Frequently Asked Questions: Exhibitors

Accessing Educational Sessions

Take me through how the the conference will work each day using Zoom.


Each day starts off with an e-blast to all registrants from NSWOCC summarizing the day’s Educational Program sessions. Included in the e-blast will also be the day’s Zoom link. Rather than forcing conference registrants, speakers, and exhibitors to have to log in and out of session-specific Zoom links constantly throughout the day, we have decided to have to make one link per day that registrants will sign in to. All registrants, including presenters and exhibitors (and exhibitors staff) will be prompted to log in to that Zoom link when they first click the link—only those who have registered for the conference will be able to access this link. This means that all registrants must use the same email for Zoom as the one they used to register for the conference. At any point, a registrant can also find that Zoom link by clicking on "Enter Session" in one of the Educational Program sessions, then click the "Tune in Live" button to join the webinar.




How do I access the Sessions?


It's simple - we've made it as easy as clicking on the "Educational Program" tab of the conference website. This will bring up the full listing of all sessions in chronological order. Click on "Enter Session" on any session to access more information about it including the speakers, abstract, question box, speaker evaluation, and link to tune in live.




I'm an Industry Staff Member. Do I need to register for the #VirtualNSWOC Conference?


Each Exhibitor is entitled to a certain number of complimentary registrants for the #VirtualNSWOC conference:

  • Honoured Corporate Partner: Unlimited
  • Corporate Partner: 7
  • Corporate Supporter: 4
  • Exhibitor: 2
In order to access all the Educational Program sessions (both live and recorded), Poster Library, Discussion Forum, and more, you will need to register for the conference.

The primary contact person(s) for each Exhibitor/Industry member has already been contacted with their discount code to register their complimentary registrants on the registration site here. If you haven't already registered your complimentary registrants, please go to the above link, and register them as "Non-Members". When you get to the payment window, it will ask if you have a coupon or discount code to enter.

If you would like to register more people to attend the conference, you can register more at the $95 Non-Members rate at the same link above. Please note that the Virtual Exhibit Hall and your Virtual Exhibitor Hall can be accessed by anyone online - it will remain open to registrants and non-registrants alike.




How are you showing the Educational Sessions?


All conference registrants will have access to the live sessions, which will all be shown using a platform called Zoom Webinars (by Zoom). Zoom Webinars have certain features to help make your experience participating in these sessions as easy and interactive as possible!




How will I get invited to join the sessions on Zoom?


Every conference registrant will receive an email from NSWOCC detailing their registration for each day's sessions. This email will include a calendar invite and link to join that day's sessions. You will also get a reminder email with the link again closer to the start of the day so you can easily find it in your inbox. Remember - all emails will be sent to the same email you used to register for the conference. You will need to use your same email address to access Zoom and the Educational Sessions.




I don't see an email with the link to join the educational sessions on Zoom


Remember - all emails will be sent to the same email you used to register for the conference. You will need to use your same email address to access Zoom and the Educational Sessions. If you can't seem to find any emails from NSWOCC in your inbox, please check your junk/spam folder just in case. Make sure to add office@nswoc.ca to your contacts if you haven't already to avoid this in the future.




I wasn't available right at the beginning of the day...can I still attend these sessions midway through the day?


If you aren't able to join right at the beginning, don't worry! You can still join midway through the day and will be brought to the live feed.





Using Zoom


Rapid Fire Sessions

How will a session be introduced?


Each session starting with the first one of the day will be introduced by one of Cathy Harley (NSWOCC CEO), Mary Hill (National Conference Planning Committee Chair), and/or K im LeBlanc (WOC Institute Chair), who will be the moderators for our #VirtualNSWOC conference. After they introduce the session, the recording of the session will be played for all those in attendance. Once the recording ends, the live question & answer period will begin, if time permits.




How does a speaker or presenter answer questions live if the session is recorded?


20 minutes before a session starts, the moderators will email the speaker/presenter for that session to join the Zoom link as a “Panelist”. What are Panelists? Unlike a “Host” (the moderators), a Panelist is given the ability to respond to any questions coming in from registrants through the Q&A Feature on Zoom LIVE as the session recording is play. (See attached document for a description of the Q&A feature with visuals). There can be up to 3 Panelists per session. For example, if there are multiple presenters on a topic, or if a an Exhibitor would like to have multiple staff available to answer quests for their Rapid Fire Session. However, we have found that having multiple Panelists try to answer questions at the same time aloud can sometimes be confusing or ineffective—please use your best judgement when deciding how many to appoint. All panelists must be confirmed with NSWOCC by Monday, May 18th at 11:59pm. Please confirm your Panelist with NSWOCC by completing this form.




What are Panelists?


Unlike a “Host” (the moderators), a Panelist is given the ability to respond to any questions coming in from registrants through the Q&A Feature on Zoom LIVE as the session recording is play. (See attached document for a description of the Q&A feature with visuals). There can be up to 3 Panelists per session. For example, if there are multiple presenters on a topic, or if a an Exhibitor would like to have multiple staff available to answer quests for their Rapid Fire Session. However, we have found that having multiple Panelists try to answer questions at the same time aloud can sometimes be confusing or ineffective—please use your best judgement when deciding how many to appoint. All panelists must be confirmed with NSWOCC by Monday, May 18th at 11:59pm. Please confirm your Panelist with NSWOCC by completing this form.




How do our Panelists answer live questions aloud?


Panelists also have the ability to click “answer live” to notify registrants that they plan on answering this question orally when the session recording is complete. Once the session recording is over, the Moderators will provide a brief oral cue to the Panelists, signalling that “we will now proceed to the question and answer period.” Then, the Panelists will may speak aloud to respond to any questions that have come in. Staying on time Please keep in mind that Moderators are there to make sure the sessions move smoothly from one to another—this means that we must stay disciplined to our allotted time available for each session and that they do not run into the time allotted for another scheduled session. If you a educational session recording leaves you with less than 2 minutes remaining for questions and answers, the Moderators will indicate that “any additional questions can be asked by visiting the educational session page on the Educational Program tab of the #VirtualNSWOC Conference website, where you can pose it directly to one of the panelists.” If a recorded Rapid Fire Session ends with less than 2 minutes remaining for questions and answers, the Moderators will direct the registrants to visit that Exhibitor’s Virtual Exhibitor Booth to pose a question to them directly. All questions that were posed in the Q&A featured during your session will be saved and emailed to you at the end of the day so you have a record of them.




What if we don't have time to answer every question during our session?


All questions that were posed in the Q&A featured during your session will be saved and emailed to you at the end of the day so you have a record of them. If you a educational session recording leaves you with less than 2 minutes remaining for questions and answers, the Moderators will indicate that “any additional questions can be asked by visiting the educational session page on the Educational Program tab of the #VirtualNSWOC Conference website, where you can pose it directly to one of the panelists.” If a recorded Rapid Fire Session ends with less than 2 minutes remaining for questions and answers, the Moderators will direct the registrants to visit that Exhibitor’s Virtual Exhibitor Booth to pose a question to them directly. Staying on time Please keep in mind that Moderators are there to make sure the sessions move smoothly from one to another—this means that we must stay disciplined to our allotted time available for each session and that they do not run into the time allotted for another scheduled session.




Do Rapid Fire Sessions need to have a live Q&A?


As a National Conference Exhibitor, you have the opportunity to showcase your company’s product(s) during a specific time during our Educational Program as a part of the “Rapid Fire Session”. Your time slot has already been shared with you, but you can easily find it by visiting our Educational Program on this website here, or at a glance in the PDF version under "Educational Program" in the navigation menu. You can choose how you’d like to use that allotted time—if you’d prefer to use the entire time for your video recording and direct all questions to the form on your Virtual Exhibitor Booth for example, you are welcome to do so. If you’d like to have a short video with a longer question and answer period, you may do that as well. Just keep in mind if there is less than 2 minutes remaining for questions after your recording is play, the moderators will not open the session to live questions and answers.





NSWOCC

66 Leopolds Drive

Ottawa, Ontario K1V 7E3

Toll Free: 888-739-5072

Email: office@nswoc.ca

A special thank you to our Honoured Corporate Partners:

1/1

© 2020 by NSWOCC