Information for Attending the Virtual Meeting

Thank you for joining us for this years’ virtual meeting! Please read the information and instructions below on how to log in, what to expect, how to find things, and more.

PheedLoop has prepared a detailed tutorial video for all attendees to view in preparation for the event. Here is the direct link to the tutorial video: https://pheedloop.com/more/virtual-attendee-training.

Attendee Tutorial Video

How to Access the Virtual Meeting Platform

One week before the meeting, you will receive an email at the address used during registration with instructions. Your virtual meeting login information will be included in this email.  


You must be registered to receive a meeting login. Presenters will not have access to their presentation without current registration. Registration is uniquely set up for one virtual meeting login for one individual. Do NOT share your personal login - it is not intended for multiple logins/multiple locations and will not work if shared.


Where to Get Help

1.      Check Recommended System and Internet Requirements. Adjust as needed.

2.      If you are not able to login, contact the meeting organizer.

3.      If you are logged in to the virtual platform, go to Help.

4.      If this does not resolve the issue, go to the Lobby and use the Chat to request help from staff.


Time Zone Hours

The Virtual meeting schedule was built using the Eastern Time Zone. However, our platform will adjust to your time zone based on your browser. To see what time zone has been assigned to your account, go to the Account tab and then to your Profile. Be sure to remember this when looking at the schedule.


Itinerary/Personal Scheduler

You can build your own itinerary in two different ways.

  1. Before the meeting, you can go to the Schedule Overview on our website, click session, then use the “Add to Calendar” option to include sessions you want to see. This will export the information into the personal calendar that you use.
  2. Once the virtual meeting has begun, you can add sessions to your personal itinerary by clicking on the top left-hand button box + within the virtual meeting platform. This option is only available once the virtual meeting begins. To find the info you saved go to Filter at the top, next to the Search function, and choose, Personal Schedule.

What’s Happening Announcements

There are a variety of ways to receive information during the virtual meeting:

Helpful Tips

1 week prior:

  • Login to the system using your personalized email link. Take the platform for a quick spin before we get started.
  • Complete your profile in the virtual platform, including a picture of yourself. This helps others make more personal connections with you
  • Build your personal conference schedule by saving sessions to craft the experience you want. 
  • Determine when you will truly be at the conference. Make sure you can be attentive, out of office, secluded or otherwise focused. If you were away or offsite at an event, you would have that clear separation. For a virtual conference, consider creating that separation for the sessions that are most critical to you.

During the meeting:

  • Actively participate in sessions by responding to presenter questions, engaging in session chats, responding to polls, and any other interactive activities
  • Adhere to all guidelines, etiquette rules or other session expectations set by the conference provide or moderator.
  • Complete session evaluations and the overall conference evaluation to benefit all attendees next year as well as support presenters and event planners as they work on future conferences.
  • Network, even when it feels awkward! Whether networking is inside or outside of the platform  lean in!

Areas in the Virtual Platform


You will have access to several features that are available anytime. These include the Lobby, Sessions, Exhibit Hall, Poster Hall, Networking, and Account. Click around the Sessions area to read descriptions, presenter information, and decide which session to attend. You can look around the Poster Hall and Exhibit Hall anytime. Networking is to connect directly with another attendee, via Chat. Account is where you can update your public information.


Lobby

This is the lobby of the virtual platform. Here you can see announcements and can check the Twitter feed. Use this Chat for general inquiries or to request help from staff.


Sessions

In this area you will find all scheduled meeting sessions, such as, Keynotes, Sessions, Award presentations and more. This is also where you will go to add sessions to your Itinerary/Personal Scheduler.  You can add Poster Sessions to your Personal Scheduler here too – there is a reminder time block included for easy scheduling, however, please note that posters are available 24/7 in the virtual platform for your viewing convenience. To view individual posters, choose the Poster Hall tab.

Once a session is clicked into from the schedule in the virtual portal, it will automatically start live-streaming at the scheduled time. You may see a pre-roll video play while you wait for a session to begin. If it’s a pre-recorded session, you willsee options to play/pause/stop the presentation yourself.  Below is a sample of a live-stream presentation. We can see the presenter, the presenter is screen sharing a presentation, and we also have access to a session chat, list of other attendees, and the ability to participate in the chat.



Exhibit Hall

The Exhibit Hall is where you will see exhibit booths of our Sponsors and Exhibitors. By choosing an exhibitor, you will be able to see info about their company as well as email them directly or Chat. Exhibitors can share uploaded files, videos, and add social media links as well.


Poster Hall

The Poster Hall includes all posters that will be presented at the meeting. Click on an e-Poster to see their author list, affiliations, abstract, PDF slide image, and video that some may provide. You can start a Chat with each presenter or email them. They may also provide Social Media and website links. Use the Search function to find specific posters by number or title.


Networking

The Networking tab is a way to direct chat with an attendee by name. It also has Group Chat rooms, to network with people of similar interests.


Account

This tab allows you to update your profile, picture, social media, see time zone, change password, upload files, and more. You can Chat directly by Private Chat with other attendees or for Group Chat. The groups can be made for keyword interest group other options.

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