This page contains training and resources for individuals participating in this year’s Virtual Meeting. Click each tab for instructions and to learn more about how each of these programs will work in an Online Format.
This year’s event will be held virtually on the online event platform Hopin. We have created a guide containing everything speakers will need to participate in this virtual event.
Presentations will consist of a pre-recorded video of the presentation, followed by a live Q&A featuring the presenter. As a presenter, you will need to:
- Attend a speaker training session with an event producer (see times here)
- Submit your presentation video for the stated amount of time by September 30th
- Conduct a Live Q&A session via webcam, immediately following your presentation video
To record your presentation and fully participate in the event, you’ll need:
- Computer with internet access
- Webcam (Built-in or External)
- USB Microphone
- Microsoft PowerPoint and/or Zoom
- If you have a laptop or webcam, it most likely has a built-in microphone, but we recommend using an external USB Microphone, if possible, as the difference in sound quality is substantial.
Speaker Training Session:
To play your presentation at the conference, we will need you to create a video containing any slides with accompanying narration. During a speaker training session (held over a zoom call), one of our event producers will work with you to determine the best way to capture, record, and submit your presentation.
You will leave the session with a specific set of instructions based on your available equipment and the content of your presentation.
Click here to view available session times, and register.
To submit your presentation, please use the Dropbox folder linked here.
Presentations must be submitted as an MP4 Video file, preferably in 1080p resolution. You can create the video using any tools or methods you wish. We’ve found the easiest options to be recording via zoom, or using Microsoft PowerPoint.
Please note all presentations must be submitted by September 30th.
Day of Your Presentation:
The day before your presentation, you will receive an email from our production team with the following information:
- A link to the presenter Zoom room
- The time you should expect to enter
As your scheduled time gets closer, you may receive a call or text from the production team, with a reminder of when to enter the Zoom room.
At your scheduled time, click the link to enter. You may initially be placed in a waiting room, but our production team will soon bring you into the call.
You will be joined by a moderator, and if you are part of a panel or group discussion, those additional speakers also will be present.
Once everyone has entered the Zoom room, a member of the production team will provide a quick recap of what to expect during the live session and assist with any last-minute technical issues.
When it is time to hit the Stage, we will count down from three, then immediately begin live broadcasting the zoom room to Hopin’s main Stage. The moderator will introduce any speakers and immediately begin the live portion of the presentation. In most cases, a member of the event staff will post any questions from Hopin into the Zoom chat, which the moderator will relay to the speakers. You will have the ability to share your screen via Zoom, if necessary.
Once the time limit is up, the moderator will let you know so you can give any thanks or goodbyes, before the production team ends the broadcast. We will let you know when you are no longer live, at which point you can exit the zoom room.
Navigating The Virtual Meeting
The week of the meeting, you’ll recieve an email with an access link to the event. You will also receive a reminder by email shortly before the event starts.
Just like an in-person event, you can choose where you want to go and what you’d like to attend. In the reception area you will find the complete agenda showing what is happening where. You will also find an overview of the different event areas, and further details about the event.
After logging into Hopin and entering the meeting, you’ll find yourself in the reception tab. Check here for meeting information such as important announcements, and the day’s schedule. From here, you’ll be able to jump to all of the meeting’s main areas.
The stage tab is where the majority of presentations will be held, and allows attendees to view presentation broadcasts, ask questions during live Q&A sessions, and participate in the group chat will other attendees.
The Sessions tab is a collection of virtual chat rooms, where attendees can gather to attend break-out sessions, and partake in video, audio, or text based chat.
The Expo tab will feature virtual booths and special on-demand content such as event replays and educational content.
Looking and Sounding Your Best…Virtually
As long as you have access to a computer with a webcam and microphone, you have everything you need to present at this year’s meeting. But to help you look and sound your best, here are a few tips and best practices we recommend when presenting online.
- Make sure you set up in a private or quiet room, free from distractions, and with a reliable internet connection.
- Avoid sitting in front of bright backgrounds (such as windows). This can cause your camera to automatically dim the image, making you harder to see. Instead, try and position a light source in front of you, so you are well lit, and the center of attention.
- Speaking of backgrounds, remember that people can see what’s behind you. Make sure what they can see is clean, and non-distracting.
- Camera placement has a big impact on how you look during a video conference. Position your camera or laptop screen on a sturdy surface (not your lap) with the camera around eye level.
- Before appearing on camera, close any unnecessary windows, tabs or programs that you may have open on your computer. It also may be a good idea to see if your computer has any pending updates a day or so before your presentation, just in case.
- When presenting, sit up straight, speak clearly into your microphone, and try to avoid checking yourself out too much on the computer screen, keeping your eyes on the camera.
Quick Reference Guide (Troubleshooting Tips)
- Join from a compatible browser. Hopin works best on Chrome or Firefox. Pro tip: Make sure your browser is up to date.
- Check your internet speed and network. We recommend a minimum of 5mbps download and 2mbps upload. Ideally, we like to see 30mbps download and 10mbps upload or higher for the best quality – test your speed here
- If you are using a VPN (network) or device provided by your employer, ensure your device can access and share your camera and microphone on.
- Ensure you can access hopin.to. You may have to check with your IT department if using a device or network provided by your employer.
- Restart your computer before joining the event. This ensures that there are no other video applications holding onto audio or video for any reason.
- Please use headphones when participating on-screen. This will help eliminate echo and feedback.