This information provides the guidelines to ensure your smooth experience.
Before the Virtual Annual Meeting starts
(Please download full pdf with instructions here.)
- Set up your Hopin account: You will have received an email from “European Association of Archaeologists” titled “Invitation to attend the EAA 2020 Virtual Annual Meeting” with a link to register for the event – please click the button „Accept Registration“.
In case you are session organiser / main author and you do not receive the email by 10 August, please search your spam folder first before contacting EAA staff at email@example.com.
- Only current (2020) EAA members have access to the virtual event. Please email EAA at firstname.lastname@example.org if you need any assistance with renewing your membership at https://www.e-a-a.org/.
- In case you are session organiser / main author, please test your internet connection, camera and microphone in a test session in the week of 17 August. We recommend to use headphones to keep the background noise low.
- Please check software recommendations at https://www.e-a-a.org/eaa2020virtual/software
- Hopin is available on mobile devices for attendees, with limited functionality however (mobile devices users can view the stage, sessions, Fair, chat, and use the networking features). Please do not use mobile devices to present your contribution.
- Once you register for the event and the event is open (17 – 30 August), you will see the Reception area – this is a virtual venue „lobby“ and information hub where you find e.g. the upcoming events schedule, the event chat, polls, people tabs etc. The other areas (segments) of the virtual event are on the left side panel: Stage, Sessions, Networking, and Fair.
- You may wish to use the EAA repository to search the entire programme of the Annual Meeting: https://submissions.e-a-a.org/eaa2020/repository (available in early August) or check www.e-a-a.org/eaa2020virtual/scientificprogramme for other relevant information.
The stage will feature the most important, one-to-many events – Opening Ceremony (25 August), keynote lectures (26 – 30 August), and Annual Membership Business Meeting AMBM; 28 August). Presentations taking place on stage are included in the events schedule; when there is no live event on stage, range of pre-recorded videos will play.
- When it is time for your session, head to the "Sessions" tab and find the session you are interested in. The session will be visible 15 minutes before the start.
- When you go to a session, there are two modes, active participating (session organisers, presenters, discussants) and viewing as audience.
- Session organisers open the session in their role of moderators (assisted by volunteers) and allow participants to present. The number of participants on the screen is limited (shared screen counts as a separate participant). Up to 20 people can participate in a session with their camera on, and up to 500 people can watch off-camera and interact via the session chat. It is recommended that the number of people on screen (sharing their video and audio) is kept below 10 to ensure smooth broadcast.
- Click “Share Audio and Video” (session organiser) or “Ask to Share Audio and Video” (author / audience) when it is your turn to present the contribution, or session organisers invites audience to join the session for the live discussion. The moderator will let you in as relevant.
- 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 screen, you're live to your audience.
- In order to share your PowerPoint presentation, follow these steps (https://support.hopin.to/en/articles/3945028-sharing-your-powerpoint) in Google Chrome 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.
- Each session has its own group chat, separate from the event-wide chat. As a viewer, you can interact with the people who are in the session via chat using the Session chat. Please use the session chat to ask questions and engage with people on-camera when you do not want to be on-camera yourself.
If the session is recorded, recording will start at the moment when the moderator opens the session. There is a 2-hour maximum limit for recordings; the 2-hour limit will restart if everyone leaves the screen and comes back (there is no need to leave the session; session organisers (assisted by volunteers) will organise this. In case you do not wish your presentation to be recorded, please alert the session organiser before the session starts.
Posters should be prepared in a pdf format containing images and short texts. Up to 16 pages and 12 MB size are allowed. Authors of posters will be asked to upload their poster in advance of the event in the EAA repository, and may be invited to present it shortly within the session in which the poster has been accepted, please liaise with your session organisers regarding this. Link to poster presentations will be included in each session’s chat window. Attendance of author is required and provides an opportunity to answer questions, provide additional information and follow up on points made by your audience.
Networking recreates the “coffee-in-the-lobby” conversations or watercooler chats that are important at an in-person event. You are matched randomly with a conversation partner (only once with the same person); you can choose whether or not you would like to stay in contact and exchange contact information. If both parties selected “Connect”, after the event the newly made contacts will appear at https://hopin.to/account/connections page of their individual Profile, and you can follow up with them (Linkedin, Twitter, Email). You can also choose 'Unmatch' to lose the connection. If neither person or only one person selected “Connect”, a connection will not be made, and you will not be able to follow up with that person through Hopin.
If you look for a concrete contact, you may search in the “People” tab in the right hand side panel.
European Archaeology Fair is the virtual exhibition hall with exhibitor stands. Every stand can have either a pre-recorded video in it (play on demand upon clicking the play button), or a live session with the booth representative “manning” the booth. In order to interact with the exhibitor, you can either use the live session or booth chat, or you may leave your contact details for a later feedback. Please keep an eye on discounts that some exhibitors may have prepared for attendees!
EAA Helpdesk and EAA staff members, who can answer most frequent questions, are to be found in the Fair.