🌐 Virtual Experience

Depending on the event, some features might not be available to you.

Which browsers are supported for the web app?

Do I need special equipment or software to participate in the virtual event? 

How can I access a virtual session? 

What are the different types of virtual rooms? 

How can I see who else is in a virtual room? 

How can I submit questions to speakers in a virtual room? 

How can I participate in live polls in a virtual room? 

How can I join a group chat in a virtual room? 

Are the virtual sessions being recorded? 



Which browsers are supported for the web app?

We recommend using Google Chrome as your browser to ensure stable and consistent access to the virtual rooms. The web app is compatible with the latest versions of Google Chrome, Firefox and Microsoft Edge. The web app is not compatible with Internet Explorer.


Do I need special equipment or software to participate in the virtual event? 

Attendees do not need to download any software or use special equipment. 


How can I access a virtual room? 

If a Virtual Room is enabled for a session, you will find one of the following buttons on the session detail page:

Virtual room is closed: When the virtual room is closed, the chair has yet to open the room for the attendees. This is like when the doors are still closed during a live event.

Enter virtual session: When you see the green button, the chair has opened the room, and you can enter by clicking on it. This does not necessarily mean that the broadcast started. This is as if the doors are open, and you can take a seat. If the session has not yet begun, you will see a holding slide. The session will start at the time shown on the programme. 

View slides: When you see the button 'view slides', an on-demand room is available where a PDF, introduction video, audio description and chat are available (depending on what is enabled by the organizer).

If a lock appears on a virtual room button, this means that you are not allowed to access it. Contact the organiser to get more information.


What are the different types of virtual rooms? 

There are four types of virtual rooms:

  1. The first type of room is called a Moderated room. This type of room is used for parallel and plenary sessions. Within this room, you can join live as an attendee and participate in the chat, Q&A and voting polls (if enabled by the organiser). No one will see or hear you as an attendee in this room type.
  2. The second type of room is called a Hosted room. This type of room is used for poster presentations or round-table discussions. Within this room, you can join live as an attendee with your microphone and camera enabled. If you enter the room, both will be disabled by default. There is a limit of 15 attendees per room. If you try to enter the room and the room is full, you will be notified. When you join the room:
    - Use a quality headset and a high-quality camera.
    - Test your audio and video as you join the session.
    - Position your webcam at eye level and make contact as much as possible.
    - Mute your microphone when not speaking.
  3. The third type is the on-demand room. This type of room is used for posters. Depending on what is being added by the host, you can look at the PDF, watch an introduction video, listen to an audio recording, and chat about the posters with other attendees.
  4. The fourth type is the one-to-one private video meetings. This type of room is created when you scheduled a meeting with another attendee, and you added a virtual room. This room will be only available for you and the invited attendee or representative (see How can I arrange a video meeting with another attendee?).

Note! It can be that a poster has an on-demand room throughout the conference, but at a specific time, it turns into a hosted room. During that time, you can interact live with the poster presenter and other attendees. 



How can I see who else is in a virtual room? 

Within a Moderated room, you will find a tab called Attendees. Here, you can see all the people in this virtual room. By clicking people in the list, you can view their profiles and add them to your contacts, send messages or schedule meetings.

Within a Hosted room, you will see all the attendees on the right side. If their camera and microphone are enabled, you will see and hear them live. If you click an attendee, you can see their profiles and add them to your contacts, send messages or schedule meetings.


How can I submit questions to speakers in a virtual room? 

Within the Moderated rooms, you will find the Q&A tab. Here, you can send your questions to the chair and speakers. Your question will not be visible directly: a moderator or speaker needs to approve and make the question visible to the attendees. You can like visible questions by clicking the heart icon. This will make it more likely that they will be answered. Note that your name will be displayed together with your question.


How can I participate in live polls in a virtual room? 

If you are in a Moderated room and the speaker announces that Voting will be started, the question appears in the slides frame as soon as the speaker has opened it for voting. Select the option you want to vote for and press Save Vote. The results will be visible when the voting is closed or when you submitted your answer. Your name and selected option are not shown to the audience.


How can I join a group chat in a virtual room? 

Within a Moderated room and Hosted Room, you will find a tab called Chat. Here, you can enter a message in the text box and hit Enter or click Send to send it. All other attendees, moderators and speakers in the room will then be able to see it and reply. You can delete your own messages by hovering over the message and clicking the trash icon.


Are the virtual sessions being recorded? 

The Moderated sessions are being recorded. If decided by the organiser, they will be made available on the platform after the event.