How do I join an E:SF online event?

  1. A couple of days before the event, you will receive a confirmation email containing a link to join the meeting. If you did not get an email, check your junk/spam folders before contacting us. A further reminder email will be sent ten minutes before the event in case you lose the first email or forget.
  2. Follow the ‘Join’ link in the email sent to you. If the host has not yet started the event, then you will be held in a waiting room until the event starts. Grab a cuppa and your notebook, and get comfy! 
  3. Once the event begins, you will have access to the Q&A function to submit questions and comments to the Chair. Sit back and enjoy the online event!

What do I need to participate in an online event?

You will need a device such as a computer (PC or laptop), a tablet or a smartphone with internet access. We recommend using a PC or laptop – mobile phones, tablets, and anything with a small screen can make it hard to see the slides and the Q&A function can become a distraction.

Please pay special attention to your internet connection. These are live events, so your connection speed is going to influence how well you see and hear the host and presenter. We recommend you check that you have the volume turned up, do not download any large files during an event, and close all applications that could influence the connection speed.

You do not need a webcam or microphone to attend an online event. The speaker, host, and other attendees will not see or hear you, though you are welcome to ask questions in the ‘Q&A’ function. If you do have a camera and microphone, you will be able to join in with the discussion when your microphone is un-muted by the host.

What should I do if I encounter technical problems?

If your connection with the event is interrupted or the video and audio become frozen, exit the event and re-enter by clicking on the ‘Join’ link in your confirmation email again. If the problem persists then you should check your internet connection and upgrade your systems before joining the next online event.

Check out Zoom’s useful guide to attending webinars

General behaviour and etiquette

As an attendee of this online event, you are expected to behave as you would in person, and to show respect to the host, presenter, and other attendees. Any disrespectful or aggressive behaviour will result in the host removing you from the event without warning. It is at the hosts’ discretion to decide whether your behaviour is inappropriate.

The E:SF ethos is to be as welcoming and inclusive as possible, and we want to practise that approach in our on-line as well as our face-to-face events.

If you are late to the event you may not be allowed to join, in order to minimise disruption for the other attendees.

Questions and interactions during the event

Questions

Attendees of online events will be muted during lectures and presentations but can ask questions via the ‘Q&A’ function for live events on the event platform.  

We’re keen to encourage questions from as wide a range of delegates as possible. Questions in the ‘Q&A’ function will be considered by the event hosts, and fed through to the speakers if time is available. It’s possible that not all questions can be answered. If your question is not answered, this will be due to volume and not deliberate neglect.

Please ask questions concisely, and please only use the chat function to ask questions of the speakers. Do not ask personal, non-relevant, or inappropriate questions during the event.

Comments

If you don’t have a question for the speakers, but do want to talk with the other attendees, head on over to the conference forum.

If you have comments, please feel free to add them to the forum. Please keep other attendees in mind when you make comments. Attendees come from all over the world and many ‘jokes’ do not translate socially or culturally and may be considered insensitive.

Registration terms

E:SF uses Zoom to provide our online events (www.zoom.us).

The registration/purchase of event attendance is for use by the registrant only and login details (webinar ID or password) should not be shared with third parties; doing so may hinder your own access, as event entry is by prior registration only. If you are found to be sharing links then you may be banned from attending future events.

It is not permitted for you to record the presentations, and E:SF does not guarantee to provide recordings of webinars following the event.

The virtual event facility (Zoom) allows audio, video, questions, and chat during the event to be recorded. By joining an event, you automatically consent to such recordings. We will let you know when events are being recorded. If you do not wish to be recorded, you should join the session with your mic and camera disabled.

Responsibility for the confidentiality and security of registration information lies with the registrant. If you believe that a third party has obtained details in an unauthorised manner, please notify us.

By registering to attend and an E:SF online event, you are expected to follow the guidance detailed above. Any disrespectful behaviour that distracts from the event will be dealt with as outlined above.

Online events - Privacy policy

In order to register your attendance for the online event, you will be asked for information that personally identifies you or allows us to contact you (“Personal Information”). The Personal Information that you provide us in these circumstances will be made available to the E:SF organising team and the event speaker in order to run the event. To do this, we will use the information you provide to contact you about the event you registered to attend and to provide more information about our event programme. It may also be necessary for us to disclose this information for legal purposes. E:SF events are covered by the English Association’s Privacy Policy. Please refer to our Privacy Policy for further details relating to our use of personal information.