FREQUENTLY ASKED QUESTIONS AND ACCESS INFORMATION
This conference will be presented using Whova and Zoom
The information below was sent via e-mail on 11/14/23 at 10:00 AM ET to all registered attendees.
This virtual access information is important and applicable for both attendees joining live in Boston and virtually via Zoom.
**UPDATE** A second e-mail went out on 11/15/23 to all registered attendees with the link to join the event on Whova. Please check your spam folder for this important e-mail. It was sent to the e-mail address we have on file for your registration and that is the e-mail address that you must use to access the conference.
If you can not find either of those emails in your inbox or spam, that is ok. The body of the first email has been posted here below. And regarding the Whova join invitation, for quick reference, you can access the web platform version of the event (**recommended for virtual attendees and post-event streaming**) HERE. Only confirmed attendees will be granted access at this link. You must sign in or create an account with Whova using the e-mail address we have on file and have uploaded to the event for you. No invitation code is needed as access is linked directly to your email. If you are being asked for an invitation code, please check your profile to be sure that your account is using the email we have on file. If you want us to change your conference profile email to match an existing Whova account, please contact me.
You can also download the Whova mobile app (**recommended for onsite attendees**) on your phone or tablet and access the conference using the e-mail address we have on file for your registration
When does the conference take place?
The hybrid conference will be held on November 17-19, 2023. It will begin at 12:00 PM Eastern Time (ET) on Friday, November 17 and ends at 3:00 PM Eastern Time (ET) on Sunday, November 19. The conference schedule can be found here.
How do I access the virtual conference piece of the hybrid event?
You will be able to navigate the conference using the Whova virtual conference platform, particularly the Agenda feature. Clicking into each individual agenda item will give you access to the session details (e.g. session description, speaker information, room location), any available handout materials, and the link to access the Zoom stream (and later the recording).
On November 15, a direct invitation to join the conference will be sent by Whova to the e-mail address we have on file for your registration. You will not be able to access the event before that e-mail is sent.
Using the same e-mail you used to register for the conference and at which you receive the invitation, you will create an account with Whova and have access to this event. You will only be able to access the conference using this e-mail address and log-in. For attendees in Boston, this is how you will view the schedule, plan your days, and otherwise navigate the event onsite. There will be no hard copy programs provided. For our virtual attendees, this is how you will plan your agenda and access the live streaming conference sessions from your laptop or computer.
It's recommended that you also download the free Whova mobile app to access more networking features and receive text reminders and announcements during the conference. **The app is particularly recommended for those attending live in Boston. Virtual attendees should primarily use the web platform.**
For additional information on accessing both the web and app platforms, and tips on how to use Whova to plan your schedule, utilize social networking, and more, please see the Whova Attendee User Guide HERE.
What are the system requirements for joining the virtual conference?
Presentations will be using Zoom. If you are not a current user of Zoom, or you will be using a different computer to participate, you may want to first perform a test (https://zoom.us/test) to be sure you have Zoom access.
The Whova event platform works best using Chrome or Firefox browers. Safari is typically the least stable for the most up-to-date content.
For the best audio and video experience, the most important thing is a strong internet connection. WiFi or a direct ethernet cable connection will both work as long as you have a strong signal. You can test your internet speed here (http://www.speedtest.net).
The recommended internet speed is at least:
Download speed 2-10 mbps
Upload speed 3-5 mbps
Check the security settings on your computer to make sure Whova and Zoom are allowed to access your camera and microphone. You can also contact Whova support at [email protected].
Will the sessions be live or recorded?
Both. Most of the keynotes and concurrent sessions will be live and some will feature interactive breakout sessions. All conference sessions will be recorded and the recordings will be available for 45-days after the conference for on-demand viewing in Whova. Recordings will be posted within 72 hours of their live airing.
Why do I need Whova and Zoom to join the conference?
Whova is our conference "home base" and allows you to access sessions, any shared handouts or documents, and networking features all in one place. Zoom is our streaming platform and is required to see and hear the live sessions. The Zoom meeting links are integrated within each session listing in the agenda on Whova. When you click on the link, it will launch Zoom in a new window or tab. When the session is over, exit the Zoom tab and go back to the open Whova event tab.
Will I need to be on camera?
No, you do not need to be on camera but you are welcome to leave your camera on when able. All sessions are presented in meeting format so you can choose whether or not to have your camera on. Please note that certain concurrent sessions will take advantage of the breakout rooms and these sessions are intended to be interactive. Our request is that everyone turn on their cameras and participate in the breakout room to re-create the "in-person" experience and make the sessions as engaging as possible. Please keep your mic on mute when the speaker is presenting unless you are asking a question or participating in a discussion.
What about Pre-Conference workshops?
The pre-conference workshops will run on Friday, November 17. These workshops are separate from the general conference, requiring a separate registration fee. There workshops are offered live in Boston only and will have no virtual component and are not recorded.
