JSPS Enables Multi-Zone Collaboration in 80–100 Attendee Research Event in SpatialChat

Riddhik Kochhar -

Context: Designing an International Research Networking Experience

The Japan Society for the Promotion of Science (JSPS), through its Overseas Fellowship Division, planned an international online research event bringing together approximately 80–100 participants. The objective was to create an environment that could support both structured academic discussions and informal networking between researchers and fellows.

To achieve this, JSPS evaluated SpatialChat’s Events Plan, which allows organizers to build customized virtual environments tailored to academic gatherings. The focus was not just on hosting sessions, but on designing an experience that mirrors the dynamics of in-person research events where participants can move between discussions, engage in spontaneous conversations, and build connections organically.

During the planning phase, the SpatialChat team supported JSPS with platform demonstrations, guidance on event structuring, and clarification on procurement processes, including invoice-based payment options suitable for institutional use.

The Challenge: Combining Structure with Informal Networking

International research events require a balance between formal discussions and informal exchange. However, most virtual platforms struggle to support both effectively.

Large video calls limit networking opportunities, while breakout sessions often interrupt the natural flow of conversation. Participants are typically confined to assigned groups, making it difficult to explore multiple topics or engage with different researchers.

For JSPS, the core challenge was: How can an online research event enable both structured discussions and free-flowing networking within the same environment?

What JSPS Designed

As part of the evaluation, JSPS designed a SpatialChat environment that integrates discussion-driven sessions with open networking spaces.

The event structure included small-group discussion areas where participants could engage in focused academic conversations, as well as a virtual lounge designed for informal interaction. Spatial audio enabled attendees to move freely between these areas, joining and leaving conversations based on interest rather than being restricted to predefined groups.

The environment allowed multiple discussions to take place simultaneously, while still maintaining an overall structure for the event. This ensured that formal sessions could coexist with ongoing networking, creating a more dynamic and participant-driven experience.

Localized Japanese-language support from the SpatialChat team further streamlined the planning process, ensuring that organizers could configure the environment effectively and address any operational questions.

Results: High Interaction Across Structured and Informal Settings

  • 66–73% of participants actively engaged in group discussions during the event
  • 5–7 concurrent discussion clusters formed across topic-based areas
  • 2–4 researcher interactions per participant observed across sessions and networking spaces
  • Sustained networking activity in the virtual lounge, with continuous participant movement

Participants were able to transition seamlessly between structured discussions and informal networking, resulting in a more fluid and engaging experience. Rather than being limited to a single conversation, attendees explored multiple topics and connected with a broader range of peers.

What the Engagement Demonstrated

  • Structured discussions and informal networking can coexist effectively within a single virtual environment
  • Free movement between conversation spaces increases overall participation and interaction depth
  • Networking becomes more consistent when participants are not restricted to assigned groups
  • Mid-sized academic events benefit from environments that support parallel discussions without fragmentation

The JSPS event design demonstrated that virtual research networking can closely replicate the dynamics of in-person academic gatherings when interaction and flexibility are prioritized.