Are you attending an event in our virtual venue? Here you will find everything you need to know, from logging on and navigating the portal, to attending sessions and engaging with other delegates.
Getting started
You will be sent an email a couple of days beforehand from the conference inbox. Make sure you check your junk folder if you haven’t received it and if it’s not there, then contact the event organiser. The email will detail the joining instructions including the portal link, your personal email address to be used as your log-in and a pin. Make sure that you use Google Chrome to access the portal.
When you first log on, there is a 2-minute welcome video explaining how to navigate the portal. We recommend joining the event 10 - 15 minutes early to review the video, set up your mic & camera, and familiarise yourself with the site. There are FAQs and live technical support available (accessible at the top right of the portal).
When you first access the portal, a short video will demonstrate how to update your Profile and you will then be taken to the ‘Event Check In’ page, where you can update your profile, capture or add a profile photo and review your privacy settings. To edit or change these settings, please click on your profile photo at the top right of the screen and select My Settings.
If you’ve set a profile picture but can’t see it, go back to the Timeline and refresh your data by clicking your initials/profile image in the top right corner of the portal, then select ‘Refresh Data’. If this isn’t successful, try logging out of the portal then back in again using your email address and pin provided. Finally, if this doesn’t work, log-out again, close your browser, re-open Google Chrome and log-in to the portal again.
At the event
When you log in, you will be able to see your own ‘Timeline’ which details all sessions available for you to join including plenary sessions, networking and breakout sessions, the Meeting Hub, Virtual Exhibition, Poster Sessions, the Resource Gallery and any other functionality being used as part of the event.
To get to the next session click on ‘Back to Timeline’ in the top left corner of your screen. Do not click the back button on the browser as it may log you out of the portal. Once you are in the Timeline, you can join any other session, networking activity, Meeting Hub, Virtual Exhibition, Poster Session, Resource Gallery and more.
When you log in, OnAIR will request access to your camera and microphone. You should allow both of these.
You will not be seen or heard unless you are in a networking session. In which case you will have the option to be seen or heard - you will have a button with a picture of a mic or camera (for audio/video) that you can use to mute your mic or camera. If you don’t have these options visible to you then you aren’t able to share your mic or camera in the current session and won’t be heard or seen by the other attendees.
If you visit the ‘Meeting Hub’ you will have a list of attendees, where you can select them to view their profile and options to make contact with them.
If you don’t wish to appear in the hub you can opt out, and this can be changed in your Profile Settings.
When you visit ‘Exhibitions’ you will be able to wander around the hall and select any stand you wish to visit. You can also ask to have a virtual conversation with a specific exhibitor.
The exhibitor sees a list of attendees in a queue and chooses one at time to have a video conversation with. Once you are in the queue you will need to wait for the Exhibitor to bring you into the conversation. They may be wrapping up their current presentation so you may need to wait for a minute or two until they are finished.
Exhibitors can share a PowerPoint slide deck, and optionally, the interaction can be recorded. Even if the virtual exhibition hall is not open, attendees can still visit it and view exhibitor profiles and download brochures in advance of the exhibit hall opening.
Any notes that you take throughout the event can be exported by selecting the Export icon in the top right of the screen near your Profile image.
In addition, all Meeting Hub connections you have made with other OnAIR participants will save their contact information, that you can export using the Export option as well.
Troubleshooting
Please email the designated contact within your log-in email who will provide you with assistance.
This is a commonly asked question and there are different reasons why this would happen. Remember, the OnAIR portal will run a device check when the you first log in to the portal. If the browser hasn’t been enabled to allow your mic or webcam it will prompt you to allow it.
You can check the following:
A) Quickly refresh your OnAIR Portal
1. Click your initials/profile image in the top right corner of the portal.
2. Select Refresh Data.
B) Reset or review your browser permissions for your camera and microphone
1. Right click on the padlock icon in the URL bar and make sure Mic and Camera are both set to allow.
2. Clicking on Site Permissions brings you to the full Site Permissions page for the Chrome Browser.
C) Check your camera and microphone settings
In your Live Support Chat Box, please click on Check Camera & Mic in the lower right corner. This will let you select the correct camera and microphone. You know your video is correct when you can see your video.
D) You may be having a browser issue. Are you using Google Chrome? That is our recommended browser.
E) Your browser may not be allowing your audio or video. Are you able to go into your browser settings and make sure your browser is allowing use of your camera and microphone? (See ‘A’ above for steps).
F) Are you on your office network? Some networks have firewalls that prevent these types of connections. One way to test this is to connect to a different network, even using your own mobile phone’s mobile hotspot. If you can use your microphone and camera, this will probably mean your office network is causing the issue.
Firstly, check via the online Q&A chat or Discussion Forum if the other attendees can see the speaker. If other attendees can see the presenters, then please action the following:
A) Are you using Chrome as your browser? Google Chrome is the recommended browser to use with OnAIR.
B) Refresh your OnAIR Portal:
1. Click initials/profile image in the top right corner of the portal.
2. Select Refresh Data.
Firstly, check via the online Q&A chat or Discussion Forum if the other attendees can hear the speaker. If other attendees can hear, then please action the following:
A) Are you using Chrome as your browser? Google Chrome is the recommended browser to use with OnAIR.
B) Refresh your OnAIR Portal:
1. Click initials/profile image in the top right corner of the portal.
2. Select Refresh Data.
C) If you can’t hear any audio, try clicking on the MUTE/UNMUTE control on your video player.
D) If you can’t hear any audio, make sure your computer’s audio control is NOT set to MUTE and the volume slider is NOT set to zero.
E) Make sure your audio is not being played to a different audio device.
Message ‘Live Support’ on the event portal at the top right of the screen.