Conference Guide
Our conference is hosted using the Whova platform. Whova is integrated with the Zoom conferencing tool for video, audio, and interaction. You can access livestreams, recordings and other conference features like discussions and messaging via Whova three ways:
- Best for accessing livestreams and recordings from your laptop or desktop computer
- Community discussion board and attendee messaging features also available
- Whova recommends using the Google Chrome browser
- Good for accessing the schedule, community discussion board and attendee messaging features from your mobile phone
- Livestreams and recordings are accessible here too
- If you have installed the Whova app previously, make sure it is updated to the latest version
- Can launch conference sessions and view recordings directly from the schedule in the Zoom application, but will require event access code entry each time
- Community discussion board, pre- and post-session q&a, and attendee messaging features are not available
Click here for some tips and tricks on how to get the most out of your virtual attendee experience!
Webinars and Meetings
- Sessions consisting primarily of speakers giving presentations are set as Webinars using Zoom. Attendees can ask questions verbally and through Q&A and chat features, but cannot share their screen or webcams. Attendees can be unmuted by conference hosts to ask questions verbally.
- Sessions with interactive features like social events, workshops and forums are set as Meetings using Zoom. Attendees can share their screen and webcams, unmute themselves at will, and participate in breakout groups.
Recordings
- All conference sessions will be presented first as live, synchronous events. However, most sessions will be recorded for viewing afterward to support conference accessibility.
- We will endeavour to make recorded sessions available within 24 hours of the session taking place - see "Accessing Recordings" below for more details.
- You can identify which sessions will not be recorded using the "Tracks" in the Schedule:
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- Click the "Tracks" menu at the top right of the page
- Deselect all tracks by clicking the checkbox at the top of the list, and then select "Livestream only" and "Partial livestream only" to filter the schedule sessions that will not be recorded.
- "Partial livestream" sessions mean that one or more individual presenters opted out of being recorded. You can identify which of these will be recoded by clicking on the title of the individual presentation under "Subsessions" in the schedule and reading the description.
Need help or advice on using Whova and Zoom?
Join the ACA 2022 Technology Open House session on June 13, 2022 at 10:30 am PT. A virtual and recorded walk-through version of this session will also be made available. See the conference schedule for more details.
Introduction to Whova
Check out the full guide over at Whova App User Guide or watch this video for a quick introduction to Whova:
- We highly recommend using Whova Web app to access the livestreams and recordings of the conference sessions.
- You can use the Whova Desktop application through your favourite web browser at
https://whova.com/portal/webapp/aac_202206/
- You’ll see the sign-in screen.
- If you are new to Whova, create an account by clicking on the “Sign up here” link on the conference login page:
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You may be asked to enter the event access code during sign-up – please look at your conference registration confirmation for the code.
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Once you have created an account and signed in, you will be able to access the full agenda and browse through the sessions on each day.
- Click on “View Session” to access the livestream as well as information about the session and speakers. You can also click on "Add to My Agenda" to create a personalized agenda with the sessions you would like to attend.
- A page will open with the session information. You will be able to join a live session fifteen minutes before it is scheduled to begin. If the livestream has not yet started, you will see a version of the following message:
- When the session is ready to be joined, you will have the option to launch the meeting embedded within the Whova Web app or in the native Zoom application in a separate window.
- Both options offer similar functionality, but accessing meetings via Zoom in a separate window is recommended if you intend to use closed captions or are taking part in an interactive session such as a social event, workshop or forum.
- If you want to switch your access method, leave the meeting and refresh your browser window to choose the other option.
- If using the Zoom option, please ensure that you have already installed Zoom on your computer and are signed into your Zoom account.
- To view a livestream directly in the app, select “Agenda” in the bottom pane of the app (circled below):
• Select the session you wish to view. In the session description and click on "Live Stream" to join the session.
- You will be able to join a live session fifteen minutes before it is scheduled to begin. If the livestream has not yet started, you will see a version of the following message:
- Once the session is ready to be joined, the webinar will launch within the Whova mobile app and you will join the session.
- You can also launch the Whova Web application from the mobile app. Click on “Watch on Desktop" and you will be emailed a link to the session in the Whova Web app and given the option to copy the link to your clipboard.
- It is also possible to watch the live sessions through the ACA Website if you do not want to use Whova.
- If using this option, please ensure that you have already installed Zoom on your computer and are signed into your Zoom account.
- Navigate to the desired session and you will see the “Join Stream” link.
- When you click on the “Join Stream” link, a window will pop up asking for an "Event Invitation Code." You may need to scroll to the top of the page for this window to be visible. Please enter the code that was sent to you as part of your registration.
- Once you've entered the code, the Zoom application will launch and you will be able to join the session when it goes live.
There are two ways to ask questions as part of a session:
- Whova: best for questions before and after a session
- Zoom: best for questions during a session
Session shepherds will be keeping an eye on both areas for questions. And using the Q&A features in Whova are a great way to continue the conversation after a session is over!
Before and after a session: Whova Web app
- Open any session in the agenda and click on the "Q&A" tab on the right side of the screen to enter a question.
Before and after a session: Mobile app
- Open any session in the agenda and click on the "Q&A" tab item to enter a question.
During a session: Whova Web app or Zoom
- When viewing via the embedded Whova window, you can click on the Q&A button in the embedded Whova app or in the Zoom window to ask a question.
- If using the embedded window in the Whova web app, you might need to click the button on the top right to expand your screen to view the whole Q&A window properly.
- If you'd like to ask a question verbally during a session, you can click the "Raise Hand" button or ask to be unmuted in the Chat and a session moderator or host will unmute you and invite you to speak. Some interactive sessions such as workshops and forums will enable you to unmute yourself and share your video. Please make sure you have your microphone connected and enabled before piping up!
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During a session: Whova Mobile app
- Join a stream and ask your question using the Q&A tab at the bottom of the window. Type your question in the box labelled "Post a question" to ask a question during the session.
Closed captioning will be available during all sessions either as auto-transcriptions created via Zoom or using the services of a live captioner.
For consistent access to closed captions, we recommend accessing the conference via the Zoom native app option in Whova or via the session links in the ACA 2022 schedule.
When closed captions are available, a button to show captions titled "Live Transcription" or "Closed Captions" will be visible in Zoom and the Whova Web app.
- Click on the "Live Transcript" button and then "Show subtitle" to show or hide live captions
- If using the Whova Web app's embedded version, captions may show up automatically. They can be hidden by clicking "More" and then "Hide Subtitle"
- If using the Whova Mobile app, transcriptions will show up automatically.
- Within 24 hours of a live session having taken place, a linked recording of the session will be made available (and provided that the session was among those to be recorded - see above)
- You can access the recordings through the Whova Web app, Whova Mobile app, or 2022 Schedule page:
Web app
- Via the Agenda page, open the session for which you wish to access the recording.
- Click the "Watch the recorded video here" button to open the recording in a separate tab.
Mobile app
- Open the session details via the Agenda
- Under "Virtual Session," click the "Recorded Video" link to open the recording.
2022 Schedule
- Navigate to the session for which you wish to access the recording.
- Click the "Watch Video" link.
- Enter the event access code and the recording page will open in a new tab.
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