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NetPra2 Guide for speakers and participants
Table of Contents Zoom .................................................................................................................................................................. 2
Speakers ........................................................................................................................................................ 2
Chairs ............................................................................................................................................................. 3
Participants .................................................................................................................................................... 3
In case of a problem ...................................................................................................................................... 3
Whova ................................................................................................................................................................ 4
1 Basics .......................................................................................................................................................... 4
1.1 Sign in to Whova ...................................................................................................................................... 4
1.2 View the agenda and plan your schedule ............................................................................................... 5
2 Attending sessions ...................................................................................................................................... 7
2.1 Access live streams and session videos ................................................................................................... 7
2.2 Use session Q & A .................................................................................................................................... 8
3 Networking ................................................................................................................................................. 9
3.1 See who is attending the event ............................................................................................................... 9
3.2 Join discussion on the community board .............................................................................................. 10
3.3 Start or join a virtual meetup ................................................................................................................ 11
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Zoom
Speakers 1. Make sure your camera, network, and microphone work.
2. Make sure you have the Zoom link (not the Whova app link!) to join the live session. Check your
room in the programme and choose the Zoom link accordingly. The links are sent by e-mail to all
registered participants.
3. Click the Zoom link. If you’ve already installed the Zoom client, the client starts automatically.
Otherwise, follow the instructions to download the Zoom client and enter the Zoom meeting.
4. The Zoom room for your session will be open 10 minutes prior to the start of the session. All
presenters for the session have to enter at this point. The host will trial screen-sharing with all
presenters. The host will use the spotlight function and the chair will introduce you before you start
your presentation.
5. To share your slides, click “Share Screen”, and select the PowerPoint/etc. presentation you want to
share. If your presentation includes audio/video, please remember to check the two optimization
options on the bottom-left of the popup. (More detailed instructions:
https://support.zoom.us/hc/en-us/articles/201362153-Sharing-your-screen)
Things to consider before the presentation:
Please test your camera, microphone, and screen-sharing etc. You can do it with your friends or
colleagues.
Consider a dry run of your talk and time it. Speaking in front of a camera feels different from
speaking in front of a live audience.
Test your Internet speed. Streaming software usually has Internet speed requirements. For
example, if your event is using Zoom, the requirement is 2Mbps at the minimum. You may test your
Internet speed here: https://www.speedtest.net/.
Instead of a mobile phone, we recommend you to start Zoom on your computer, which provides
more stable network and better performance.
Choose what background you want to use. You can choose from a virtual background provided by
Zoom.
Make sure the main light source isn’t coming from behind you. If you are close to a window, try not
to be in darkness.
If possible, close other applications on your computer.
Let other people in your home know about your presentation so that they won’t use too much
bandwidth while you’re presenting.
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Chairs 1. Make sure your camera, network, and microphone work.
2. Make sure you have the Zoom link (not the Whova app link!) to join the live session. Check your
room in the programme and choose the Zoom link accordingly. The links are sent by e-mail to all
registered participants.
3. Click the Zoom link. If you’ve already installed the Zoom client, the client starts automatically.
Otherwise, follow the instructions to download the Zoom client and enter the Zoom meeting.
4. The host of the session will make you a co-host, but your main task is to keep track of time. (The
host of the session will trial screen-sharing with the speakers before the session.) When the session
starts, introduce the speaker (name, affiliation, title of talk). Five minutes before the scheduled end
of each presentation, interrupt the speaker and remind them to finish in 5 minutes. When the time
is up, tell the speaker to stop.
5. After the presentation, invite the audience to ask questions by using the “raise hand” function on
Zoom. The host will unmute question askers on a first-come-first-served basis. The Q & A session is
scheduled to take 5 minutes. Remind the audience that Whova can be used for questions and
discussion also after the session!
6. We will give a round of applause at the end of the session to all the speakers of the session (see
below).
Participants 1. We recommend you to use Whova for listening to presentations (see below), but if that doesn’t
work out for you for some reason, you can always join the sessions via Zoom. In that case, make
sure you have the Zoom link (not the Whova app link!) to join the live session. Check your room in
the programme and choose the Zoom link accordingly. The links are sent by e-mail to all registered
participants.
2. Click the Zoom link. If you’ve already installed the Zoom client, the client starts automatically.
Otherwise, follow the instructions to download the Zoom client and enter the Zoom meeting.
3. Keep your microphone on mute and turn your camera off, except when you ask a question or
applaud at the end of session.
4. Q & A: During the Q & A session, audience members can raise their hand (“Raise Hand” function on
Zoom). The host will unmute question askers on a first-come-first-served basis. The Q & A session is
scheduled to take 5 minutes. (NB: On top of the questions that come up in the Q & A session,
delegates can ask questions or give constructive feedback via the presentation’s channel in
Whova.)
5. Applauding: at the end of each session, the host/chair will ask everyone to unmute their
microphones and turn their camera on to give a round of applause to all the speakers of the
session. We hope this will give a feeling of a real conference!
In case of a problem 1. Try joining the Zoom room again. (Leave the meeting and start the Zoom client again.)
2. Make sure your VPN is not connected (to save bandwidth). Close all other applications.
3. Try restarting the computer.
4. Contact us on Zoom (use the chat for technical support), on Whova (send a message to Tuuli
Holttinen) or via e-mail ([email protected]).
5. If everything else fails, we have reserve sessions on Saturday, so we can reschedule your
presentation.
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Whova Whova can be used on computer (Web app) or mobile device (Mobile app). Below we will give instructions
for basics, attending sessions and networking. Please note that you can always join the sessions via Zoom
(see above) – try this in case of a problem with Whova.
How-to-Guide for attendees (3-min video)
1 Basics
1.1 Sign in to Whova On web app:
1. We suggest that you use the Chrome browser for the web app. Some streaming software may have
compatibility issues with other browsers.
2. Get the webapp link for your event from the event organizer and open the page. The link looks like
“https://whova.com/portal/webapp/xxxx/”
3. Click “Sign up here” if you don’t have an account yet, and fill in your email and password.
4. Please make sure to use the email you used when registering for the event. Otherwise it won’t allow
you to join the event.
5. The app will automatically take you to the event main page.
On mobile app:
1. Enter the email address you used for event registration or use your social media account. To
automatically log in to your event, please make sure to use the email you used when registering for
the event.
2. Create a password and type in your name.
3. Edit your profile. Other attendees will use this to network with you. So make it look nice 🙂
4. The app will take you to your event page automatically if the organizers have updated the app with
your registration information.
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5. If your event doesn’t show up automatically, search for it. Then, click the join button on the bottom
of the event description page, and enter the event invitation code the organizers sent you.
1.2 View the agenda and plan your schedule On web app:
1. Find the Agenda tab on the side of the screen. You should see a list of sessions for that day. Please
note that the Agenda on Whova is based on your time zone.
2. You can move through different days by selecting the date you want to view on the calendar at the
top of the agenda.
3. Browse or search for sessions on the top bar.
4. Once you find the session you want to access, tap on it.
5. If the session is live, it will begin playing immediately upon entering. Otherwise, a message will
indicate the scheduled start time.
6. If the session hasn’t occurred yet, you can click Add to My Agenda to put the session on your own
personal agenda.
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On mobile app:
1. Find the Agenda tab at the bottom of the screen. You should see a list of sessions for that day.
Please note that the Agenda on Whova is based on your time zone.
2. You can move through different days by selecting the date you want to view on the calendar at the
top of the agenda.
3. Browse or search for sessions on the top bar.
4. Once you find the session you want to access, tap on it.
5. If the session is live, it will begin playing immediately upon entering. Otherwise, a message will
indicate the scheduled start time.
6. If the session hasn’t occurred yet, you can click Add to My Agenda to put the session on your own
personal agenda and set a reminder.
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2 Attending sessions
2.1 Access live streams and session videos On web app:
1. We suggest you use the Chrome browser to join the session streaming. Some streaming software
may have compatibility issues with other browsers.
2. From the agenda list, click the session you want to watch the stream or video. There is a green
camera icon for the sessions with streaming or video.
3. If the streaming screen directly shows up, click “Proceed” to start watching the stream. Otherwise
click “View livestream” button to open a separate streaming page to watch.
On mobile app:
You can watch videos and livestreams directly through the agenda item. Once you’ve accessed the agenda
item, click on one of the options beneath Virtual Access: either Live Stream or Recorded video.
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2.2 Use session Q & A NB: There is a 5-minute live Q & A after each presentation. These instructions relate to asking questions
afterwards on Whova. The questions on Whova will remain available throughout the conference.
On web app:
Option 1: You can access three tabs on the right hand side of the virtual session: Session Q&A, Chat, and
Community. You can submit questions for the presenter through Session Q&A, participate in ongoing
discussions with the other attendees viewing the session through Chat, and browse the Community Board
function through Community.
Option 2: You can use this function through the “Session Q&A” tab on the left hand sidebar underneath
Resources.
On mobile app:
Option 1: On the session detail page, tap the “Q&A” button; on the next page, view the existing questions,
vote on the questions you are interested in, or click “Ask a Question” to ask a new one
Option 2: On the event main page, tap “Session Q&A” button; find the session you want to ask questions in,
and tap on it.
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3 Networking
3.1 See who is attending the event On web app:
1. Click the “Attendees” tab on the left side of the screen under Main Navigation.
2. At the top of the page, you can search attendees by keywords such as company name or title.
3. To start a conversation, click Send Message to begin a chat.
On mobile app:
1. Click the “Attendees” tab on the bottom of the screen to browse the attendee list.
2. At the top of the page, you can search attendees by keywords such as company name or title. In
their professional profiles, you can take notes or request contact information.
3. To find people with common backgrounds and interests, click the Recommended tab on the top of
the Attendees list to find Whova’s recommendations about people you may be interested in
networking with. Click into each item to see attendees who come from the same city or have the
same affiliations, educational background, or interests as you.
4. Say Hi with one click or start a private chat by clicking the Message button. You can convert it to a
private group chat by inviting more people.
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3.2 Join discussion on the community board On web app:
1. Click the Community tab on the side menu to the left of the screen.
2. Create a new conversation topic, or use existing topics like “Meet-ups.”
3. Click Follow directly next to the topics on the Community Board that you want to stay up to date
with. To find the topics you’re following, choose between three tabs near the top of the topics list
section: All Topics, Followed, and New Topics.
On mobile app:
1. Click the Community tab (on the bottom of the screen and on the left hand side on desktop)
2. Create a new conversation topic, or tap the topic to join existing topics like “Meet-ups.”
3. Click Follow directly next to the topics on the Community Board that you want to stay up to date
with. To find the topics you’re following, choose between three tabs near the top of the page: All
Topics, Followed, and New Topics.
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3.3 Start or join a virtual meetup On web app:
1. Go to the Community Board, and find the board for Meet-ups and Virtual Meets.
2. Find the meetup you are interested in, join directly, or click into it to see more details, and then
click “RSVP”.
3. When the meetup starts, click “Join meeting room” to start chatting!
You can also suggest a new meetup by tapping “Suggest a Meet”, and inputting the details. If you have a
meeting link, you can copy-paste there. Otherwise you can use Whova’s virtual meet room.
On mobile app:
1. Go to the Community Board, and find the board for Meet-ups and Virtual Meets.
2. Find the meet-up you are interested in, join directly, or tap into it to see more details, and then tap
“Join”.
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You can also suggest a new meetup by tapping “Suggest a Meet”, and inputting the details. If you know
someone will be interested, don’t forget to invite them as well. If you have a meeting link, you can copy-
paste there. Otherwise you can use Whova’s virtual meet room, which allows up to 30 participants.
