FREQUENTLY ASKED QUESTIONS AND ACCESS INFORMATION
This conference will be presented using Whova and Zoom
The information below was sent via e-mail on 02/17/25 at 12:00 PM ET to all registered attendees. This virtual access information is the same for both attendees joining live in San Francisco and virtually via Zoom.
**UPDATE** A second e-mail went out on 02/17/25 at 2:00 PM (Eastern Time) to all registered attendees with the link to join the event on Whova. Please check your spam folder for this important e-mail. It was sent to the e-mail address we have on file for your registration and that is the e-mail address that you must use to access the conference.
If you can not find those emails in your inbox or spam, that is ok. The body of the first email has been posted here below. And regarding the Whova join invitation, for quick reference, you can access the web platform version of the event (**recommended for virtual attendees and post-event streaming**) HERE. Only confirmed attendees will be granted access at this link. You must sign in or create an account with Whova using the e-mail address we have on file and have uploaded to the event for you. No invitation code is needed as access is linked directly to your email. If you are being asked for in invitation code, please check your profile to be sure that your account is using the email we have on file. If you want us to change your conference profile email to match an exisiting Whova account, please contact me.
You can also download the Whova mobile app (**recommended for onsite attendees**) on your phone or tablet and access the conference using the e-mail address we have on file for your registration
When does the conference take place?
The hybrid conference will be held on February 20-22, 2025. It will begin at 12:00 PM Pacific Time (PT) on Thursday, February 20 and ends at 2:45 PM Pacific Time (PT) on Saturday, February 22.
How do I access the virtual side of the hybrid event?
You will be able to navigate the conference using the Whova virtual conference platform, particularly the "agenda" feature. Clicking into each individual agenda item will give you access to the session details (e.g. description, speaker information, room location), any available handout material, and the link to access the Zoom stream (and later the recording).
Using the same e-mail you used to register for the conference and at which you will receive an invitation to join the event directly from Whova, you will create an account and have access to this event. You will only be able to access the conference using this e-mail address so be sure that you are accessing Whova using that e-mail address only. If you are being asked for an access code, you are not using Whova with the email address we have on file. You should create a new account using the email address to which your invitation was sent. Or, we can change your Whova invitation to match the email address you are using in the app.
For attendees in San Francisco, Whova is how you will view the schedule, plan your days, view materials, and otherwise navigate the event onsite. There will be no hard copy programs provided.
For our virtual attendees, this is how you will plan your agenda, access the live streaming conference sessions from your laptop or computer, download materials, etc.
It is recommended that you also download the free Whova mobile app to access more networking features and to receive text reminders and announcements during the conference. This is especially recommended for those attending live in San Francisco.
For additional information on accessing both the web and app platforms, and tips on how to use Whova to plan your schedule, utilize social networking and more, please see the Whova Attendee User Guide here.
What are the system requirements for joining the virtual conference?
Presentations will be using Zoom. If you are not a current user of Zoom, or you will be using a different computer to participate, you may want to ensure that you have Zoom downloaded and perform a test (https://zoom.us/test) to be sure that you have it working properly on the device you intend to use.
The Whova event platform works best using Chrome or Firefox browsers. Safari is typically the least stable for the most up-to-date content.
For the best audio and video experience, the most important thing is a strong internet connection. WiFi or a direct ethernet cable connection will both work as long as you have a strong signal. You can test your internet speed here (http://www.speedtest.net).
The recommended internet speed is at least:
Download speed 2-10 mbps
Upload speed 3-5 mbps
Check the security settings on your computer to make sure Whova and Zoom are allowed to access your camera and microphone. You can also contact Whova support at [email protected].
Will the sessions be live or recorded?
Both. Most of the keynotes and concurrent sessions will be live and some may feature interactive breakout sessions. All conference sessions will be recorded and the recordings will be available for 45 days after the conference for on-demand viewing. The recordings will be posted to Whova within 72 hours of the live presentation.
Why do I need Whova and Zoom to join the conference?
Whova is our conference "home base" and allows you to access sessions, any shared handouts or documents, and networking features all in one place. Zoom is our streaming platform and is required to see and hear the live sessions. The Zoom meeting links are integrated within each session listing in the agenda. When you click on the link, it will launch Zoom in a new window or tab. When the session is over, exit the Zoom tab and go back to the open Whova event tab.
Will I need to be on camera?
No, you do not need to be on camera but you are welcome to leave your camera on when able. All sessions are presented in Zoom meeting format so you can choose whether or not to have your camera on. Please note that certain concurrent sessions may take advantage of the breakout rooms and these sessions are intended to be interactive. Our request is that everyone turn on their cameras and participate in the breakout room to re-create the "in-person" experience and make the sessions as engaging as possible. Please keep your mic on mute when the speaker is presenting unless you are asking a question or participating in a discussion.
What about Pre-Conference workshops?
The pre-conference workshops will run on Thursday, February 20 from 8:00 AM - 11:00 AM PT. These workshops are separate from the general conference and not offered hybridly. They are offered live in San Francisco only and if you added one to your registration, it will be noted on your name badge onsite.
