FAQs | Hybrid Events

Below we endeavour to answer some common questions about hybrid and online conferences, however, if there is something we’ve missed, please email mail@conferencedesign.com.au.

Hybrid Events

A hybrid event combines a “live” in person event with a “virtual” online component.

The hybrid nature allows people who might be unable to attend physically due to travel, monetary and/or time zone constraints.

Hybrid events make it simple to meet, communicate, learn, and connect when some people are unable to come together physically at an event.

Hybrid events allow professional development and education to be delivered ‘in person’ and ‘remotely’, and provide an important opportunity to share and engage with industry colleagues and providers, in a convenient environment for everyone.

You can choose which method of attendance is most suitable for your circumstances.

The in person sessions will be held in Sydney at the ACCOR Stadium and broadcast live through the online portal to those viewing virtually. Presenters who can not travel to Sydney will join live to present via the virtual conference platform.

Everyone will be provided with a unique log-in to access the online platform, from the convenience of your school, office and/or home or from the ACCOR Stadium. Additionally, you will also be able to access the information and network with attendees via the conference mobile app.

If attending online, you will be able to engage with other online attendees and the team in Sydney by using the discussion forum and live Q&A.

Networking opportunities will be available to those in person and virtually through the OnAir platform, at the in person events and via the mobile app.

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

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.

Software for virtual participation

Please click on the image below to view a PDF introduction to the system, through which, you will participate in the online event.

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 allowlist 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

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.

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:

  • Works most effectively when using the Google Chrome internet browser.
  • Works most effectively on PC, laptop and tablet.
  • 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.

Registration

Yes, to manage the risk of COVID-19 all onsite attendees are required to be fully vaccinated or provide proof of a medical exemption.

You may choose to attend the events virtually.

When registering for the events you will be able to indicate if you are planning to attend in person or virtually

Should your circumstances change please contact us at mail@conferencedesign.com.au to discuss changing your registration type.

A registration link will be sent to you by email prior to the event. Please check your junk folder if you do not receive the access email.

If you do not receive the email the day before the event, please contact mail@conferencedesign.com.au to have it re-sent to you.

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.

Please visit our Registration Terms and Conditions for information on the cancellation and change policy.

Technical Support for those attending virtually

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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