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Platform Instructions and FAQ

In this page you will find detailed instructions to make sure you have no technical problems on the Conference days. We highly recommend that you test your device ahead of time, so we have enough time to troubleshoot any issue you may be having.

See below how to do this in our Technical Guide:

  1. Login into the Conference Platform
  2. Access the Conference Live-Stream
  3. Ask your Questions and Participate
  4. Network During the Breaks
  5. Frequently Asked Questions & Problem Solving

Login into the Conference Platform

The platform we are using to host the conference is Microsoft Teams (MS Teams) Live Events. Because this is a private event, you will need to login on the day.

We highly recommend creating a free account with your personal email and password first. Remember that you must use the same email you provided during registration. If you already have a MS Teams account, make sure that the emails are the same.


You can see the details of your registration by clicking here, which is where you can also alter your details. However, please email conference@eazwv.org warning us if you changed the email you want to use, so we make sure that the permissions on MS Teams are updated.

⇛ Create a free Microsoft Teams account here

 

 

A few days before the Conference you will have received an email confirming you have been added as a guest to our Conference Team.

If you do not create your own MS Teams account, you will always need to use the "Open Microsoft Teams" link on that email to access our Team, and each time Microsoft will email you a one time verification code.

When you click on the link for the first time you will be redirected to the MS Teams website where you will need to review and accept some basic permissions. Once accepted, you will be asked to choose between getting the desktop/mobile app or continue using the web app to access the platform. Either will work well to see the Conference.

Instead of using the link you can also login directly into your preferred MS Teams platform, but you will always be asked to accept the permissions before proceeding.

If you already have a MS Teams account on the same email, you will need to change the tenant to the EAZWV one, to be able to see the Conference Team. See below two ways you can do this.

 

Remember that to access the Conference on the day, and the recordings during the following week, you need to login with the email that you provided us when registering.

Access the Conference Live-Stream

Once you log in, you will see the Conference Team on the left column, and under that you will see a General channel and a channel per Conference day you are registered for.

To login to the Live Event all you have to do is click on the main yellow link on the respective channel for that day. You can see further help instructions if you click “See More” on that post. You must already be logged in to MS Teams to access the live event - if you were to copy & paste the link into a browser without being logged in it wouldn't work.

 

⚠  Test your connection ahead of time  ⇩⇩⇩

You can make sure everything is working well by clicking on the main yellow link (as seen in the picture above). If a new window pops-up saying "The live event hasn't started" then you should be set up for the conference days.

If for some reason you can't login or there's a message saying you do not have permission to access the event then please contact us at conference@eazwv.org as soon as possible so we can help you resolve the issue. You can use this email for any other queries or problems related to the Conference.

 


Ask your Questions and Participate

When you login to the Live Event on the day, there will be a Q&A Area you can use to ask your questions. Click on the question mark symbol on the top right of your screen to access this (see orange square on the picture above).

These questions can be answered privately, for example if you are having trouble with the sound or other technical issues.

If you write a question for one of the speakers about their talk, then a moderator will approve it and publish it, so all the attendees can see it on the Featured section. Make sure you start your question with the name of the speaker you are addressing, as the Q&A will involve multiple talks from multiple speakers.

To simplify the Q&A process, if your question or a very similar one has already been published then the moderator will dismiss it.

We highly encourage you to have a look at the questions that pop up at the end of the talks and click on the thumbs up symbol to "like" the ones you would most like to see answered. This will help the moderator select the most relevant questions, as we may run out of time to cover all of them.

Network during the Breaks

Finally, we also encourage you to make use of the chat and video-call functionality that MS Teams provides and take the opportunity that we are all in the same virtual space to get some catch-up and networking done.

During the breaks or before and after the event you can go back to the Conference Team and use the General channel to send a message to all the participants.

To see the list of participants of the Conference click on the "..." next to the Conference Team's name and select Manage Team. You can now hover over a colleague's name and start a chat, video or audio call. Tip: Have a look at the Tags to see which conference days that person has registered for. You can also try searching for a colleague at anytime using the Search bar on the top of the screen. Once you are in the Chat window you can add other colleagues and start a group call!

The Live Event will continue on a minimized window, and you just need to click on this window when you are ready to go back to the Conference.

 

Frequently Asked Questions & Problem Solving

Please scroll down to see a FAQ Section with the most common problems you may encounter trying to access the Conference.

If you are already in the Live Event but there seems to be something wrong with the sound or image:

  1. Make sure you haven't paused the Live Event 
    • The play/pause button can be easy to miss, as it only appears when your mouse hovers over the main window. Although it can be handy if you need to take a quick break or just want to revisit something that was just said, make sure that you haven't inadvertently paused the stream.
    • You can also click on the "LIVE" text next to the play and volume buttons to make sure you are viewing the live broadcast. If you are not paused and the symbol is red you will be seeing the broadcast in real-time.
  2. Exit the Live Event and log back in
    • A few minutes before the Conference starts you should be seeing a countdown screen. If it doesn't appear and you can't find any play/pause button, leave the Live Event and then go back through the same link.
    • Do the same procedure if the sound or image appear mismatched. Generally it is a good idea to try this approach with most technical problems you may encounter.
  3. Contact us
    • We will have dedicated technical support available during the whole day. If you encounter any problems that can't be solved following the instructions on this page, contact us on conference@eazwv.org or leave us a message on the Conference's Q&A.

 

 

FAQ Section

 

Q: I can't find/haven't received the email saying I have been added to the Conference Team?

A: This email will go out by the latest one week before the Conference day you have registered for. Search your spam folder and make sure you have provided us with the right email address when you registered.

If that is all ok however, and if you have created your own MS Teams account as recommended in the beginning of these instructions, you don't need to click on the link provided by this email, you can just login directly into your preferred MS Teams platform, the website app or the desktop app. If even after logging in you don't see the Conference Team then contact us on conference@eazwv.org as soon as possible. 

 

 

Q: I'm following the instructions to create a new MS Teams account/login to MS Teams, but it says my Institution does not allow for this?

A: Certain institutions are already using Microsoft products on their day to day, and permissions vary wildly between them. If you receive this message then create your new MS Teams account with a personal email instead. After which you must change your Conference registration email right here and email us at conference@eazwv.org warning us of this, so we can make sure that the permissions are updated on our Conference Team. 

If you already have a personal MS Teams account, but you can't login to either the web app or the desktop app, there is a chance your institution has not set up the permissions for you to do this when you are connected to your institution's network. You will probably need to connect to a different network to access the event. The same applies if you can login to MS Teams with your personal or institutional email, but cannot change to the EAZWV tenant to see the Conference Team

These problems are rare though, so always confirm first that you have provided us with the right email in the first place.

 

 

Q: I'm trying to login to MS Teams online but I keep getting redirected to an institutional page or to other Microsoft apps?

A: This is likely a cache problem with your browser. Try logging in through an incognito window instead. You can use keyboard shortcuts to open an incognito window: Ctrl + Shift + N for Chrome & Safari or Ctrl + Shift + P for Firefox, replace Ctrl by Cmd if you're using an Apple device instead of Windows. 

 

 

Q: I created a new MS Teams account, but I can't see the Conference Team when I login?

A: First, make sure the email you provided us during registration is the same that you use to login to your Teams account. If not, you must change your Conference registration email  right hereand email us at  conference@eazwv.org warning us of this, so we can make sure that the permissions are updated on our Conference Team. 

If you have confirmed this, then wait until one week before the first Conference day you have registered for, as it is possible we haven't had the time yet to add your email to our Conference Team.

If even after that you don't see the Conference Team then contact us at conference@eazwv.org as soon as possible. 

 

 

Q: I already have an MS Teams account, but I can't see the Conference Team when I login?

A: First, make sure the email you provided us during registration is the same that you use to login to your Teams account. If not, you must change your Conference registration email  right here and email us at conference@eazwv.org  warning us of this, so we can make sure that the permissions are updated on our Conference Team. 

If you confirmed it is the same email, then once you are logged-in click on the arrow next to your initials on the top right of your MS Teams window, and you should see an option to change your tenant to EAZWV's one. See instructions above for pictures of how this looks. If there is no arrow you can click on, then wait until one week before the first Conference day you have registered for, as it is possible we haven't had the time yet to add your email to our Conference Team.

If even after that you don't see the Conference Team or the option to change tenant then contact us at  conference@eazwv.org as soon as possible. 

 

 

Q: I have logged in to MS Teams and I can see the Conference Team, but I can't see some/all of the channels for the days I have registered for?

A: As explained in the instructions above, once you login you should see a General channel below the Conference Team's name and then below you should see a list of private channels, each corresponding to one of the Conference days you have registered for. If some or all of these private channels are missing from your list, first make sure they are not hidden - you would see a link below the General channel saying "1-4 hidden channels". You can click on it to reveal the hidden channels.

If you still can't see the right channels, please exit MS Teams completely and then login again.

If you still can't see the number of channels you would expect after that then contact us at conference@eazwv.org  as soon as possible.

 

 

Q: I can see the channels I registered for, but there's no link inside?

A: Sometimes it takes some time to load the chat content inside the channels. Leave the channel and go back in, it may take a couple of tries, but the link usually appears after a few seconds.

 

  

Q: I have another problem not described in this page?

A: We have tried to test and prepare this guide for every eventuality, but we might have missed something! If you're still having problems after reading this entire page, please email us at conference@eazwv.org and we will try to solve your problem as soon as possible. On Conference days we will have dedicated technical support available all day to help with all matters technical and technological. 

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