanyard around your neck and a coffee in hand, I would have hesitated. Today, I don’t. E-conferences have earned their place as one of the most efficient tools in a counselor’s calendar, and with a little intention, they can be just as rewarding as any in-person event.
How I discovered this for myself
I first came across SRT through a fellow counselor in a professional community in Kazakhstan, who spoke about it with real enthusiasm. I decided to try it myself, and it opened up a depth of knowledge about European higher education that I simply hadn’t had access to before, not through lack of effort, but because that kind of access isn’t always built into the large, in-person circuit most of us know well.
Of course there is still value in in-person events, and I attend them gladly. But time and cost can be real constraints for universities deciding where to send limited staff, and for us, deciding where to spend limited days and budget. In these cases, balancing your time between in-person and virtual events can provide a great solution.
Why it matters more for some of us than others
This is where the e-conference format quietly earns its place, and it does so differently depending on where you sit. If you counsel at a school with a modest professional development budget, or you’re the only counselor wearing several hats with no one to cover for you while you travel, an e-conference removes both barriers at once: no flight, no coverage gap, no line item to justify. For newer or emerging schools especially, this can be the difference between being part of the global conversation and being left out of it.
If you’re balancing this work with family life, as many of us are, not having to leave your children behind for a week is its own quiet relief. And if you simply value focus over noise, there’s something wonderful about a schedule fixed well in advance, one-on-one meetings that nobody interrupts, and global sessions for the bigger picture – all without the scramble of a crowded hall.
Tips to make it count
● Prepare before you log in. Set your profile up properly – name, school, contact details, brief school profile and review the participating university list to shortlist whom you’re genuinely keen to meet.
● Reach out, and stay reachable. Message the universities on your list rather than waiting to be noticed, and keep an eye on the messages you receive – some of the best conversations start with someone reaching out to you first.
● Ask sharper questions. Skip “tell me about your university.” Ask what has changed since last year, or what a strong application looks like from their side of the desk – answers your students actually need.
● Plan your one-on-ones deliberately. Thirty minutes goes quickly, so prioritize the meetings that matter most, and take two lines of notes per session so nothing blurs together by December.
● Use your access window. Most platforms keep contacts and materials available for weeks after the event closes; gather brochures and details as you go, and don’t let that window quietly expire.
● Follow up while it’s fresh. A short, specific note within a few days does more for the relationship than any number of messages during the event itself.
The first time through, it can feel like a lot to set up. But once you’re in the rhythm, you’ll find it’s well organised, genuinely supported, and far easier than it looks. E-conferences won’t replace the handshake and the campus visit, and they don’t need to. Used well, they are a genuine extension of the work we already do, building the kind of informed, human guidance our students deserve, one thoughtful conversation at a time.
About the author
Shailaja Raghavendra is Head of University Guidance Counselling at Kunskapsskolan India Schools, where she supports students in navigating their university choices and preparing for their future academic journeys.
