Presenters: Access Your Sessions Through the Whova App
YOU DO NOT NEED A ZOOM LINK to enter your session
- Find your session in the Whova agenda and click on the “Join Live Stream” link.
- The room will be open for you 30 minutes before the session begins.
- Attendees will be admitted five minutes prior to the start of the session.
You must be a registered conference attendee in order to access the app and your session. Your registration confirmation email included information on downloading the app.
Make sure to use the email address you used to register.
The Zoom links to sessions are labeled “BREAKOUT.” This is fixed terminology that Whova uses; the links you see are sending you exactly where you want to go!
Presenter Bios, Photos, and PDF Attachments
We encourage you to upload PDFs associated with your session(s), as well as your bio and photo to enhance networking opportunities, through the Whova app.
Session Logistics—Live/Semi Sessions (Scheduled at a Specific Time)
Your session will be held in a Zoom meeting room, with all the tools available to any Zoom meeting, including polls, chat, and breakout rooms. Participants will be muted upon entry, and hosts and co-hosts will be able to control who can speak and share screens.
Each session will have a moderator who will manage the administrative side of the session, including monitoring the waiting room; help with setting up polls and breakout rooms; and monitoring and assisting with participant behavior if anyone is disruptive—which we don’t anticipate!
The moderator will be the host of the meeting. Registered presenters will be admitted to the waiting room 30 minutes prior to the start of the session to test your Internet connections, audio, and video, and finalize plans for breakout rooms and polls. The moderator will be prepared to help with many technological issues, and will be able to reach out for additional tech support in a timely fashion if it is needed.
Presenters will be given co-host status, which allows you to share your screen, manage participants, and start or stop recording.
Only the host can start breakout rooms and move participants from one breakout room to another. Co-hosts can be assigned to breakout rooms and subsequently can move to other rooms from that starting place.
Some presenters find Jamboard useful; Jamboard is a feature in Google and can be used as easel paper or a whiteboard might be. You can upload images, use sticky notes (which you can rearrange), or draw on the shared pages. Here’s a link: https://jamboard.google.com/. Presenters can create a jamboard, then share it with “anyone with the link” can be an “editor,” and paste the link into the chat in Zoom. Please note: Jamboard can only support 50 people at a time. If a session is planning to use Jamboard, you may need to make a secondary plan for someone screensharing and taking notes.
For semi-live sessions, your recordings have been uploaded to Whova and can be shared by the moderator while you monitor the chat, but we strongly recommend that you plan to play your recording on your own computer (by sharing your screen) so that you can pause as desired for questions or discussion.
PowerPoints and Videos
We suggest that one session leader be responsible for sharing any PowerPoints and videos used throughout the session so that you do not have to share different screens.
If you have multiple presenters, we recommend that all presenters involved with your session be given copies of all PowerPoints and videos so there are alternatives available should an Internet connection become unstable during the session.
As an additional backup measure, we recommend that you also provide all materials to NAAEE by placing them in a Google file/folder and sending the link to email@example.com so that the moderators can also serve as a backup in the case of unstable Internet connections. Be sure to identify the session title, day, and time, keeping in mind that we are coordinating about 400 different sessions!
Session Logistics—On-Demand Bright Spots, Posters, and Sessions
On-demand presentations do not have a scheduled time; they are available with 24-hour access so people can view them at their convenience. There are three galleries at the top of each day’s schedule; these will be moved into place daily, so do not expect to see them on any but the current day.
We have added all recorded sessions that were provided to us by the extended September 30 deadline. If no recording was submitted, we will be removing session titles by the end of the week.
Poster presenters are responsible for uploading their own poster PDFs. Please follow the presenter link referenced above to upload your material. Posters uploaded to our drive were not transferred; the upload drive was intended for recordings only.
For best results if you are presenting live:
- Position yourself in a well-lit spot with your camera at face level relatively close to you.
- Looking directly at your camera while speaking will help attendees feel more included in the conversation.
- Make sure you are in a quiet area, and let people around you know that you are presenting.
- If you have dual monitors, use Presenter View (in PowerPoint and Google Slides) to share a PowerPoint presentation on one screen while viewing presenter notes in another monitor.
- Turn off surrounding phones, notifications, and other potential interruptions.
Whova offers a guide on how to upload the information. If you have any questions, please reach out to us at firstname.lastname@example.org.
If you can no longer present your session and need to cancel, please email email@example.com with the session title, session contact name, and your scheduled time.
Do presenters have to pay conference registration fees?