VIRTUAL HELP GUIDE

 Know Before You Join

How to Join the Meetings

To join the conference, please create your Whova profile using the email address you used to register for the conference. Once your account is created, follow the steps to access the agenda. We encourage attendees to login five to seven minutes before the scheduled start time to allow for any unanticipated tech issues.

Get Familiar with Zoom

Verify you have the latest version of Zoom installed on your device and become familiar with the platform. If you are not already comfortable, get acclimated to the Zoom chat box and the in-meeting controls.

Check Your Connection

Ensure you have a strong Wi-Fi signal, or that your device is directly plugged in with an ethernet cable.

Recorded Sessions

Conference sessions will be recorded and made available on countyleaders.org after the conference concludes.

 Attendee Guide

Web App

Sign in to Whova

We suggest that you use Chrome browser for the web app. Some streaming software may have compatibility issues with other browsers.

  1. Go to the County Leaders webapp link: https://whova.com/portal/webapp/wsaoc_202011/
  2. Click “Sign up here” if you don’t have an account yet, and fill in your email and password.
    Please make sure to use the email you used when registering the event. Otherwise it won’t allow you to join the event.
  3. The app will automatically take you to the event main page.

View the agenda and plan your schedule
  1. Find the Agenda tab on the side of the screen. You should see a list of sessions for that day.
  2. You can move through different days by selecting the date you want to view on the calendar at the top of the agenda 
  3. Browse or search for sessions on the top bar.
  4. Once you find the session you want to access, tap on it.
  5. If the session is live, it will begin playing immediately upon entering. Otherwise, a message will indicate the scheduled start time. 
  6. If the session hasn’t occurred yet, you can click Add to My Agenda to put the session on your own personal agenda.

Access live streams and session videos
  1. From the agenda list, click the session you want to watch the stream or video. There is a green camera icon for the sessions with streaming or video.
  2. If the streaming screen directly shows up, click “Proceed” to start watching the stream. Otherwise click “View livestream” button to open a separate streaming page to watch.

See who is attending the event
  1. Click the “Attendees” tab on the left side of the screen under Main Navigation.
  2. At the top of the page, you can search attendees by keywords such as company name or title.
  3. To start a conversation, click Send Message to begin a chat.

Join discussion on the community board
  1. Click the Community tab on the side menu to the left of the screen
  2. Create a new conversation topic, or use existing topics like “Meet-ups.”
  3. Click Follow directly next to the topics on the Community Board that you want to stay up to date with. To find the topics you’re following, choose between three tabs near the top of the topics list section: All Topics, Followed, and New Topics.

Start or join a virtual meetup
  1. Go to the Community Board, and find the board for Meet-ups and Virtual Meets.
  2. Find the meetup you are interested in, join directly, or click into it to see more details, and then click “RSVP”
  3. When the meetup starts, click “Join meeting room” to start chatting!

 

You can also suggest a new meetup by tapping “Suggest a Meet”, and inputting the details. If you have a meeting link, you can copy-paste there. Otherwise you can use Whova’s virtual meet room.

Mobile App

Sign in to Whova

Download the mobile conference app by searching for “Whova” in the app store or click the link below on your mobile phone.

Download on iOS
Download on Android
Download on Blackberry or Windows Phone

  1. Enter the email address you used for event registration or use your social media account.
     To automatically log in to your event, please make sure to use the email you used when registering for the event.
  2. Create a password and type in your name.
  3. Edit your profile.
  4. The app will take you to your event page automatically if the organizers have updated the app with your registration information.

 

If your event doesn’t show up automatically, search for it. Then, click the join button on the bottom of the event description page, and enter the event invitation code the organizers sent you.

 

View the agenda and plan your schedule
  1. Find the Agenda tab at the bottom of the screen. You should see a list of sessions for that day.
  2. You can move through different days by selecting the date you want to view on the calendar at the top of the agenda 
  3. Browse or search for sessions on the top bar.
  4. Once you find the session you want to access, tap on it.
  5. If the session is live, it will begin playing immediately upon entering. Otherwise, a message will indicate the scheduled start time. 
  6. If the session hasn’t occurred yet, you can click Add to My Agenda to put the session on your own personal agenda and set a reminder.

Access live streams and session videos

You can watch videos and livestreams directly through the agenda item. Once you’ve accessed the agenda item, click on one of the options beneath Virtual Access: either Live Stream or Recorded video.

See who is attending the event
  1. Click the “Attendees” tab on the bottom of the screen to browse the attendee list.
  2. At the top of the page, you can search attendees by keywords such as company name or title. In their professional profiles, you can take notes or request contact information.
  3. To find people with common backgrounds and interests, click the Recommended tab on the top of the Attendees list to find Whova’s recommendations about people you may be interested in networking with. Click into each item to see attendees who come from the same city or have the same affiliations, educational background, or interests as you.
  4. Say Hi with one click or start a private chat by clicking the Message button. You can convert it to a private group chat by inviting more people.

Join discussion on the community board
  1. Click the Community tab (on the bottom of the screen and on the left hand side on desktop)
  2. Create a new conversation topic, or tap the topic to join existing topics like “Meet-ups.”
  3. Click Follow directly next to the topics on the Community Board that you want to stay up to date with. To find the topics you’re following, choose between three tabs near the top of the page: All Topics, Followed, and New Topics.

Start or join a virtual meetup
  1. Go to the Community Board, and find the board for Meet-ups and Virtual Meets.
  2. Find the meet-up you are interested in, join directly, or tap into it to see more details, and then tap “Join”

You can also suggest a new meetup by tapping “Suggest a Meet”, and inputting the details. If you know someone will be interested, don’t forget to invite them as well. If you have a meeting link, you can copy-paste there. Otherwise you can use Whova’s virtual meet room, which allows up to 30 participants.

Vendor Guide

Web App

Access the Setup Page
  • OPTION 1: The event organizer should send you a personal link to access an online form. The URL will look like “https://whova.com/xems/engage/sponsor/eventID/letters1234567/”. When you open it, you will see the name of the event at the top of the page and your company name beneath it. No sign-in is necessary; the link will allow you to set up your booth.
  • OPTION 2: Sign into the web app at https://whova.com/portal/webapp/wsaoc_202011/ and enter the Sponsors tab on the left-hand side of the page. Find your company in the list of sponsors and click Edit Booth; this will take you to the same form.
     To successfully log in, please sign-in with the email you used when you registered the event as a sponsor.
  1. You will get 2 sections to fill out: Company Showcase and Company Information.
  2. Once you’ve filled out all relevant information, agree to the Whova Terms of Service, and click Submit.
  3. You will then get a confirmation email from Whova, including a link you can use to continue to update your booth.

Add brochures and handouts

You can upload up to two company brochures and handouts. The attendees will be able to download them from your company profile page.

Prerequisites: Follow the previous steps to access the setup form on your browser.

  1. Click “Upload PDF file“. You may upload at most two PDF files, each with a max size of 10MB.
  2. Add a title for the handout, and select a PDF file from your local computer
  3. Click “Upload” and save the form

Upload company video

You can upload a pre-recorded video to showcase your company to the attendees. It plays automatically once the attendees click into your profile page.

Prerequisites: Follow the previous step to access the setup form on your browser.
 

  1. Click Add Company Video, and select an option to upload your video, either by copying a link from 3rd party video storage source, or by uploading a video from your local computer. If you don’t see the option to upload a local file, please contact the event organizer to enable this option.
  2. If you choose to copy a link from other video storage sites, we recommend you use Youtube, Vimeo, Dailymotion, our own video hosting feature, Wistia, Zoom recorded Video, or Slidelive
  3. Upload the file or copy-paste the video link.
  4. Click Save.

Set up live showcase

You can set up a live session to showcase your company to the attendees.

Prerequisites: Follow the previous step to access the setup form on your browser.

  1. Create a livestream from the service of your choice, and get the livestream link. To utilize the embedded streaming, we suggest you use the following services: Zoom meeting/webinar, Vimeo, Youtube live, Dailymotion, Slidelive.
  2. Click Add Live Showcase next to Live Showcase.
  3. Paste the link under Live Showcase Link.
  4. From there, you can choose the date and time that the livestream will begin.
  5. Click Save.

 When you begin the livestream, start the meeting through Zoom rather than the Whova app. The link in the booth is for the attendees.

Interacting with Attendees

First, sign in to the web app with the email that you used to register for the event as a sponsor.

There are multiple other ways to engage with the attendees as well:

  • Tap “Community” at the left-hand side menu, and create discussion topics
  • Tap “Community” at the left-hand side menu, tap “Meetups” topic, and create virtual meetups

Mobile App

Sign in to Whova

Download the mobile conference app by searching for “Whova” in the app store or click the link below on your mobile phone.

Download on iOS
Download on Android
Download on Blackberry or Windows Phone

  1. Enter the email address you used for event registration or use your social media account.
     To automatically log in to your event, please make sure to use the email you used when registering for the event.
  2. Create a password and type in your name.
  3. Edit your profile.
  4. The app will take you to your event page automatically if the organizers have updated the app with your registration information.

 

If your event doesn’t show up automatically, search for it. Then, click the join button on the bottom of the event description page, and enter the event invitation code the organizers sent you.

 

Interacting with Attendees
  1. Sign-in to the mobile app with the email you used to register the event as a sponsor.
  2. There are multiple other ways to engage with the attendees as well:
    • Tap “Community” at the bottom of the app, and create discussion topics
    • Tap “Community” at the bottom of the app, tap “Meetups” topic, and create virtual meetups
    • Tap “Attendees” at the bottom of the app, and find your targets to start 1-1 chat

Collecting and exporting leads
Collecting leads
  1. Sign up on the Whova mobile app and enter the event page. Please use the email you used when you registered the event as a sponsor. Otherwise, the exhibitor tools will not be available to you.
  2. Tap Exhibitor Hub section and tap Collect Leads/Contacts.As of now, you can only use Whova mobile app to view the collected leads. There are 2 ways to add leads:
    • Input the information yourself by tapping Add Lead Manually
    • Scan QR codes. This is most useful in an in-person event
 
 
Exporting leads
  1. Follow the previous step to log in to the app, and find the Exhibitor Hub section. Tap Collect Leads/Contacts. For now, you need to use the Whova mobile app to export the collected leads.
  2. Tap Export in the upper right-hand corner, enter the email you want the leads sent to, and tap Send.
  3. The exported leads will be sent to the email address you listed.

Need additional support?

If you experience technical difficulties during the event, we are here to help. Email info@wsac.org or call 360-972-0489 for immediate assistance.