Virtual Conference Support and FAQ's
Here are answers to the most common questions about logging into the conference website, navigating the site, joining and participating in live sessions, and resolving common Zoom issues. If you can’t find the answer to your question here, please contact us @ firstname.lastname@example.org.
- Registration and Logging In
- Navigating Sched and Joining Live Sessions
- Adding and Viewing Sessions on My Sched List
- Support in Live Sessions (Zoom)
You must be logged in to the conference platform - Sched - to view the full session schedule, reach the pages where you can access links to live and on-demand sessions.
If you haven’t yet registered for the conference:
You must also create a free Sched account (conference platform). You will receive an email invite from Sched to create an account/passcode after registering to attend with CAEE. Contact Nicole at email@example.com to have the invite re-sent.
Where do I log in?
What is my username and password?
Use the Sched username and password for the account you created during the registration process to log in to the conference site.
I forgot my password on Sched. Can I reset it?
Yes, there is an option to reset your password when you go to log in. Click “Forgot password?” to reset.
- I am registered and I have my username and password, but still can’t log in. What do I do?
Contact us at firstname.lastname@example.org for help with logging in.
- How long will I have access to the conference content?
All conference content including recordings of live and on-demand sessions will be available until August 31, 2021.
All live sessions will take place in Zoom. Each session page in Sched includes a link to the appropriate Zoom meeting room. You must be logged in to Sched to view session pages and links to live sessions.
- How do I join a live session?
To find a live session, navigate to the schedule in Sched, and then to the session’s session page. Each live session includes a link at the top of the page that says “Open Zoom.” Clicking the link will take you to the session on Zoom. If the session has not yet started, you will be placed in a waiting room until approximately five minutes before the session is scheduled to begin.
Can I join a live session before it starts or after it has already started?
The time of each live session is listed at the top of the session page. We recommend joining live sessions a few minutes before the scheduled start time to be sure that your technology is working correctly. About five minutes before the session begins, moderators will admit anyone in the session’s waiting room into the session. You can join or leave in-progress sessions at any time. If you lose your connection, you can rejoin at any time. Each session has a limit of 100 attendees.
- I clicked the button to “Open Zoom” and the session didn’t open. What do I do?
When you click the button to join the live session, a new window should open, prompting you to open Zoom Meetings. Click “Open Zoom Meetings” to be taken to the session. Alternatively, you can join the session from your browser by selecting “join from your browser.”
- Do I have to sign up for sessions in advance?
No! Just click the button that says “Open Zoom” on the session page to join any live session. The only exceptions are:
Virtual Nature and Forest Therapy Walk session - Limit 12 people - Sign up with Zuza directly via phone (text or call): 720-606-3117.
What do I do if a session is full?
Each session has a limit of 100 attendees per session. If your chosen session is full, please join another concurrent live session. All sessions will be recorded and available after the conference for viewing.
Where can I get more information about the conference?
When you login to your Sched profile at https://advancingeeconference2020.sched.com/ you can view information about Exhibitors, Sponsors, Sessions/Schedule and Important Highlights.
How do I add a session to my personal conference schedule?
On the main schedule or on each session page, you will see a circle next to the session title. Click on the circle to add the session. You can access your My Sched under your account page.
Can I Print My Sched?
Yes. View Schedule by clicking on My Sched under your account profile. Then select the print button on the right hand side of the screen.
If you are experiencing issues with your audio, video, or another technical issue while you are participating in a live Zoom session, send a chat message to the session room host/moderator. Room moderators will identify themselves at the beginning of each session and will be labeled as the “host” in the chat box. If you are unable to reach the host or the host cannot help resolve your issue, please contact Nicole at 303-885-4596 or email@example.com.
We recommend that you use your video to facilitate interaction with other participants at the beginning and end of each session and in breakout rooms. However, to keep a high video quality, we will recommend turning your video off while a presenter is actively presenting. Additionally, if you need to step away or address an interruption, we recommend turning your video off.
Participant audio and video will be enabled during concurrent sessions (which will be run as Zoom meetings). You can test your audio and video in advance here.
- I can’t hear anyone/no one can hear me. What do I do?
If you can’t hear anyone, check your computer’s volume setting to ensure that the audio on your computer isn’t muted.
If no one can hear you, check that you aren’t muted (the microphone icon at the bottom left of the zoom window has a red slash when muted). Or you may have closed the pop-up window that opens as you join the session and asks how you will join the audio for the session. If this is the case, you can select “Join Audio” at the bottom left corner of your Zoom window. Then, double check that you aren’t muted.
How do I mute/unmute myself?
All participants are muted upon entry to a session. The moderator will keep participants muted unless there is an interactive segment that involves active discussion. Mute/unmute yourself by clicking on the microphone icon that is located at the bottom left of your screen.
My video isn’t working.
First, check that your video is turned on by checking the video icon at the bottom left corner of your screen. If there is a red line through the camera, your video is off. Simply click it to turn your video on/off.
If you get an error message when you try to turn on your video, the webcam may be blocked. To fix this issue, go to your computer's camera settings and make sure the toggle under the “Allow apps to access your camera” is on. If you have multiple cameras, mics, or speaker systems, make sure that you’ve selected the right one in your Zoom settings.
Another possibility is that another program on your computer is accessing your camera. Make sure all other programs that use your camera are closed.
How do I turn my video on/off?
Locate the video icon at the bottom left of your screen. If there is a red line through the video icon, your video is off. Simply click it to turn your video on/off.
How can I tell if I’m on camera?
You can usually tell if your video is on by checking for a light near your camera. If that light is on, then your camera is on. You can also check the video icon at the bottom left of your screen; a red line through the video icon indicates that your video is off. Click the icon to turn your video on/off.
I can’t see the other participants’ videos.
You may need to adjust the screen view. Select Active Speaker View to feature the image of the person who is speaking. Select Gallery View to see multiple images at once. Gallery View Strip stacks videos in a vertical or horizontal strip across the top or side of your screen. Gallery View Grid displays videos in an adjustable grid.
To minimize the video panel, select the minimize icon.
Using the Chat Box
During live sessions, chat offers an opportunity for participants to communicate with the presenters, the moderator, and with each other. Many participants like to use the chat to identify themselves upon entry to the room, with a greeting like, “Hi! This is Bill joining from Tucson, AZ!” Chat is also usually the best way to ask questions during your session. You can chat with everyone in the room, or direct your message to the host/moderator or a specific participant. If you need support during the session (for example if you’re having a problem with audio or video), use the chat to send a private message to the host/moderator.
Where is the chat?
Locate “Chat” in the taskbar at the bottom of your screen. Click the button and the chat will appear.
- How do I send a direct message in a Zoom session?
Locate the “Chat” button in the taskbar at the bottom of your screen. When you open the chat, you have the option to send a message to everyone or directly to another person in the meeting. To ask for help, you can message the moderator directly (they will always be the “host”) or send a message to everyone.
- How do I ask my question during a session?
You can ask a question in one of three ways:
- Type your question in the chat.
If you don’t want everyone to see your question, send it directly to the presenter or moderator/host.
- Raise your hand.
In the taskbar, you should see an option to provide nonverbal feedback. If you click this button, you can raise your hand. The moderator will keep an eye out for raised hands.
- Unmute yourself and ask. Depending on the session, the presenter may invite participants to unmute themselves and ask questions.
My internet isn’t stable, how do I call in?
If you are already in the meeting, you can access call-in information by clicking the up arrow next to the microphone icon at the bottom left of your screen. Then select “Switch to phone audio” and dial in, entering the Meeting ID and Participant ID listed.
If you plan to join the meeting by phone and not with the zoom link provided on the session page contact us prior to the conference start at firstname.lastname@example.org or 303-885-4596.
How do I join a breakout room?
For sessions that elect to use breakout rooms, the moderator will assign participants to breakout rooms. When the moderator launches breakout rooms, a window will pop up directing you to join a breakout room. Click “Join Breakout Room.” You will be taken out of the main room and sent to your assigned breakout room. When the moderator ends breakout rooms, you will be notified and given the option to return to the main room immediately, or in 60 seconds.
How do I leave a session?
At the bottom right of your screen, you should see a red button that says “Leave.” To leave a session, click “Leave.” You can rejoin a session in progress (or join a different session) at any time during the session by returning to the session page and clicking on the link to join the session.
How is CAEE protecting against Zoombombing?
We’ve put settings in place for every session to protect against Zoombombing:
- Links to live sessions are not published publicly. Links to live sessions are only posted on session pages, behind a password-protected area of the website.
- All sessions are password enabled.
- Participants are muted upon entry. The host can mute any participant who is being inappropriate.
- Participants are sent to a waiting room before they are admitted to the session by the host (moderator).
Help us keep the conference secure by not posting or sharing the Zoom links with anyone. All participants should register, log in to the conference website, and join live sessions exclusively from session pages.
Check out this great user guide by Remo - User Guide