WHOVA: THE 2020EAPS VIRTUAL PLATFORM
Registrants will access the EMBL Australia Postgraduate Symposium ONLINE using the Whova App. Both a Web App and Mobile App are available.
How to download the Whova App:
The Whova mobile app is available for Apple, Android and Windows devices. The Web app has been optimised for google chrome. The web app can be accessed here. The Whova mobile app is free for all attendees and can be downloaded through the app store.
How to sign in:
- Enter the email address that you registered with. To connect with the EMBL Australia Postgraduate Symposium app, you must create an account with the email address used during registration. We ask that you avoid using social media accounts to generate your Whova profile.
- Create password and type in your name.
Once you have signed in you should be taken directly to the event.
Set up your Profile:
Think of your profile as a professional landing page that will give insight into who you are and what you’re interested in. Your profile will be visible to other attendees, so make it look good. Your profile will help you build your network through the app, connecting you with other attendees with similar interests. The app will even suggest connections with attendees in the same location – a great opportunity for post-symposium meetups! We recommend setting this up straight away, but if you want to edit it later just click your profile picture at the top-left corner of the event home page.
Using the Agenda:
Please be aware of differences in time zone. The Whova web app will automatically display the time zone as AEDT. You can manually change this to your local time zone. The Whova mobile app should automatically display your local time zone.
For more tips and instructions on how to make the best of the Whova platform, please visit: https://whova.com/pages/whova-app-user-guide/
Virtual Oral Sessions
- Virtual oral sessions will be 10 minutes long with 5 minutes allowed for questions.
- Oral sessions will take place via zoom webinar. Registrants can attend these sessions via the zoom link posted in the associated agenda item in Whova.
- Presenters will receive an invitation to join their session through email. If you are presenting at an oral session you must join that session via your personal link.
- The chair will introduce each speaker. We ask that at the appropriate time presenters will turn on screen share with their slideshow open on screen and positioned on the introductory slide.
- We encourage all attendees to ask questions throughout the talk via the Q&A function. Once the presenter has finished speaking, the chair will verbalise each question.
- Please Note: If selected for an oral presentation, aside from completing your profile with photo and affiliations, you will not be required to upload any further information.
Tips for Presenting Virtually
- Make sure your camera, network and microphone work.
- Make sure your device has plenty of charge and/or is connected to a power source.
- Make sure you have received the zoom link to join the live session. If you don’t have one please request one from the organizers at email@example.com.
- Click the Zoom link. If you’ve already installed the Zoom client, the client starts automatically. Otherwise, follow the instructions to download the Zoom client and enter the Zoom meeting/webinar.
- If you need to use slides or a pre-recorded video, open the slides/video, click “Share Screen”, and select the slides/video you want to share. If you are sharing a video, please remember to check the 2 optimization options on the bottom-left of the popup.
Virtual Poster Sessions
- Posters will be uploaded to the EMBL Australia Postgraduate Symposium App in Whova (PDF Only – Max File Size: 10MB).
- Recommended Poster Dimensions: A0 (84.1cm x 118.9cm)
- Presenters will have an option of uploading a 5-minute video describing their poster (Max File Size: 50MB). Video upload is required to be eligible for Best Poster Competition.
- Posters and optional video should be uploaded by Friday 6th November. If assistance is required please contact firstname.lastname@example.org
- All posters will be available for viewing from Monday 9th November. Posters will continue to be available for viewing for 30 days.
- Session assignments will go out the final week of October.
Video Accompaniment for Posters
- Presenters will need to upload a maximum 5-minute video describing their poster (Max File Size: 50MB). Video upload is required to be eligible for Best Poster Competition.
- Presenters should import each section of their poster into a powerpoint slide ensuring each figure can be seen clearly by the viewer.
- Using the screen share function in conjunction with the recording function in zoom, presenters can easily record a voice over explaining their poster while moving through the slides of the powerpoint. For a helpful tutorial please see https://blog.smu.edu/itconnect/2017/08/23/using-zoom-create-quick-easy-screen-recordings-free/
- For an alternative method using Microsoft Powerpoint please see https://support.microsoft.com/en-us/office/record-your-screen-in-powerpoint-0b4c3f65-534c-4cf1-9c59-402b6e9d79d0
- Remember: Videos should be used to showcase each section of your poster and NOT add additional information.
Live Q&A for Poster presenters (November 11 through 13th)
- Presenters will be allocated into a group session with 10-14 other students. Over the course of the three days (Wednesday 11th – Friday 13th November) each presenter will have the opportunity to summarise their key findings in a 2-minute flash talk and take questions from the audience.
- Poster presenters will be allocated to a Concurrent Poster Session everyday (you can find yourself in the ‘My Agenda’ tab on Whova).
- There will be Zoom Meetings links published in each of the Concurrent Sessions on the Whova Agenda for you to access and join each session.
- You will be grouped with the same cohort of students across the 3 days and you will have the opportunity to present your poster as a flash talk for 2 minutes followed by a Q&A segment on one of the 3 days. Once your session has been allocated you can find it in the ‘My Agenda’ tab on Whova
- There will be Session Chairs who will facilitate the session and run the Live Q&A
- We encourage you to attend all the Sessions even if you are not up for the flash talk as we would like to encourage networking and fostering of scientific discussion with others in your session across the 3 days of Poster sessions.
- This is a great way to get feedback and present in a relaxed format with your peers so we greatly encourage your participation!
- Participation in Live Q&A sessions is optional but is a requirement to be considered for the Best Poster Competition. If you choose not to participate in the Live Q&A sessions please notify us at email@example.com
- Presenters who chose not to participate in the Live Q&A sessions will have their posters (with or without descriptive video) for viewing only.
How to upload poster/video to Whova
Poster presenters will receive an email from Whova with a link to their unique “Speaker Information” page. This email will contain comprehensive instructions on how to upload your poster and video. If you have not received this email within 5 days of receiving your presentation notification email, please contact firstname.lastname@example.org