CrewConnect Global Virtual 2020 - Virtual Event 'How To' User Guide
This guide explains how to get started, complete your profile, set your meeting availability, takes you through the navigation bar, and answers FAQs.
Virtual Event 'How To' User Guide
23 - 26 November 2020
Logging In, Completing Your Profile And Setting Your Meeting Availability
To help you navigate the virtual platform and get the most out or your time at CrewConnect Global 2020, we've created a simple how-to guide.
This guide explains how to get started, complete your profile and set your meeting availability. It walks you through all of the items on the navigation bar within the platform, and answers the most frequently asked questions, so you have the information you need to easily access all of the features available.
How To Join The Event
Our Virtual Platform opens to all attendees from Thursday, 20 November, prior to the live event taking place on 23-26 November in GMT time zone. If you're a speaker or delegate, you will receive your login credentials from the email address: firstname.lastname@example.org. If you are a sponsor or exhibitor, you will receive your login credentials from Laura.Denne@informa.com.
To ensure you receive all your email communications for the virtual event (including login information, meeting requests and recommendations), we recommend you add the following email addresses to your 'safe senders' list for the duration of the event:
For information on how to add email addresses to your safe senders list in Microsoft Outlook, click here. For all other email platforms, search for your ‘email provider name’ along with ‘safe sender list’ in your chosen search engine.
To log in to CrewConnect Global, please click here and enter your email address and password.
Use the latest version of Chrome or Firefox web browser for the best user experience when accessing the virtual event. If you experience issues using one of these browsers, please try using the other of these two web browsers.
Please visit browsertest.eventfinity.co/ to test your computer and browser settings before joining sponsor rooms or video networking meetings.
If you are already using the above web browsers and experience any technical difficulties, try disconnecting from your company VPN as this
may impact on your ability to participate in the conference as well as the live video conferencing within the platform. Be sure to refresh the page once you have made any changes and try clearing your cache or opening a new 'incognito' window.
Our Virtual Platform will be open from Thursday, 20th November, for you to update your profile, set your meeting availability and start scheduling your meetings for the live event dates 23-26 November.
Sessions are recorded and made available on-demand within 24 hours. This content - along with networking and meeting functionality - will remain available until Thursday, 24th December to give you additional time to enjoy these features.
Complete Your Profile
When you first log in, to complete your profile, click on the 'Update Your Profile' tab at the bottom of the navigation bar on the left of your screen. From here you can:
- Add a profile image
- Indicate your organisation type
- Update your topic area and product interests
- Update your job title or company name
- Add a professional bio
- Remember to click 'submit'.
Updating your profile will help to customise your experience, allowing the most relevant contacts to reach out to you via the networking directory throughout the event!
Set Your Meeting Availability
You can prearrange meetings in designated 15-minute increments. Meeting scheduling will be open for the full week of 23 - 26 November.
To set your meeting availability for 23 - 26 November, click on 'Networking Directory' in the navigation bar on the left.
Use the search field at the top to find your attendee profile and click into it. From there, set your availability for designated 1-to-1 meeting times for all event days. Don’t forget to click save!
Sustainability & Wellbeing
Informa Connect is committed to running sustainable virtual events.
Please see below some useful tips to reduce your energy usage throughout the event:
- Reducing your screen brightness from 100% to 70% is hardly noticeable and can reduce energy consumption by 20%.
- Reducing cooling by 1°C can reduce energy use by up to 8%.
- Switch to energy saving mode on your computer or screen, or sit in areas with natural light.
Virtual Platform Explained
The Navigation Bar And Key Features Get The Most Out Of Your Virtual Experience
Once logged in to the virtual event platform, you will see the navigation menu on the left-hand side of the screen. Here we explain the different tabs within the navigation bar from top to bottom.
The home tab showcases the current / next upcoming agenda sessions, and the featured speakers.
Explore the full agenda, filter by conference track or session type by clicking on the filter icon (top right), and navigate the different agenda dates at the top, then click on the sessions at the designated time to attend the presentations as they happen.
Each session will be tagged with the conference track name and shows the time the talk will be taking place in your local time zone.
The 'Agenda' will also populate with all of your pending and confirmed meeting requests. You will be notified of any accepted meetings in the 'Notifications' tab. Be sure to keep a close eye on your 'Notifications' and 'Agenda' tab to make sure you don't miss any of your scheduled meetings.
* You can watch all the presentation recordings from the main conference here the day after they are broadcast. These sessions will be available to access on-demand for up to 4 weeks after the event.
Visit the 'Exhibitor Hall' profiles to gather valuable information from leading product and service providers, a summary of their main offerings and to learn about the latest solutions they have to offer.
During the week of the event, each hub will have product experts on hand for you to video chat with to discuss your needs, ask questions and share contact details for follow up conversations.
Enter the showcase hubs by clicking on the company logos, then:
- Explore the videos and resources available
- Ask the team a question by clicking on the 'Ask a Question' button
- Chat directly with representatives in the virtual booth* by clicking the 'Visit Our Booth'* button
* If someone is not live in the booth at the time that you enter, please ask them a question by clicking the 'Ask a Question' button and someone from the team will get back to you.
The 'Notifications' tab will keep you up to date with your meeting requests and other event specific information. A small number will display on top of the bell symbol when you have new notifications.
Clicking on the ‘Main Stage’ will take you to the current live session, and provide details on the topic, speakers and details of the session to follow.
The CrewConnect Global Awards are about recognising passion and rewarding dedication. Here you can Find out more about the The CrewConnect Global Awards 2020 categories, finalists, and judges.
Browse the full speaker line-up here to see all of the leaders and innovators you can hear from throughout the event. Like the networking directory, you can search for specific names or key words in the search bar (top right), sort names by A-Z, and filter by job title, company name or interest field to identify the most relevant contacts for you.
If you have questions following on from a presentation, you can reach out directly to the speakers with an instant chat or video meeting request to discuss your questions with them directly.
Browse the full networking directory and connect with your fellow clinical industry peers from all around the globe. Search for specific names or key words in the search bar (top right), sort names by A-Z, and filter by job titles, company names or interest fields to identify the most relevant contacts for you.
Click the video for a quick general 'how-to' networking video demonstration.
In the ‘Networking Directory’ you can:
- View the full attendee list
- Set your own meeting availability
- Invite fellow attendees to instant live video chats
- Host meetings in your own virtual chatroom that can host up to 25 attendees
- Send scheduled video meeting requests for a specific time along with a personalised note to the meeting recipient who will instantly receive an in-platform notification alert along with an email notification, maximising the visibility of your request. Please note, meetings are designated in 15-minute increments.
The meeting recipients will also be able to reply directly back to you within the platform or via the email notification. And, once the meeting is accepted, both of your calendars will be blocked out at that time and neither party will be able to accept a new meeting request during your booked time slot.
You will be able to find all of your pending (grey) and confirmed (white) meetings within your 'Agenda' tab amongst the agenda sessions.
Be sure to set your meeting availability to get the most out of your networking experience! To set your availability, use the search field in the 'Networking Directory' to find your attendee profile, click into it, set your availability for meetings – and click save.
As a virtual attendee you will have your very own private meeting room where you can invite people to video, audio and text chat, or screen share with up to 25 attendees at once. You'll have unlimited use of your private meeting room until Thursday, 24th December.
Here you can find all the latest content being shared via the #CrewConnectGlobal hashtag on Twitter.
The 'FAQ' tab answers the most commonly asked questions, providing video demonstrations as well as technical advice to ensure you have the best possible virtual experience.
If you have any general event queries that you can't find the answer to on our FAQs page or in this 'how to' user guide, or if you need any technical support, you can submit any questions to the Support team.
Update Your Profile
Here you can updating your profile in the platform to help customise your experience, allowing the most relevant contacts to reach out to you via the networking directory throughout the event!
The agenda times presented to you within the virtual event platform will automatically adjust to your local time zone based off the time settings on your computer.
This applies to the agenda tab as well as the meeting request scheduler and your meeting availability - making it easy to manage your agenda and meeting scheduling during the event.
If you wish to change your timezone you can do so in the 'Update Timezone' tab and this will update the times you see on the agenda and across all meeting scheduling functions.
Clicking here will log you out of the event platform.
Frequently Asked Questions
- Has My Meeting Request Been Accepted?
- How To Start Instant Video Chat
- How To Schedule Meetings
Frequently Asked 'How To' Questions Addressed:
How Do I Ask The Speaker A Question?
To the right-hand side of the virtual stages you will see a 'Have a Question?' box. Type your name, company and question into this box and click 'Submit'. Please note live Q&A will only be taking place during the live panel discussions.
How Do I Know If My Meeting Has Been Accepted?
You will receive a notification in the 'Notification' tab to say that your meeting has been accepted. And, when you look in your 'Agenda' tab, the accepted meeting will have a white background with the button inviting you to 'Join Vmeet'.
If your meeting request is still pending, this will show in your 'Agenda' tab with a grey background and a button offering you the option to 'Cancel Request'.
Where Can I Find All Of My Confirmed Scheduled Meetings?
All of your confirmed scheduled meetings will be listed within your 'Agenda' tab among the agenda sessions.
How Do I Start Instant Video Chat?
Go to the 'Networking Directory', identify the person you would like to chat with, click on their profile and select 'Invite To Chat Now', then add a personal note and click ‘Submit’. This will send an instant in-platform notification as well as an email notification to the recipient inviting them to join you in your virtual chat room.
How Do I Schedule A Meeting?
Enter the 'Networking Directory', identify the person you would like to schedule a meeting with, click on their profile and select 'Schedule a Meeting'. Select the time that you would like to send the meeting request for, add a personal message and click ‘Submit’.
This will send an instant in-platform notification as well as an email notification to the recipient inviting them to join you in your virtual chat room at the specified time, and will be added to your 'Agenda' tab as a pending meeting request (with a grey background).
If that meeting request is accepted, you will receive an in-platform notification to confirm this and the meeting will now appear with a white background in your 'Agenda' tab.
Can I Invite Others To Join A Chat?
Once you are in your video chat, copy the URL link from the browser window and share it with the people you would like to join you, and they will be able to click on that link and enter your video chat with you.
How Long Will The On-demand Conference Sessions Be Available For?
The on-demand conference sessions will be available the day after they have broadcast for unlimited viewing for up to 4 weeks after the event. Live sessions will be available on-demand - through the 'Agenda' tab - within 24 hours.
Why Do The Timings On The CrewConnect Global Virtual Event Platform Look Different?
The agenda on the main CrewConnect Global website is presented in CET timezone. However, the timings on agenda you see within the virtual event platform will automatically update based on your computer location settings.
If you would like to change the timezone of your agenda, click on the 'Update Timezone' tab.
What Dates Is The Virtual Event Networking And Meeting Scheduling Available?
While the event will take place on 23 - 26 November, you can still make use of meeting scheduling and networking functionality which will remain open until the end of the week (Thursday, 24th December).
How Can I Test My Computer & Browser Settings?
Please visit browsertest.eventfinity.co to test your computer and browser settings before joining showcase hub rooms.
How Do I Enable My Camera?
Check if you have any applications running which may be using your camera – you will need to close these in order to enable the camera function.
When you first launch the video chat you will be prompted to allow https://crewconnect2020.eventfinity.co/ to use your camera and microphone. Press the ‘Allow’ Button.
If you did not receive this pop-up or pressed another button, you can go to the right of your address bar and select the camera icon. You will see a pop-up that allows you to select ‘Continue allowing https://crewconnect2020.eventfinity.co/ to access your camera and microphone'. Make sure that is selected and press 'Done'.
How Do I Turn Off My Audio?
If you wish to turn off your audio, press the microphone button on the left side of the screen. The button will become a grey icon that is crossed out.
How Do I Hide My Video?
If you wish to hide your camera, press the camera button on the left side of the screen. The button will become a grey icon that is crossed out.
How Do I End The Call?
To end the call, simply close the page (by pressing ctrl-W or by clicking the “X” in your browser tab).
People Are Appearing Blurry. How Do I Fix This?
Make sure you are in a space with a reliable Wi-Fi network. To test your network’s speed, please go to https://browsertest.eventfinity.co/.
I Am Getting A Pop-up Error When I Enter The Chat Room. What Should I Do?
Make sure you are using Chrome or Firefox as you web browser.
Why Can't Other People In My Chat See Me?
Make sure your camera features are enabled, there is nothing covering your laptop camera, and you are not sitting in-front of a window.
Sponsor Related or Showcase Hub: