A Virtual Conference Experience

"THE GUIDE"

We know a virtual conference looks and feels different - it IS different! It's not simply an online meeting or a webinar presentation though. We have so much more packed into this virtual event so that you experience what it's like to truly engage, learn, explore, network and socialize in a virtual atmosphere. We have a number of curated recommendations, tips, and tools from our experiences in virtual platforms and conferences that will help you make the most of your conference - whether it's your first or your 50th, whether you're an attendee or exhibitor, a tech-adopter or a tech-avoider.

ONBOARDING VIDEO / TUTORIAL FOR ALL ATTENDEES

This video is a MUST WATCH for all attendees so that you can see how to use the Virtual Portal. It is also broken up into many small chunks so you can quickly watch only the parts you have questions on or need more support with. We look forward to seeing you in the Virtual Portal!

ADDITIONAL TIPS FOR ALL PARTICIPANTS...

Watch this introductory video: How to Use the PheedLoop Virtual Portal as an Attendee
Use Google Chrome for the best web browser experience with PheedLoop, our virtual conference platform.
There is a MOBILE APP and a VIRTUAL PLATFORM that attendees, presenters and exhibitors will be invited to at the appropriate times. Please check your email for invitations from PheedLoop and/or AORE related to these. Confused? We know... check out our CONFERENCE VIDEOS page for a video on "all the conference technology".
- The Mobile App (Event Buddy) allows you to quickly and easily view and save your personalized schedule and will allow for some interaction with the sessions, such as submitting questions, viewing presenter information, and accessing files. Attendees are provided access to the mobile app from September - December 2020.
- To view the actual presentation - live or pre-recorded, and participate in real-time chat, you must access the session via PheedLoop's Virtual Platform. The virtual platform will open approximately one (1) week before the conference for access; attendees will receive an email invitation. The platform will remain open for attendees based on their ticket type. Those with the conference experience package will be permitted to access the virtual platform through November 2020. Those attendees with the extended package maintain access through June 1, 2021.
SLI.DO: Participants may be interested in downloading sli.do, as some presenters will invite you to engage in polls, surveys or Q&As in that platform. Downloading is NOT required though, as sli.do integrates easily with our conference platform, PheedLoop, right in the presentation framework (see next bullet point for How to VIEW and ENGAGE with sessions). Sli.do can also be accessed without creating an account from any web browser, directly in our conference platform
How to VIEW and ENGAGE with sessions (chat, Sli.do, etc)
VIRTUAL BACKGROUNDS: If you would like to use one of our MANY branded conference backgrounds, please browse the collection. We have them in standard format and reversed (for mirrored settings). While these do not work in PheedLoop, they will work while recording in Zoom and/or participating in some of the meetings that we are hosting directly in Zoom.

Virtual Backgrounds for AORE's 2020 Annual Conference - Thumbnails

I am an ATTENDEE.

Click to view attendee tips.

I AM AN EXHIBITOR.

Click to view exhibitor tips.

I AM A PRESENTER.

Click to view presenter tips.

I AM AN ATTENDEE...

Complete your profile in the virtual platform, including a picture of yourself. Since we are virtual, this helps others make more personal connections with you and put a face with a name.
Craft your personal conference schedule in the platform by reviewing and saving sessions to build the education and networking experience you want.
Determine when you will truly be at the conference. If you have others around you most of the day and/or are attending from a work environment, you will want to make sure you can be attentive, out of office, secluded or otherwise focused. If you were away or offsite at an event, you would have that clear separation. For a virtual conference, consider creating that separation for the sessions that are most critical to you.
Actively participate in sessions by responding to presenter questions, engaging in session chats, responding to polls, and any other interactive activities the presenter introduces.
Adhere to all guidelines, etiquette rules or other session expectations set by the conference provider, facilitator or moderator.
Complete session evaluations and the overall conference evaluation to benefit all attendees the next year as well as support presenters and event planners as they work on future conferences.
Network, even when it feels awkward! Whether networking is baked into the platform, setup as a separate platform or facilitated as a session, lean in.

I AM AN EXHIBITOR...

We took interested vendors for a journey through our conference platform and showed how they can have the best experience as an exhibitor and get incredible ROI! Watch our recording to learn more!
Exhibitor Experience 101: How to use the Virtual Platform as an Exhibitor
Exhibitor Setup 101: How to setup your Virtual Platform as an Exhibitor
Exhibitors will gain access to their exhibitor portal in July, once their booth is reserved.
We recommend exhibitors explore the PRESENTER / SPEAKER RESOURCES further down this page for tips on making the most of a pre-recorded demonstration and engaging during live exhibit hours.
EXHIBITOR DATES
- July 15: Register for a Gold-level booth by July 15 in order to get showcased in our Exhibit Hall Summer Preview event on July 30
- Week of July 15: final date/time schedule for July 30 preview will be confirmed, as well as whether you are attending that one live or pre-recorded
- July 25: pre-recorded content for July 30 due to AORE
  - Video files should be shared via online storage service such as Dropbox, Google drive, Box.net or other similar services. Another option is to use a single-use large file sending service; free options listed below. Email directly to nationaloffice@aore.org and/or kpojeta@aore.org.
    - - https://www.transfernow.net (up to 4GB)
      - https://wetransfer.com (up to 2GB)
      - https://www.dropsend.com (up to 4GB)
      - https://www.securelysend.com (up to 2GB)
      - https://transferxl.com (up to 5GB)
- July 30: Exhibit Hall Summer Preview
- August + September: we will be working heavily with vendors to setup conference live times, presentations/demos/etc please keep watch on your email and your exhibitor portal
- October 1: All pre-recorded content due to AORE
  - Video files should be shared via online storage service such as Dropbox, Google drive, Box.net or other similar services. Another option is to use a single-use large file sending service; free options listed below. Email directly to nationaloffice@aore.org and/or kpojeta@aore.org.
    - https://www.transfernow.net (up to 4GB)
    - https://wetransfer.com (up to 2GB)
    - https://www.dropsend.com (up to 4GB)
    - https://www.securelysend.com (up to 2GB)
    - https://transferxl.com (up to 5GB)

I AM A PRESENTER / SPEAKER...

Speaker Experience 101: How to use the PheedLoop Virtual Platform as a Speaker
Speakers were invited to the speaker portal on 7.01.2020. If you did not receive an invite, please contact AORE.
Watch each of our AORE-specific presenter and virtual support sessions in our Conference Videos area
Blog Post: Virtual and Hybrid Conference Presentations Where Time and Space Are No Longer Finite
Resource: Pre-Recording Presentations
Resource: Presenter Tips for a Successful Virtual Event
Resource: Engaging Online Learners
Resource: Flipped Learning
Resource: Managing a Live Webinar

Additional Resources for Presentations/Recordings

AORE 5-minute timer: includes outdoor images and casual instrumental music; can be used to insert a break of time into a pre-recorded session or play as a break during a live session
Canva presentation template: this is a very rough template that presenters may use to get started on a presentation. Ideally, all presentations will include the information from or the complete first slide. Beyond that, we are only providing this template as a guide/sample.
PowerPoint presentation template file (same as Canva file linked above)
Sli.do can be integrated into our PheedLoop platform in a seamless way. If you are using Sli.do in your presentation for questions, polls, word clouds or ideas, then provide AORE with your Sli.do embed code and we will connect it to your presentation. Learn more about using Sli.do in your presentation directly or other ways on their website.

Virtual Presenter Up-Training Webinar - hosted and recorded on Tuesday 6/30/2020, 4:30pm EST

GENERAL EDUCATION SESSION PRESENTERS

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August 15: Provide AORE with a session outline, loaded directly into PheedLoop that outlines any technologies being used during the presentation that may require users to potentially go off PheedLoop or Zoom or install other software.
October 1: All pre-recorded content due to AORE
- Content must be finalized, edited, and presentation ready
- Video must be in .mov or .mp4 format; for other formats, check with Kate Pojeta first.
- Video files should be shared via online storage service such as Dropbox, Google drive, Box.net or other similar services. Another option is to use a single-use large file sending service; free options listed below. Email directly to nationaloffice@aore.org and/or kpojeta@aore.org.
  - https://www.transfernow.net (up to 4GB)
  - https://wetransfer.com (up to 2GB)
  - https://www.dropsend.com (up to 4GB)
  - https://www.securelysend.com (up to 2GB)
  - https://transferxl.com (up to 5GB)

PRE + POST CONFERENCE WORKSHOPS:

July 1: Let AORE know if you expect your dates/times to STAY the same or CHANGE
July 15: changes and updates to dates/times must be submitted to AORE
August 1: Provide AORE with a session outline, inclusive of the following:
- Technologies being used during the live presentation by the presenter that will require users to use something other than PheedLoop or Zoom (such as your company's own learning management system), download other apps or software, or anything along those lines so we can best prepare attendees.
- If your pre/post workshop is broken into multiple sessions, identify which are pre-recorded versus live.
- Presenters for each session - names and emails.
- Dates and times of each session(s), including start and end times.
September 15: All pre-recorded content due to AORE
- Video files should be shared via online storage service such as Dropbox, Google drive, Box.net or other similar services. Another option is to use a single-use large file sending service; free options listed below. Email directly to nationaloffice@aore.org and/or kpojeta@aore.org.
  - https://www.transfernow.net (up to 4GB)
  - https://wetransfer.com (up to 2GB)
  - https://www.dropsend.com (up to 4GB)
  - https://www.securelysend.com (up to 2GB)
  - https://transferxl.com (up to 5GB)
- Video files must be in .mov or .mp4 format; for other formats, check with Kate Pojeta first.
- Content must be finalized, edited, and presentation ready

Fundraising, Justification and Scholarships