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Conference Tool Hopin Guide

Welcome to the UNISECO Final Conference Tool Guide. Here you will find all necessary information regarding our conference tool Hopin, divided into three basic categories:

  • an introduction to Hopin

  • speaker and session-hosts instructions

  • a troubleshooting section

If further questions arise during the event please contact a member of the UNISECO Final Conference support staff in hopin event chat, or for technical problems contact hopin support directly.

Conference Tool Hopin Guide

Welcome to the UNISECO Final Conference Tool Guide. Here you will find all necessary information regarding our conference tool Hopin, divided into three basic categories:

  • an introduction to Hopin

  • speaker and session-hosts instructions

  • a troubleshooting section

If further questions arise during the event please contact a member of the UNISECO Final Conferencesupport staff in hopin event chat, or for technical problems contact hopin support directly.

Introduction to Hopin

Hopin introduction and frequently asked questions after Hopin Knowledge Base under https://support.hopin.to/en/. We recommend using our own guide below as it has been adapted to the UNISECO Final Conference.

If you’re new to Hopin we recommend you first watch our UNISECO Final Conference introduction video:

 

Please make sure first ...

  • that you are using the latest version of Google Chrome or Mozilla Firefox. Please avoid any Brave, Safari, and Microsoft IE or Edge since these browsers lack the modern web technologies support necessary for online events to run in a web browser.

  • that you set your Hopin password. This allows you to access Hopin without access to your email. Instructions on how to set your password can be found in the Troubleshooting section.

Note: Sometimes, third-party extensions can affect the experience blocking some of the Hopin interface elements. That’s why we also recommend opening the event in Incognito mode (command+Shift+N on macOS or Ctrl+Shift+N on Windows) on Chrome or Private tab (command+Shift+P for macOS or Ctrl+Shift+P for Windows) on Firefox.

How is Hopin structured?

There are four areas used in the UNISECO Hopin event:

  1. Reception: The Reception area is the welcome page or “lobby” of your event. Here you can quickly find out what’s happening at the event currently: the UNISECO welcome message, the schedule, and speakers. In the Reception area you’ll find announcements, important links and event updates.

  2. Stage: It’s a one-to-many interaction area that supports up to 100,000 concurrent viewers. The Stage will be used for the plenary sessions (keynotes, welcome and farewell).

  3. Sessions: The Sessions segment of Hopin will be used for most sessions besides plenaries and UNISECO Gallery content including full paper sessions and dialogue sessions. In Sessions, you will see virtual roundtables for speakers and attendees to interact. Up to 8 people can participate in a Session with their camera on, with up to 500 people who can watch off-camera and interact via the session chat.  Sessions will automatically appear on schedule and automatically hide once their time is up. Attendees can view the list of previous sessions by clicking Show past segments at the Reception area of the event. In sessions with multiple people, you can double-click any screen to enlarge it.

  4. UNISECO Virtual Gallery: The Expo area is the virtual exhibitor hall with Gallery-booths. The UNISECO Gallery will feature short pre-recorded pitches.

In the Gallery Booth chat you will find further downloadable resources provided by the author(s), such as papers and presentations, as well as content unsuited for video presentation, such as posters.

How do I get around the UNISECO Final Conference event?
Similar to a physical event, the Hopin event experience is self-directed but with wayfinding tools and signs to help people easily get around. Attendees ultimately choose where they want to go.

By default all Hopin segments are open during the entire event. However, Organizers can direct Attendees to the most relevant segment via signposting options:

  • Event Schedule. A Schedule shows the attendees what’s happening, where they should be, when, and who’s speaking.

  • Live and Now tags. When the Stage is live or Sessions and Expo happen now according to the Schedule, the red LIVE and NOW tags will appear on the left sidepanel, conquering the attention span of the event attendees.

  • What’s happening now banners. When attendees first land in the Reception area, there’s a large clickable button that hints on What’s happening now for all attendees and will get to the specific event segment in one click.

  • Highlighted chat messages sent by Organizers. Chat messages sent by the Organizer are always highlighted to get easily identified by the Attendees.

  • Pinned chat messages. Any extra information or useful links to related content can be pinned by Organizers to always be visible to Attendees on top of any Stage, Session or Expo chat.

  • Shortened URLs. This is a powerful tool for giving attendees one-click entrance into any part of a Hopin event. If you copy the URL of any area in Hopin (i.e., a particular Session, a vendor Booth, the Stage, etc.) and paste it in any chat, Hopin automatically shortens the URL to a clickable hashtag.

Where can I chat?
There are multiple chat channels in a Hopin event. Each one serves a different purpose.

  • Event chat — global event chat where all participants can post messages. Here we will post important announcements so please refrain from using the event chat unless really necessary.

  • Stage chat — chat with a Stage-related discussion all attendees have access to. Feel free to discuss but please follow the instructions provided by the host and the IST 2020 local organizing team.

  • Session chat — each session in Sessions has dedicated chat rooms. Attendees who are on or off-camera can chat to interact with people on camera and vice-versa. Feel free to discuss but please follow the instructions provided by the session host, technical host as well as the IST 2020 local organizing team.

  • Gallery-booth chat — like Sessions, each booth has its own chat for group discussions and interaction. Here you will find further downloadable resources provided by the author(s), such as papers and presentations, as well as content unsuited for video presentation, such as posters.

  • Direct messages — anyone can send messages to an individual at a Hopin event via DMs in the People tab. To send a DM, find the person you wish to chat with in the People tab, click their profile photo, and send a direct message to them. Additionally you can invite people to a 1-on-1 chat using the direct message option in the people-tab.

How do I join a discussion with live audio and video?

  • Sharing Audio and Video is possible in sessions as well as during a gallery spotlight time.

  • Click “Share Audio and Video” in open sessions or if you are a session moderator or “Ask to Share Audio and Video” first and then “Share Audio and Video” afterwards in moderated sessions.

  • If you haven’t allowed access to your camera or mic in the event, you will be prompted to do so at this time.

  • Once you see yourself on the main screen, you’re live to your audience.

I'm having issues, how should I proceed?

  • First, we recommend for you to skim the Troubleshooting Section at the end of this document.

  • Make sure you use Google Chrome or Firefox.

  • Refresh the browser and try to join again.

  • If problem with audio or video – Click “Leave” on the top right of the session panel, and request permission to moderation panel again (click “share audio and video”).

  • Check the lock-symbol next to your browser’s URL-Panel (where you enter websites like www.google.com) – check if access to microphone/camera is allowed.

  • If you are in a session, ask the technical host for help in the chat.

Can I join a Hopin event from a mobile device?

Yes, hopin’s web app is available on mobile devices for attendees.

While still in beta, you attendees can now attend your Hopin event from their phones and tablets with limited functionality. They can view the Stage, view Sessions, view the UNISECO Gallery and chat.

For the best experience please use a laptop or desktop computer with Chrome or Firefox.

Presenter and Session Host Instructions

General Instructions for all Speakers

  • Please make sure your audio and video settings work properly

  • There is no need to upload your presentation slides, please simply share your screen with the other participants

  • Please respect the netiquette  – if you’re not speaking, please mute yourself to avoid any background noise

  • Be there in time for your presentation and we kindly ask you to stick to the time limits for your talk

  • If you have not yet done so, please make yourself familiar with the schedule of the Conference (download agenda here). We kindly ask you to plan your individual schedule with suitable break times and find the most interesting contributions for you both from the live sessions as well as the UNISECO Gallery – within the conference platform Hopin, all sessions and events that are then currently taking place will be highlighted and linked in the reception area to guide you through the conference days in the most convenient way.

Quick Guidelines for Session hosts

  • Our moderated sessions can be entered and viewed by anyone, but participants need to ask for permission to talk and interact which will be granted by the session moderators who will also act as chat moderators during the session. The sessions are scheduled and only show up when they are currently underway

Quick Guidelines for Gallery Authors

Your gallery content has been set up by us in advance and can be found in the UNISECO Virtual Gallery tab. Additional files, such as papers, as well as content unsuited for video presentation, such as posters, will be posted in the Gallery Booth chat and can be downloaded from there. 

Presenting in a Session

  1. Shortly before your scheduled session-time you’ll receive a link for your session. Follow that link to join the session.

  2. Click “Share Audio and Video” in open sessions or if you are a session moderator or “Ask to Share Audio and Video” first and then “Share Audio and Video” afterwards in moderated sessions.

  3. If you haven’t allowed access to your camera or mic in the event, you will be prompted to do so at this time.

  4. Once you see yourself on the main screen, you’re live to your audience.

  5. If you are the session moderator, you will see those asking to join at the bottom of the video in the “Moderator Panel”. You and your technical host get to choose who comes up on screen with you there.

Enabling Screenshare

  • You must be actively participating (presenting) in a session. This is done by clicking “Share Audio and Video” in open sessions or if you are a session moderator or “Ask to Share Audio and Video” first and then “Share Audio and Video” afterwards in moderated sessions.

  • Click the Screenshare-Button (3rd from the left) below your video feed and wait for your screen to appear in your video feed.

  • You are now broadcasting your screen for everyone to see.

  • To optimally set up a PowerPoint presentation see “Sharing your PowerPoint Presentation” for further instructions below.

Sharing your PowerPoint Presentation

If you’re using Google Chrome, follow these steps to share your slides in a way that you can see both the Hopin event page and your slides at the same time. Firefox unfortunately currently only lets you share in full-screen and does not have this option.

*Note: Be sure you’re presenting before sharing your desktop.

Powerpoint for PCs:

1. To start, click “Reading View”. This presents your Powerpoint in a movable box instead of it taking your whole screen.

2. Next, click on the “Screenshare” button at the bottom of your video. Then, click “Application Window” and select your Powerpoint.

3. After you select Powerpoint, and click Share, you’re presenting! You can make your slides as big or as small as you would like on your end, and you can keep an eye on the chat while you present.

Powerpoint for Macs:

1. Open up your Powerpoint presentation and click Set Up Slide Show in the Slide Show menu. 

2. Select Browsed by an individual (window), then hit OK to save. 

3. Start your presentation and enter into presenter (slide show) mode. 

4. Next, click on the “Screenshare” button at the bottom of your video. Then, click “Application Window” and select your Powerpoint.

5. After you select Powerpoint, and click Share, you’re presenting! You can make your slides as big or as small as you would like on your end, and you can keep an eye on the chat while you present.

Sharing Computer Audio During an Event

During your event, you may want to play music or share a video with audio. If you try to screen share without using one of the below options, you may notice that you’re not hearing audio. Don’t worry, that is how browsers work and we have solutions for you!

To be able to hear music or audio with videos, you have the choice of a few options that are listed below. This would apply for anyone (organizer, speaker, or attendee) that wants to share their screen and play audio.

The Easy Solution
1. Sharing a Chrome Tab

This is the easiest way to share audio. When you screen share, please choose “Chrome Tab” with the video or music ready to go within the tab itself. Then, you can hit play whenever you’re ready! You audience will be able to hear your content with no problem.

Note: Be sure you’re sharing a Chrome Tab only, not your entire screen. If you do not share the Tab only, it will not work.

Advanced Solutions
2. VoiceMeeter for PCs

This is a third party application that has been used successfully on Hopin. You are able to download the application, and you will be able to play video and audio through your PowerPoint Presentation or from another application on your device. This is not as user friendly as the Mac option, but works well.

Here is a video tutorial.

Here is a written tutorial.

3. Loopback for Macs

This is a third party application that has been used successfully on Hopin. You are able to download the application, and you will be able to play video and audio through your PowerPoint Presentation or from another application on your device. Feedback on Loopback is that it is more user friendly than the PC option.

Here is the direct website.

4. RTMP Streaming

Audio will automatically be sent to Hopin when you stream via RTMP from Streamyard, OBS, Wirecast, Ecamm, and others. This is only available on the Stage, and you do not have to use any of the above options.
You can see more information about RTMP and the Stage here.

Advanced: Encoder Settings

Here’s a very simple recommendation of where to start, but Hopin recommends playing with your settings to see what works best for your content:

Great: 1080p 30fps // Bitrate: 5000 kbps // Keyframe Interval: 2 seconds
Good: 720p 30fps // Bitrate: 3500 kbps // Keyframe Interval: 2 seconds
Works: 480p 30fps // Bitrate: 1000 kbps // Keyframe Interval: 5 seconds

Troubleshooting

My Session-window is too small. | How do I minimized chat.

Sadly, currently there is now way to view sessions in full screen. What you can do is click the |> button in the top right of your browser to minimize the chat. You can click on the button a second time to open chat again.

I want to set or change my Hopin password.

  1. Click the Icon in the top right with your profile picture or initials (next to the inbox icon).

  2. Click on My Account

  3. Click on Profile

  4. Click on Change Password

  5. Enter your password in both fields and click Save.

I'm having trouble creating a profile

When you first create a Hopin account, you’ll be prompted to fill out your profile information. This account needs to be filled out to join an event.

If you can’t finish this process, or run into any errors, close the browser, reopen the browser, and return to https://hopin.to.

  1. Click “My Account.”

  2. And go to “Profile” on the lefthand menu.

  3. You can complete your profile information here and can join an event thereafter.

Error completing my profile

If you keep receiving the following error while completing your profile:  “There was an error, please contact support if continues” — you will probably be redirected back to the confirm page every time you click the event.

To fix this, follow these steps:

  1. Sign out of your Hopin account.

  2. Go to the Hopin homepage at https://hopin.to.

  3. Sign in and go to My Account.

  4. Add your information on my “Profile” page in “My Account” and it will hit Save.

  5. You will be able to enter your event now.

  6.  

I'm getting a 500 error or a 404 error

Whenever you run into a 500 error or 404 error, please try the following troubleshoots:

  1. Refresh your web browser.

  2. Restart your web browser.

  3. Sign out of your Hopin account and sign back in.

  4. Restart your computer.

If none of the above fix the problem, contact Hopin support on the Hopin website’s Intercom chat.

Why can't I join a session or stage?

If you’re unable to join a session or a stage, it could be due to one of the following reasons:

  • The moderator or organiser is not allowing you to enter the session or stage.

  • Your browser may not be giving Hopin access to your audio or video devices. You cannot join a session or stage without your AV.

  • The maximum amount of people are already on screen.

If you’re having trouble joining a Session, make sure you’ve completed the following:

Note: if a session is moderated, you will not be able to join the session unless the moderator approves your request.

  1. Your audio or video devices might not show up. If so, make sure you have enabled browser permission for Hopin to access your camera and microphone.

  2. Refresh the webpage.

Most of the time, a refresh of the webpage will fix most problems.

I'm having video/audio problems

In Hopin, you’ll be prompted to select your audio and video device so that people can hear and see you at the event, but if you are unable to select your AV options, it is probably because you need to give browser permissions for Hopin to access your AV devices.

First, please be sure that you are using Chrome (preferred) or Firefox (backup) and that it is up to date.

If that doesn’t work, be sure to give browser permissions in Chrome:

  • In the URL bar, find the video camera icon and click it. A dropdown modal will appear like this:

Make sure your camera and microphone are allowed for https://hopin.to.

You can also check to see if Hopin has access to your AV devices this way:

  • In your browser, click Chrome

  • Go to Preferences

  • Under Advanced, select Privacy and Security.

  • Find Site Settings

  • Under Site Settings, locate Camera and Mic.

  • Hopin should be one of the approved sites.