Navigating The Virtual Platform


Virtual Platform Frequently Asked Questions  

How Do I Log In?↓ How Do I Set Up My Account? (PDF)► How Do I Use The Virtual Platform?↓ How Do I Set Up A Booth?↓ How Do I Use The App?↓ Do I Need A Zoom Account?↓ Executive Business Exchange FAQ↓




Tour HIDA's Virtual Streamlining Platform      Read Virtual Event Blog post►


Recorded Zoom Tour

On the virtual platform home page you will find quick links to key aspects of the event such as Agenda, Expos, Sponsors, Attendees, EBE, Speakers, Public Discussions, HIDA Help Desk, and My Account. If you have questions about the virtual platform, contact Jackie Gil at 703-838-6126.


Video: Learn How To Navigate The Virtual Platform


How Do I Log In?

Attendees will receive an email with a unique link to the system. After clicking the link you will be asked to log in with your email addresses and will be prompted to create a password. After setting up an account, you can click the link below to access the site. A log in and password is required. After logging in, you can familiarize yourself with the platform so you are ready to fully participate in the Streamlining Healthcare Expo and Business Exchange on September 22, 2020.

 Log In Now►


After logging in, you can familiarize yourself with the platform so you are ready to fully participate in the Streamlining Healthcare Expo and Business Exchange on September 22, 2020.


How Do I Use The Virtual Platform?

Agenda

At the top of the home page, click the “Agenda” button, and then click “Agenda” on the drop down menu. The Agenda page displays the schedule for the full show – all event times shown on the schedule will reflect the time zone you’re in.


My Agenda
Use the “My Agenda” section to curate your personal conference agenda.

First, select the sessions you want to attend, by clicking on the orange “+” button next to the title of the session to add it onto your schedule. 

Click on “My Agenda” on the drop-down menu to see your schedule. Other attendees will be able to view your schedule and see your availability for private meeting requests.

On the “My Agenda” page, you can export it out to your Outlook calendar by clicking on the grey “EXPORT” button. On the drop down menu select “Export My Agenda” to download your personal conference itinerary as an .ICS file to add to your Outlook calendar.


Schedule Meetings
Use the “Schedule Meeting” section to schedule your private meetings.

Click the “Agenda” button at the top of the home page, then select “Schedule Meeting” on its drop-down menu.

Choose the participant(s) you wish to meet with by clicking on the “New Member” button.

When the “Add Participants” window pops up, type in the attendee’s name and then click the orange “Add Participants” button. Click “Continue.”

Just like using Outlook, the virtual meeting scheduler displays when the person you wish to meet with is available, and when they are busy. Simply double-click a date & time on the calendar when they are available, and then enter your meeting name and agenda information. Then click “Send Invitation”.

The “Want To Meet” feature does not contact the individual it only creates a list of individuals you wish to meet.

Meetings scheduled through the platform are limited to 40 minutes in total length. If a longer meeting is needed, please schedule back-to-back meetings. All participants will need to leave the first meeting room and join the second meeting room to continue the meeting past the 40-minute time limit.

Example: 1 hour meeting
Room #1 – 40 minutes (link to room #1)
Room #2 – 20 minutes (link to room #2)


Expos

Visiting Virtual Expo Booths
At the top of the Streamlining home page, click on “Expos”, then click on the Expo you’re attending on the drop down menu (Innovation Expo, Distributor Reverse Expo, or GPO & IDN Reverse Expo).

The next screen will display all of the participating Expo exhibitors in alphabetical order. To view a Virtual Expo Booth, click on the company’s name. 

The Virtual Expo booth will display the company’s name, description, booth personnel, and any downloadable marketing materials. Some exhibitors may also display a poll which booth attendees can participate in.

Each Virtual Expo Booth will include a “Want To Meet” button, which attendees can click on to save their name and information in a “Want To Meet” list available to the exhibitor.

By clicking the “Request Info” button, attendees can send exhibitors a private message.

During live expo hours, attendees will be able to video chat with exhibitors. Once the attendee clicks on the “Enter Virtual Tradeshow Booth” button on the company profile, the exhibitors will all have a Zoom request on their screen and the first exhibitor to join the call will have host capabilities. As the host, you will be able to use the breakout room feature to split up your call if you have multiple attendees on at once. The host will also be able to transfer the host capabilities to another teammate if needed.

Virtual Expo Maps
Click on “Expos”, then click on one of the Expo Maps – either the Innovation Expo Map, Distributor Reverse Expo Map, or GPO & IDN Reverse Expo Map on the drop-down menu.

The map gives you a visual of what the Virtual Expo booths would look like in a tradeshow hall. Using the map you can view the exhibitor’s company profile by clicking their booth.


Sponsors

Click on “Sponsors” to view the full listing of event sponsors and enter a company’s profile by clicking on a sponsor’s name.


Attendees

At the top of the Streamlining home page, click on “Attendees” to view the full listing of registered attendees.  Registered attendees are searchable by first name, last name, credentials, title, and company – giving you an easy way to find new contacts.

On the attendee page under the attendee’s profile picture, you will find a display highlighting different groups of individuals – speakers, EBE participants, etc. These groups are designated by a ribbon and tag feature. You can search by the ribbon or tag feature in the upper right corner of the virtual platform.

If you would like to schedule a meeting with an attendee, find the individual on the Attendee page. Click on the name of the individual to view the profile page where you will see the individual’s name, title, company, and photo (if available). Click on “Want To Meet” to add the individual to a list of people you want to meet. Click “Schedule A Meeting” if you want to send the individual a message to schedule a meeting. Please note: The “Want To Meet” feature does not contact the individual. It only creates a list of individuals you wish to meet.


Executive Business Exchanges (EBE)

Click on “EBE,” and then select “Distributor EBE” or “GPO/IDN EBE” on the drop-down menu. Each EBE page will display the EBE buyer and supplier teams by name and title.


Speakers

At the top of the Streamlining home page, click on “Speakers” to view the full listing of speakers for the show in alphabetical order by last name. By clicking on a speaker’s name, you can view their bio and schedule information for the session they’re speaking in.


Public Discussions

This is a public discussion board where you can post questions and comments accessible to the entire Streamlining participant list. To add your question or comment, click “Public Discussions” and the  “New Conversation” button.


My Account

Under the “My Account” section you can access you inbox, edit your profile, and edit your organization.

Inbox
Click on “My Account,” then click “Inbox” on the drop-down menu.

This is where you can view direct messages from other Streamlining attendees, compose your own direct messages, and view sent messages.


Editing Your Attendee Profile
Click on “My Account,” then click “Edit My Profile” on the drop-down menu.

Profile Tab: On the first tab of your profile page, you can upload your headshot, key in your company name, title, contact information, and optionally add your professional bio.

Want To Meet Tab: Access your curated attendee list for follow-up, with quick links to each fellow Streamlining attendee to connect with. You can click and drag each attendee listing on this page to prioritize who to meet first, and add or remove contacts as needed.

Preferences Tab: Edit your attendee profile privacy options.


Set Up A Virtual Expo Booth Using The Edit Your Organization Tab
For Virtual Expo exhibitors, under “My Account,” the “Edit My Organization” tab is where you can upload and edit information for your company’s Virtual Expo Booth. Find detailed instructions to download for each Expo below.

On the Virtual Expo Booth page you can add your company’s description, logo, a header banner, and note any relevant markets or product categories. This is also where you add team members who are serving as your booth personnel.

Leads Tab: The first tab on your Virtual Expo Booth page tracks all of the contacts who visited your booth and requested your follow-up.

Visits Tab: Tracks and lists all attendees who have visited your Virtual Expo booth but did not request more information. It displays how many times they have visited and the specific time.

Polls Tab: Create your own poll for booth visitors to participate in, and access the results in real-time.

Files Tab: Upload documents or marketing materials to display in your Virtual Booth for attendees to view and download.

How To Meet With Attendees In Your Booth
During live expo hours, attendees will be able to video chat with exhibitors. Once the attendee clicks on the “Enter Virtual Tradeshow Booth” button on the company profile, the exhibitors will all have a Zoom request on their screen and the first exhibitor to join the call will have host capabilities.

Breakout Rooms: As the host, you will be able to use the breakout room feature to split up your call if you have multiple attendees on at once. The host will also be able to transfer the host capabilities to another teammate if needed. Find further information about hosting your zoom calls and break out sessions: Zoom Breakout Rooms►


Notifications

Click on the bell icon at the top of the Streamlining home page to view your notifications. This page will display direct messages, private meeting requests, and meeting updates.




How Do I Use The App?

You can attend the event on your computer using the virtual platform or on your phone or tablet using the event app. Look for the HIDA Streamlining Healthcare app in the Apple store or in the Google Play Store.


Do I Need My Own Zoom Account?

No, you do not need your own Zoom account. After logging into the virtual platform, you will click on the session links in the agenda.  Zoom will launch automatically through the virtual platform providing access to the sessions and speakers. 


Executive Business Exchange FAQ

Access to the virtual platform for the Executive Business Exchange will open on August 20, 2020. Attendees will receive an email with a unique link to the system which will prompt you to create a log in and password.


Q: How Do I Choose Which Companies To Meet With?

A: Choose the companies with whom you wish to meet on the basis of:

  1. Importance of issues you wish to discuss with particular companies
  2. The lack of opportunity you might have to connect with certain companies at other events during the year
  3. Opportunity to meet with new companies and/or to learn about new product lines
  4. Consider a balance in meetings between large and small companies

Q: Will I Get Appointments With Everyone On My List?

A: The software assigns meetings according to mutual selection as a first priority. Please understand that your schedule will not include all of your top choices, and will include some companies you did not select, but selected you.

Q: Why Are There Companies On My List That I Didn’t Select?

A: The EBE concept only works if every participating organization is willing to take some meetings with companies you didn’t request. In return, you’ll get some companies on your schedule that you really want to meet with that didn’t include you in their own rankings.


Questions? Contact HIDA:

Jackie Gil»
Coordinator, Conferences and Sponsorship Sales, HIDA
703-838-6126