CHINA 2020

PARTICIPATION GUIDE

participation guide australia Marketplace online – china 2020

1

We hope you are looking forward to the Australia Marketplace Online - China 2020. To ensure the smooth running of the event, please read the following information in detail. This event will be hosted on our new virtual platform. Rigorous testing and many hours have been put into ensuring the event is an enjoyable and productive experience. Please bear with us if there are any technical issues, we’ll do our best to resolve them as quickly as possible. Should you have any questions or need assistance, review the FAQs or contact us.

TECHNICAL SETUP Before the event, ensure you have the following:

• A desktop computer or laptop available for use • Headphones or earphones with microphone capability • If your computer or laptop does not have an inbuilt front facing camera, organise a web cam if you would

like to conduct your appointments with video (recommended) • Access to the latest version of Google Chrome, Safari, Mozilla Firefox or Microsoft Edge – Internet Explorer

is not supported • Access to a high-speed internet connection

As the platform uses the latest video technology, check your browser and operating system (OS) is updated to the latest version. To test what browser version you are using, go to what is my browser and update if required. To conduct appointments, ensure your browser audio and video permissions are enabled. If you have any ad blockers, please disable as pop ups are required on the virtual event platform.

PREPARING FOR YOUR APPOINTMENTS Review your appointment schedule as soon as possible and prepare for each appointment using the directory. Both your appointment schedule and the directory are available via the Info Hub. We recommend downloading an updated version of your appointment schedule in case there have been any last-minute cancellations. Your schedule and the virtual event is set to China Standard Time. Keep this in mind and ensure you are online with sufficient time prior to your appointment taking place. We recommend logging in at least 20 minutes prior in case you require technical assistance. To convert the times to your local location, visit the program page of the event website or use the world clock meeting planner website if your location is not listed. Alternatively, you can change your computer time and date settings to reflect China Standard Time during the event to assist you in keeping to time. Be aware that virtual backgrounds are unavailable on the platform so a tidy backdrop with good lighting is required. You may like to consider setting up pull up banners or other company branding behind you, if available.

Your laptop should be setup so that the camera is at eye level. Wearing a headset is also recommended to ensure you can be heard clearly and to block out any background noise. It is a good idea to minimise any distractions such as

participation guide australia Marketplace online – china 2020

2

emails and instant messages that may pop up whilst in appointments and turning your phone to silent or airplane mode.

Sellers can screenshare in this event. Given the short 13 minute appointment time, we recommend concentrating on the conversation during the appointment time rather than displaying presentation materials which can be viewed on the virtual booth and added to your backpack for review post event.

ACCESSING THE VIRTUAL EVENT

To join the virtual event, please visit the event website and click on the link to join the virtual event platform. You will then need to select login and enter your username and password as per your email correspondence.

NAVIGATING THE PLATFORM EXTERIOR Upon arrival to the virtual event you will see the exterior of the building, please click anywhere on this screen to enter. LOBBY When you arrive in the lobby, navigate by clicking on the areas on the image or by using the navigation bar.

participation guide australia Marketplace online – china 2020

3

EXHIBIT HALL

When entering the exhibit hall, a map of Australia will appear, select the state or territory of the booths you wish to view. The booths will then load, please note as we have over 150 exhibitors this can take a little time, how much will be determined by the speed of your internet connection. Hover your mouse left or right to scroll through the booths. Click on a booth to view seller content. Search for a seller from any state by using the search functionality in the navigation bar at the top of the page. This will load any booth, regardless of what state or territory you have selected on the map in the exhibit hall.

Select a seller booth to view content, including:

• Company description • Videos • Documents (+ have the option to add to your virtual backpack) • Website links appear on the grey bar to the left of the chat • Chat will take you to the public chat room of the seller • Book an appointment (only viewable by buyers) – buyers are able to review and request any available

appointment times.

Exit the seller booth by selecting back to floor or select another option on the navigation bar to go to a different area of the event.

participation guide australia Marketplace online – china 2020

4

A public chat room of a seller booth will display all public chat conversations that have taken place. Should you wish to chat with the person privately, please review the users online on the right, identify the seller or buyer, select them and click “Invite for further discussion” start a 1:1 private chat conversation with them.

1

2

participation guide australia Marketplace online – china 2020

5

AUDITORIUM Enter the auditorium and click on the screen for the details of the conference sessions. Three tabs will appear:

• Conference sessions • Australia in 8D audio

The program tab will detail any of the live conference sessions available. If you are accessing this page in advance, the date and time of the session with a countdown timer will appear. When the session is live a play or join button will appear for you to be able to join the session. All live conference sessions will be conducted via a Zoom webinar and this will open in a new window. Take the time to view Australia in 8D content on demand at any time throughout the event.

participation guide australia Marketplace online – china 2020

6

LOUNGE Visit the lounge for access to the following:

• All attendee chat room – this is a public chat room, however you will be able to view who is also online and start a private 1:1 conversation with them

• Quick access link to the conference sessions in the auditorium

• Virtual photo booth BACKPACK When visiting the seller booths, add documents to your virtual backpack. Documents added to your backpack will automatically compile and be available for you to email to yourself during or post event on the Backpack tab in the navigation bar. All attendees will be able to add documents to their backpack, just like picking up a brochure from a booth at a physical event. Sellers are encouraged to review their documents and ensure that the name of the files clearly states the name of your organisation as well as a brief description of the document, so that when people export the documents they will be easily able to locate your material. INFORMATION Chat with Tourism Australia or get tech support at the information desk. Simply click on the images displayed to be taken directly to the chat room to start a conversation. Tourism Australia staff will review and respond as soon as possible. PROGRAM The Program tab in the navigation bar will take you to the event program as displayed on the event website. TIMEZONES The virtual event platform is set to a dedicated time zone, therefore all times displayed for your appointments as well as the conference sessions will appear as China Standard Time. If you need to convert the time to your local time, you can use the Timezones tab to access a website which will show you the current time in your browser and you can select to display the Shanghai time zone as the conversion. Alternatively, you can change your computer time and date settings to reflect China Standard Time during the event to assist you in keeping to time.

participation guide australia Marketplace online – china 2020

7

CHAT For quick access to your chat room, use the navigation bar at any time. Further details on how to use the chat are covered off in the next section of the guide – (see Conducting Appointments, page 8). ANNOUNCEMENTS Keep an eye out in the bottom right-hand corner of the screen for any announcements which inform you of what is coming up next. The announcements do not appear in the chat rooms, so be sure to keep an eye on the lobby screen.

participation guide australia Marketplace online – china 2020

8

CONDUCTING APPOINTMENTS View your appointment schedule pop up on the right-hand side of the screen, click on this to enlarge. All appointments will appear in China Standard Time – see the Timezones section above (page 6) on how to adjust your clock to keep to time. At the scheduled time, go to your appointment schedule pop up and select the name of the delegate you are meeting with to be taken to the chat room to start your appointment. The corresponding appointment numbers are displayed in the schedule on the virtual event platform, however any free appointments do not appear. Please keep an eye on this to ensure that you do not mistakenly attend an appointment early. The appointment will open in a new tab, please only have one appointment open at a time and close the tab in your browser window after each appointment. Once in the appointment, the buyer and seller should appear both on screen to start the appointment.

You can self-manage your camera to be on or off and mute your microphone during the appointment session. To Share Screen during your appointment, click the Share button from the appointment tab. Click to Application Window and select your PowerPoint or file that you are sharing. Please have your file ready and open on your computer before you begin sharing.

participation guide australia Marketplace online – china 2020

9

To share audio with your file, you can load the video in your browser tab or share via entire screen as the appointment platform cannot share through audio through applications. Please remember to tick the share audio box. We recommend sharing screen via Application Window as sharing your entire screen can create a duplication errors due to your camera settings for the appointments. Note to share an Application Window rather than entire screen.

To end the call, simply close the appointment session tab. If the other party has not arrived to the appointment, they may be running behind from their previous one. You can leave a message in the Chatroom to remind them that you are waiting for them if they are late.

1

2

participation guide australia Marketplace online – china 2020

10

There will be announcements on the main website’s Lobby advising when there is two minutes remaining and when the next appointment will begin. Close the appointment and go back to the schedule to start your next appointment. We ask that all buyers and sellers adhere to their appointment schedule and keep to time to ensure the event runs smoothly and to time. Please note if you have maximised the size of your appointment video screen, the announcements at the Lobby will be blocked, so keep an eye on the time or minimise this screen to check how much time is remaining. Remember to close the appointment tabs so you don’t have multiple appointments open at once.

For sellers that Tourism Australia have organised translators for, they will be provided with the appointment schedule links and will join your during the appointments. If you have organised your own translator or Chinese speaking representative to join you, you can share the link in the appointment schedule for the third person to join you virtually.

participation guide australia Marketplace online – china 2020

11

ENJOY THE EVENT Thanks again for joining us for the Australia Marketplace Online - China 2020.

We’ve been doing lots of testing and working hard to ensure the event is an enjoyable and productive experience for all. Please bear with us if there are any technical issues, we’ll do our

best to resolve them as soon as possible.

Should you have any questions or need assistance, please review the FAQs or contact us.