DELEGATE MANUAL 6-7 OCTOBER 2020
VIRTUAL EVENT www.gr vglobal.com
CONTENTS GETTING STARTED / ENTERING THE EVENT
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NAVIGATING THE EVENT
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THE MAIN LOBBY
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AUDITORIUM
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MEETINGS HALL
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NETWORKING LOUNGE
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EXHIBIT HALL
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INFORMATION DESK
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Introduction Welcome to the ASEC2020 Virtual Event! This manual aims to guide you through our online event, so that you may make the most of your participation and utilize all the features of this special format. Getting Started/ Entering the event – A personal ASEC2020 e-ticket via will be emailed to you on Monday 5th October. You can simply click on this ticket and it will direct you through to the ASEC2020 login screen; after inputting your email address you will arrive at the entrance of the event. Otherwise, you can also access the event by clicking on the following link: https://grvasec.vfairs.com/ or type it into the address bar of any Internet browser. PLEASE NOTE - We recommend that you use either Chrome or Firefox for best performance.
Navigating the ASEC2020 event – The main Lobby The Lobby is the centre point of the event and it is from here that you are able to access all of the event’s key features. You will see 4 main rooms to visit which can be accessed by simply clicking on the room name with your mouse. You will also see that there is a main event menu bar at the top of the Lobby screen, allowing you to quicky jump into any of the various rooms:
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The Official Event Guide for ASEC2020 may be accessed by clicking on the option in the main menu bar. This will open up in a pop up window where you can view the programme, speaker bios, roundtable meeting profiles, and participant profiles for all those attending.
The 4 main Rooms – Auditorium
This can be accessed by clicking on the auditorium access door or by using the blue tab in the main menu bar. This room will play host to all of the ASEC2020 presentations and discussion panels, which have been recorded in advance with the various high-level speakers involved in this year’s event. The banner at the back of the room is interactive, simply click on ‘Click here to view sessions’ and you will be directed to the event Agenda. Here you will see the list of individual presentations, panels and keynote speeches.
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You may click a speaker’s name to view their bio or click the orange “Join/Play” button and a pop-up window will appear with the selected speech as seen in the image below -
You will notice there is a Q&A box on the right-hand side of each video; questions were generally gathered ahead of session recordings however, if you wish to leave a question online, the GRV team will endeavour to record a response. Please type your question, state which speaker it is for, and press the blue button. Closing the video – You can close the video by clicking the small ‘x’ in the top right-hand corner of the pop up window. Exiting to the lobby – Using the main menu bar at the top of the screen, you can quickly go back to the Lobby by selecting the option.
Meetings Hall (for your schedule of 1-2-1 meetings) This can be accessed by clicking on the Meetings hall access door (in the Lobby) or by using the blue tab in the main menu bar. PLEASE NOTE - BEFORE ENTERING THIS ROOM PLEASE CHANGE YOUR ZOOM DISPLAY NAME TO INCLUDE YOUR COMPANY NAME i.e. company name followed by your name!
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This room will host all of the secluded 1-2-1 matchmaking meetings. You will have already received your confirmed schedule of meetings before the event begins, which will also include the Eastern African Time at which your meetings take place, and at which table number they will be held. Meeting table numbers will be broken down into three separate zoom rooms and depending on which table number you have a meeting with, you will enter the zoom waiting room which correlates to your meeting table (below image is an example only).
Please note, as you change meetings, you may need to change meeting rooms via one of the other separate Zoom links back in the Meetings Hall.
Once you click into the specific zoom room for your scheduled meeting, a separate window will open and when prompted, you should click to ‘open in zoom’.
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Once you have entered Zoom you will automatically be placed in the waiting room ready for GRV Global to accept you and put you through to your private meeting room. Again, BEFORE ENTERING THIS ROOM PLEASE CHANGE YOUR ZOOM DISPLAY NAME TO INCLUDE YOUR COMPANY NAME i.e. company name followed by your name!
To enter a different 1-2-1 meeting, you will need to go back to the ASEC2020 Lobby, enter the Meetings Hall again follow the Zoom link coresponding to the table number you have the meeting with. Exiting the Meetings Hall – Using the blue main menu bar you can quickly go back to the main Lobby by selecting the option.
Networking Lounge This can be accessed by clicking on the Networking Lounge access door or by using the blue tab in the main menu bar. This room will play host to the General networking of all ASEC2020 attendees – You can access this by clicking on the main button.
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In doing this, a separate internet window/tab will open
PLEASE NOTE - We Recommend that you LEAVE THIS TAB OPEN the full running time of the event in order to maximise interactions!
This room/Chat tab will play host to chat topics started by VIP speakers throughout the day (announced in the Lobby). Additionally, chat is also open for you to start your own conversations and ask questions to all attendees of the event.
You can type news messages, respond to topics and initiate conversations by typing into the chat box at the bottom of the page and clicking the button to send the message. PLEASE NOTE - this chat is public to all users. It is from here that you can also initiate private conversations with any event attendee by clicking onto their name and then selecting the chat button-
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By clicking on the chat button, you have now entered into a private conversation with this person and have a number of options: • Send them a private text message by using the chat box feature at the bottom of the screen. • Start a private audio call by selecting the icon, • Start a private video call by selecting the icon.
PLEASE NOTE - Should you wish to hold an audio and/or video call, please ensure all other services which use your camera and microphone are closed e.g. Skype or MS Teams etc.
By clicking on either the Private Video call or private Audio call buttons, the software will automatically initiate your call and wait for the recipient to answer.
All of your private discussions can be seen on the left-hand side of the screen displayed under the Direct Messages tab
To go back to the main event you will need to click back onto the ASEC2020 event Tab in your browser (if you recall, opening Chat opened a secondary window which you should keep open).
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Exiting the Networking lobby – Using the blue main menu bar, you can quickly go back to the main Lobby by selecting the option. Exhibit Hall This can be accessed by clicking on the Exhibit Hall access door or by using the blue tab in the main menu bar. This room will host all of the interactive Exhibition booths hosted by commercial companies supporting the event. Upon entering the Exhibit Hall, you will be presented with the ASEC2020 floorplan. To visit a particular booth, simply click on the company’s logo that you wish to visit. Booth View
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B Description: a brief profile of the company. C Videos & Documents: View documents uploaded by the company. All documents can be added to your personalized Swag Bag for viewing or downloading at any stage D Content Tabs: These tabs are customized for each exhibitor. 3a. Chat is for live ‘Chat’ with a representative of the booth in a separate chat window and the same set up as the General chat/Networking Lobby Chat. Leave a message allows emailing a representative in case there is no one available to ‘Chat’ with (within the booth navigation menu) NB - Whilst looking at a booth, you can also type into the search box at the very top of the page in order to navigate directly to any booth you wish to view.
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The Information Desk This can be accessed by clicking on the GRV GLOBAL Exhibition stand in the middle of the main Lobby or by using the blue tab in the main menu bar.
Here you can quickly and easily get support/information help from GRV Global Staff and/or Technical support by clicking on either of the button or button.
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