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EACE20 Virtual Frequently Asked Questions

General Registration Questions

Attendee Virtual Event Platform Questions

Exhibitor Registrant Questions

Presenter Questions

Previous In-Person Conference Registrant Questions


Where do I go for technical support on the day of the conference?

If you are experiencing technical issues, please visit https://www.accelevents.com/ to live chat with an Accelevents expert. Upon visiting the website, the live chat feature should pop-up in the bottom right corner of your browser window. If it does not automatically pop up, click the blue chat icon.

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What comes with my registration?

Full conference registrants have access to all virtual sessions, events, and exhibitor halls.

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What platform is being used for EACE20 Virtual?

The virtual platform being used for the EACE20 Virtual Conference is Accelevents. This software is only compatible on Google Chrome or Safari broswers.

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Do I need to have a webcam for the event?

You will need a webcam in order to participate in the 1:1 networking sessions or to 1:1 chat with any attendees or exhibitor representatives. 

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What do I do if I need to cancel?

All cancellation requests must be emailed to [email protected].

  • An 85% refund will be granted when the cancellation request is received 10 business days prior to the scheduled event (by July 22, 2020).
  • 50% refund will be granted if the request is received between 9 and 5 business days prior to the scheduled event (from July 23 to July 29, 2020).
  • No refunds will be granted if the request is received fewer than 5 days prior to the scheduled event (after July 29, 2020).

Any cancellation request received fewer than 10 business days prior to a scheduled event (or after the event date has passed) due to an extenuating circumstance may be reviewed by the respective committee chair(s) who in turn will recommend the appropriate refund and action to the Board of Directors.

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I am a member of NACE. Does that mean I can receive member pricing for EACE?

No. EACE is independent and autonomous from the national association.

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How do I set up my profile? 

Upon logging into the virtual event portal for the first time, you will be prompted to update your profile information, including a profile photo, bio, organization info and more. **Note, registration for the virtual conference was a two-step process. After registering on the EACE website, registrants were prompted to complete step two which is to register on the virtual conference platform. If you did not complete step two, you will receive an error saying you need to purchase tickets for the event. Click that button to complete registration on the EACE20 Virtual Conference Portal no later than August 4th.

 

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How do I enter the event?

You will enter the event through the virtual event portal link contained in your confirmation email.

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How do I access the conference sessions?

Main Stage
All general conference events and sessions, including the Annual Conferene Co-Chair welcomes, keynotes and the EACE 2020 Awards Lunch will be broadcast on the main stage. The employer roundtable will also be broadcast through the main stage but is for employers only.

Break-outs
All break-out sessions will be housed in the break-out section of the portal. 15 minutes prior to a session starting, there will be a blue button that says "Join Session." 

Meet-ups/Happy Hour
All Affinity Group Meet-ups and the Virtual Happy Hour will take place in this area. Attendees will be randomly matched with another attendee in the meet-up based on your profile criteria. You will have 8 minutes to chat with them before you are automatically switched to the next person.

Will sessions be recorded?

All session recordings will be available immediately following the session on the virtual event portal for 30 days after the conference. You can find the recordings by going to "Past Events" where you will see a blue button that says "View Recording." Recordings will be available on the website within four (4) weeks following the conference. 

How do I receive SHRM and HRCI credits for attending sessions?

SHRM 
SHRM credits are available on an individual session by session basis. The program ID for self-reporting will be available on the last slide of each session presentation. Registrants can earn an additional four (4) credits by watching the recordings of the concurrent sessions you missed during the conference.

HRCI
HRCI credits are not eligible on a session by session basis. Only those who attend all six (6) eligible sessions will be provided the program ID for self-reporting. Program ID will be emailed to those qualifying within two (2) weeks following the conference. 

Do I have to pre-register for sessions?

No, you are not required to pre-register for sessions. You are able to pre-register for sessions if you would like to build out your own schedule. 

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What is the leaderboard?

The Leaderboard is automatically filled in as attendees earn points throughout the event and everyone can keep up with it by accessing the EACE Lobby at any time!

Points breakdown:

  1. Visiting = 5 points
    - Attendees will gain 5 points by entering a session
    - It is necessary to stay in the session for at least 20 seconds for the points to apply
  2. Activity = 1 point/additional visit
    - Attendees will gain 1 point by entering a session
    - There is no minimum time required to be in a session to gain this point
  3. Downloading = 5 points/download
    - Downloading exhibitor booth's documents
    - Attendees will gain 5 points per download
  4. Chat = 20 points
    - Send a message in the exhibitor's booth chat
    - Send a direct message to one of the booth's staff members

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Where can I find the people I have connected with throughout the event?

The "People" section of the portal contains EACE20 Virtual Conference attendees and those who you have connected with directly throughout the conference.

 

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How do I interact with exhibitors in the Expo Hall?

Click on the exhibitor in the Expo Hall to view their booth.

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How do I set up my virtual exhibit booth?

Within 3 days of registration and payment, EACE headquarters will set your company up on the virtual event platform. The company representatives listed on the registration form will have access to the virtual booth and leads. Upon being set up on the virtual platform, Accelevents, you will receive an email directly from them with a link to access the back-end of the expo portal and set up the rest of your booth.

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What are the roles for the virtual exhibit booth?

  • Exhibitor Admin: This company representative is the main exhibitor in your booth. They will have the ability to update your company information within your booth. this includes information like social media links, videos, product offers, and more!
  • Lead Retriever: If your company purchases additional exhibitor representatives, they will be listed as a lead retriever. They act as company representatives for the attendees & are available to live chat from within the booth. They will not have access to the Exhibitor Portal & will NOT be able to update/change booth details.

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How do I set up a live showcase in my virtual exhibit booth? 

Zoom Live Stream: You can link your Zoom meeting room to your exhibit booth which allows you to host a live stream presentation of your product or service.

  • Zoom Live Stream Set Up:
    • Add your Zoom meeting link to the "Zoom Live Stream" field. Only paste the end digits in your zoom link.
    • Make sure to provide your Zoom password to your attendees, you can add that to your description area or provide it through the chat area in the virtual event portal. You can also turn off the password feature in your Zoom settings.
    • Start your Zoom meeting through your Zoom app. Your Zoom stream will automatically begin in your booth.
  • Your Zoom meeting will be embedded in your exhibit booth and attendees would just go to your booth, go to the "Live" tab, enter their name and click "Join." The meeting will show on their screen and they won't have to leave the virtual event portal! 
  • This feature is not meant to serve as a 1:1 meeting platform. Instead, it allows exhibitors to host a live Zoom meeting where attendees can join to learn more about your product or service and ask questions. Attendees will be able to see you, but not each other. It is recommended that if you are going to host a live showcase, you schedule it for the Exhibitor Networking Break on August 5 from 12:30 PM - 1:00 PM and August 6 from 12:45 PM - 1:45 PM. 

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How do I generate a lead?

There are two ways for Exhibitors to generate leads: 

  • Automatic Leads: When an attendee goes into your booth or chats with any of your exhibitor representatives, they will automatically be placed into your leads list. This is an Exhibitor Sponsor feature only.
  • Manual Leads: Go to the "Leads" tab under "My Booth" and click "+ New Lead." You will then be prompted to add any of the information you collect from a lead to be stored in your leads list. 

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How do I access my leads?

New Leads: In order to show up as "Available" to attendees, an exhibitor will need to go to the Expo Hall and click inside their booth. If an attendee sends a message to begin a conversation with you, it will appear in the right-hand chat bar inside of your booth. 

Existing Leads: To chat with an existing lead, go to the "Chat with a Lead" tab under "My Booth" and view all previous direct messages between you and your leads. You can also download these chats from this tab.

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How do I access my session?

Once you are logged into the Virtual Event Portal, go to the "My Talks" area where you will see your upcoming session(s). When you are ready to begin your session, click "Start your talk" and you will be directed to the backstage area. 

It is extremely important that you use the same email to register for the event as you submitted with your session proposal in Fall/Winter of 2019. If your emails do not match, your session will not show up in your virtual event portal. If you are unsure which email you used, or if you changed email addresses, please contact EACE Headquarters at [email protected]

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How do I access the backstage area of my session?

Once you click "Start your talk" you will be directed to the backstage area and will be prompted to test your speakers and camera before clicking "Join Call." 

Once in the backstage area, you will be able to see yourself and any other presenters that will be in the session with you. The attendees will not be able to see you at this point. You will also upload your PowerPoint presentation during this time. 

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How do I upload my PowerPoint presentation?

To do this, you will click the "Share" button and choose "Share a file." 

Important Note: When your file browser pops up, it defaults to only show pdf files. Make sure you allow all files to be shown using the drop-down menu next to the "file name" bar in order to share a PowerPoint presentation. 

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How do I start the broadcast?

When you are ready to begin, the session moderator should click "Start Broadcast."

Once you click "Start Broadcast," a progress bar will show up letting you know you are about to be live. It will take between 5-10 seconds after starting the broadcast for you to be live for attendees.

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Can I upload my handouts and polls ahead of time?

You can log-in ahead of time to add links or documents to the chat box and polls that attendees can interact with during the session. To do this, log-in, go to "My Talks," and select "Start Your Talk." Next, add the items you would like included and close out that browser. The items you added will be automatically save to the session portal.

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What do I do when I am finished with my session?

To end the broadcast:

  1. The moderator who selected "Start Broadcast" in the beginning should click the red "Stop Broadcast" button.
  2. Close out the browser entirely. You will then be back on the virtual event portal where you can continue participating in other conference activities.

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Do I need to cancel my reservation at the Baltimore Marriott Waterfront?

The Baltimore Marriott Waterfront will automatically cancel any reservations made within the EACE20 room block, and you will receive cancellation confirmation directly from the hotel via email.

If you have questions pertaining to your hotel reservation, please contact Jay Pierce with Connections Housing at [email protected]. For all other inquiries, please contact the hotel at (410) 385-3000.

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I already registered for the in-person EACE20 conference. Will my registration be refunded?

If you are a current registrant, exhibitor, or sponsor, you should have received an email from EACE Headquarters which includes details about receiving a credit or refund. If you did not receive this email, make sure that you are using the same email that you originally registered with. Contact EACE headquarters at [email protected] if you do not see this email. 

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I was scheduled to present at the EACE20. Will my session still be held?

All EACE20 presenters have been contacted directly regarding their conference session. If you have any questions about your scheduled presentation, please contact Programming Committee Co-Chairs, Kristin Eicholtz and Joe Santacroce.

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