Online Event FAQs

Online Event

Please click the image below to download a helpful guide to assist with your participation in the 2021 eResearch Conference.

Online or ‘virtual’ conferences make it simple to meet, communicate, learn, and connect when some people are unable to come together physically at an event.

Featuring an online component where the conference content is broadcast allows people to participate from anywhere in the world – in fact, it is likely that you will have the chance to engage with an entirely new global audience of industry colleagues.

Online conferences allow professional development and education to be delivered ‘remotely’, and provide an important opportunity to share and engage with industry colleagues and providers, in a convenient environment.

As an added bonus – there are no travel and accommodation expenses when accessing the conference remotely, meaning the carbon footprint is reduced!

You will be provided with a unique log-in to access presentations and networking online, from the convenience of your office or home.

Many familiar aspects of eResearch will be carried forward for the online event, including opportunities to hear from reputable invited speakers, a range of presentations and networking options.

Some sessions will be LIVE and other presentations may be pre-recorded.

There will be the opportunity for LIVE ‘question and answer’ with presenters (Q&A) at the prescribed time of the session.

We anticipate all conference presentations being available for on demand viewing following the conference for a period of 3 months.

Time will be allocated for networking online with other delegates.

No, there will be a fee to gain access to and participate in the online conference.

While some costs associated with a physical event are removed when a conference is held online, new costs are incurred for the resources and technology required to produce a streamlined and professional online event.

AeRO recognises COVID-19 is having a significant financial impact on some sectors of the community which may render attendance at the conference unaffordable.

In addition to offering heavily reduced registration fees, some financial assistance is being provided by AeRO to individuals who are unable to fund their attendance at the conference.

For a confidential discussion please email AeRO CEO, Dr Phil Gurney (phil@aero.edu.au)

Prizes are on offer for completing various tasks during the conference such as uploading a profile photo, attending sessions, asking questions, viewing posters in the poster gallery, visiting exhibitor booth and meeting with exhibitors.

Registration

A personalised link will be sent to you via email 2 weeks prior to the event. Please check your junk folder if you do not receive the access email.

If you do not receive the email at least 5-days from the event, please contact mail@conferencedesign.com.au to have it re-sent to you.

All full delegate registrations for the 2021 eResearch Conference will include the following:

  • Access to all online conference sessions
  • Access to online networking sessions
  • Access to the online meeting hub to send messages and take video calls with other attendees
  • Access to an online exhibition hall
  • Access to an online poster gallery
  • Access to recorded sessions post event
  • A ticket to one in-person conference event at your nearest Hub/Node location

Fore more information and to register visit: https://conference.eresearch.edu.au/registration/

No. All payments need to be received to Conference Design before the online portal link will be sent to you. Full payment of your registration fee is due within 14 days of submitting your registration for the event.

The call for BoF Session, Oral Presentations and Lightning Talks is now closed.

If you have missed the deadline and would like to submit an Oral Presentation or Lightning Talk abstract please contact mail@conferencedesign.com.au as the committee may consider late submissions.

The call for Poster submissions will remain open until 10 September.

Early and presenter registration closes on 10 September.

Program

During sessions, there is a Question & Answer (Q&A) function where you are able to ask presenters questions by typing in the text field.

At the end of each concurrent session stream, there will be a Q&A session for all speakers if the presentation has not run over-time.

Questions posted during the session will be moderated by the session chairperson. Only the session chair and presenters will be able to speak or be seen.

Following the sessions, you will have the option to contact the presenter/s through the ‘Meeting Hub’ – which is like an online meeting room – with further questions.

The program session times are shown in AEDT time (which commences on Sunday 3 October). The committee considers all Australasian time zones and those of other regions where delegates will be based when creating the program. To check your timezone please click here.

You will be able to change the timezone in the online conference portal, so that session times reflect your timezone.

The online conference will feature a combination of pre-recorded and live presentations. Further information regarding the program will be available shortly.

All sessions will be delivered (whether live or prerecorded) at the programmed time and we anticipate all conference presentations being available for on demand viewing following the conference for a period of 3 months.

Please get in touch if you would like to know more about this element of your conference – mail@conferencedesign.com.au

Yes, there will be an online Poster gallery which can be viewed at any time throughout the conference.

You will be able to connect with the Poster presenters via the Meeting Hub during the event.

A dedicated poster session is planned, which will give presenters the opportunity to network and engage directly with conference attendees.

Networking functions will be featured as part of the conference program and these will be conducted in ‘real-time’ for conversation, brainstorming and networking.

In addition to online opportunities, all delegate regstrations include a ticket to one in-person conference event at your nearest Hub/Node location.

At online or ‘virtual’ exhibitions, delegates can engage one-on-one with exhibitors. Exhibitor information, downloadable brochures, exhibition opening times, and engagement in ‘instant meetings’ with exhibitors are just some of the features available to all delegates via the online platform.

Through the ‘contact exchange’ feature, exhibitors have access to a ‘Lead Generator’ which allows exhibitors to capture specific information from delegates (who have given consent), for follow-up after the event.

The Meeting Hub is a feature of the online system which allows you to engage in real-time discussions with other attendees and exchange contact details.

Users can communicate via direct message, live chat, video call, arrange set meetings, and export the contacts they have gathered, at any point throughout the event.

When using Meeting Hub delegates search for attendees, request meetings, and once accepted, engage in video conversations.

Sponsor and exhibitor representatives are also permitted to access the Meeting Hub.

Presenting at the Event

Speakers will be sent information on the lead up to the event about the specifics of their presentation.  The detail of this will be determined by the presentation type, whether the session is pre-recorded or live-streamed, and several other factors.

Please contact the Conference Design team at mail@conferencedesign.com.au with any questions.

If you have submitted an abstract and wish to withdraw your submission, please contact mail@conferencedesign.com.au immediately.

Software

If you will be participating in the conference from within your workplace, you will need to ensure that your workplace firewall does not block access to the streaming platforms of the sessions and networking functions. You should check access with your IT department as early as possible as it may take a few days or weeks for your request to be processed.

Below is a list of all the streaming platforms that will be used during the online conference. Your IT department will need to allow these programs to enable you to access the online events.

*These are not weblinks and cannot be tested through pasting them into an internet browser

  • AirCast
    • livefeed.aircastcdn.com
    • studio.aircastcdn.com
    • hls.aircastcdn.com
    • live.aircastcdn.com
  • Vimeo
    • player.vimeo.com/log
    • player.vimeo.com/crossdomain.xml
    • av.vimeo.com/crossdomain.xml
    • vimeocdn.com/p/2.1.18/js/player.js
    • vimeocdn.com
    • vimeocdn.com/p/2.1.18/css/player.css
    • player.vimeo.com/play_redirect
    • player.vimeo.com/video/<VIDEO_ID>
  •  Twilio
    • The IP addresses used for Twilio REST APIs are highly dynamic, and span a large range, so it’s impractical to list each of them. Instead we recommend you allow all outbound HTTPS traffic to any *.twilio.com subdomain
  • Vonage
    • https://prov.vonage.com
    • https://ztp.polycom.com
    • https://provisioning.e-connecting.net

Please note: If you are accessing the platform using Google Chrome, then you should experience no issues gaining access to the online conference portal from within your workplace. If the above sites are not whitelisted, then your organisation may block access to the streamed presentations and conference sessions and you will not be able to watch any of the sessions.

If you have any concerns about accessing the online conference portal, please email mail@conferencedesign.com.au

You will not need to download specific software to participate in the event.

We’ll send you a web-link prior to the commencement of the event which gives you access to our online conference system called OnAIR, which is where you’ll watch and participate in the conference.

OnAIR:

  • Works most effectively when using the Google Chrome internet browser.
  • Integrates with Zoom which is fully embedded in a personal and secured environment.
  • Provides full online support before and during the event for attendees, speakers, session chairs and exhibitors.

It is recommended for optimal use of the platform to access the OnAIR portal on a desktop computer or laptop and in Google Chrome.

Click the below image to install Chrome.

Networking sessions use Twilio. If you are accessing the online portal via a work computer/network, visit https://networktest.twilio.com/ to test if your network allows you to access this program.

You will not need to download specific software to participate in the event. You will be provided with a web-link prior to the commencement of the event to our online conference system called OnAIR.

OnAIR:

  • Designed to be accessed using Google Chrome as the internet browser.
  • Works most effectively on desktop computer or laptop.
  • Provides full online support before and during the event for attendees, speakers, session chairs and exhibitors.

Technical Support

This will refresh the portal data and can fix many issues such as:

  • Profile picture not updating
  • Sessions not working or showing an incorrect video
  • Changes made to the timeline that aren’t displaying for the attendee
  • Audio/video issues.

This is generally one of the first steps you should follow if you are experiencing technical difficulties.

Click the below image to enlarge.

Open the page inspector in your browser.

This can be done by:

  • Right-clicking on the page and selecting inspect
  • Pressing F12
  • Pressing Ctrl + Shift + I

A window will open in your browser.

Right-click on the refresh button, found to the left of the URL bar, and select Empty Cache and Hard Reload.

Click the below image to enlarge.

To check these settings have been allowed:

  • Right-click on the padlock icon in the URL bar.
  • Make sure the Microphone and Camera are both set to allow.
  • Changing these will block your browser from using these devices.
  • Clicking on Site Permissions bring you to the full Site Permissions page for the Chrome browser.

Click the below images to enlarge.

Click on the lock icon in the URL bar and then click cookies.

Then in the blocked section allow cookies relating to the OnAIR portal to allow the session to run.

Click the below images to enlarge.

To check this:

  • Right click on the speaker icon (lower right corner).
  • Select open volume mixer.

If there is a dropdown arrow on the device option, it means their computer is using multiple audio devices and the sound might be going through a different device.

 

 

 

 

To disable the other devices right click on the speaker icon again and select open sound settings. In the sound settings select manage sound devices.

Select any device not in use and disable them. Then, close the portal and then re-open it.

Click images to enlarge.

Click images to enlarge.

To check what extensions are currently running in Google Chrome:

  • Select the icon in the top right that looks like three vertical dots.
  • Select More Tools.
  • Select Extensions.

 

 

 

 

 

 

 

In this window, you can check which apps and extensions are currently running in an attendee’s browser.
Certain apps and extensions can block the OnAIR portal and cause issues with video/audio/connecting to sessions (such as ad blockers, pop up blockers, etc.).
Extensions and apps can be turned off by selecting the blue slider icon in the bottom right corner of each app/extension.

 

 

 

 

What if I have a question that was not answered here?

Please contact mail@conferencedesign.com.au and one of our team members will be happy to assist you.

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