Program Participant Virtual Meeting Instructions & Access

Please carefully review best practices and tips below for a successful virtual meeting.  

Access: Sign into the virtual meeting platform using your APSA username and password. If you need help with your credentials, email membership@apsanet.org. To access a session, go to the “Program” tab and search for the panel/event you’re looking to join – and click “Join Session” to the right of it.  

Note: All panels will be recorded. If you wish to opt-out of your recording being shared, please complete this form

Download the Participant Guide!

The participant guide includes instructions and tips by role and presentation type. It also contains information about what to expect when you access the system.

Preparation Tips and Timeline for the Annual Meeting

Watch a recording of the APSA First-Time Attendee Session that took place on Thursday, September 3, 2020.  Important meeting FAQs were addressed during this event. Download and watch here.

 

  • The evening before your presentation or participation:
    • Power off your computer. Like humans, machines need rest.
    • Ensure your device, operating system, and Zoom updates are installed in advance of the meeting time.
  • On the day of the meeting:
    • To the extent possible, have a private area with minimal interruptions.
    • If at home, consider not having other individuals stream at the same time, if possible.
    • If using a laptop, plug it into the charger.
    • Be in a room with a strong internet connection
    • If you have ability to use a wired connection (an ethernet cable), this is recommended
    • If possible, limit other internet connections on your network during the time of your presentation
    • Consider a headset with a microphone and earphones and test the sound in advance to ensure others can hear you clearly.
    • Make sure that the main light source in the room is in front of you.  We recommend you do not have a window or bright light behind you.
    • Keep system usage to a minimum. Minimize system resources by only having windows or applications open that you need for the meeting or presentation.
  • Just prior to your session and during your session:
    • Log into the virtual meeting platform 15 minutes prior to the start of the session (note: Zoom meetings should not start until their official start time, due to other meetings in progress)
    • Silence or power off your phone.
    • Be aware of where your device camera is. Make sure it is at eye level and look at the camera when delivering your comments in order to facilitate better engagement with the viewers. If you are presenting formal remarks, be sure to rehearse in front of a camera so that you can see how your delivery will look.
    • If you are presenting, be sure to have a water nearby.
    • Avoid busy backgrounds.
    • Keep your slides concise.
    • Be respectful of the time available for all participants and the Q&A.
    • Refer back to other points you’ve made in case a participant joins late.
    • Mute your line if you are not presenting to reduce background noise.

Room Setup
Most panels will take place in a broadcast room. A few meetings and all receptions will take place in a Zoom room.

Broadcast Rooms (Panel Rooms)
To join a broadcast room, the panelists and attendees will click the join button next to the session. When program panelists join, they will see the presenter view. In a broadcast room, panelists will have access to sharing their video, audio, and their screen inside of the web browser. There is also a live chat and a submitted question boxes, as well as a tool to launch polls.  Here is an example of what a panelist will see when they log into the room: 

 

Attendees will have the ability to submit a question, engage in the live chat, and participate in the polls. Here is an example of what they will see when they join the meeting:

Zoom Rooms

To join a Zoom room, the hosts and attendees will join from the meeting platform. A BAV tech will join the room and give the host responsibility to the listed chairs. 

The chair/host will then have the ability to share video, audio, and their screen. They can also mute all attendees and allow others to share their screen.  They can launch polls, but the polls must have been submitted to APSA by August 21 in order to be available. Read more about launching polls>>

Chairs can also breakout the main room. Read more about breakout rooms in Zoom»

Depending on the features the chair has in place, the attendees have the ability to share video, audio, and their screen. They can also participate in the live chat.