Taking part in our online events

When you register for an event, you should:

1. Select the sessions you wish to attend.
2. Complete all other details on the registration form and click 'Submit'.

You will receive an email confirmation of your booking with a link to your event 'e-ticket' and instructions on how and when you can join the event.

On the day of the event, you will receive a reminder email to join the event, which will also contain the link to your event e-ticket.

We are fully committed to ensuring that the services we provide are both usable and accessible to all users. 

If you require any reasonable adjustments, such as materials in advance or in different formats, make us aware through the event registration form in the section that asks about accessibility requirements.

We will then follow up with you individually by email to discuss how we can best support you.

Check the event details

The date and start time of your event will be included in your booking confirmation email or e-ticket.  

The start time stated in your e-ticket will be UK time. If you are joining us from outside the UK, you should check the time zone difference. 

Setting up your device and connections 

• Use a desktop or laptop computer where possible. Make sure it is fully charged or that you have access to a charger.
• Use an up-to-date browser. We recommend Google Chrome for Windows and Firefox for iOS.
• Check you have a reliable internet connection.
• If you expect network or access issues in your country, using a VPN can help.

Virtual Private Networks (VPNs)

A VPN is a method of securing the communications between your computer and another network. It provides a degree of privacy by hiding your data from potential cyber eavesdroppers, including your passwords.

Previous participants joining from outside the UK have told us that they experienced minor difficulties in accessing platforms, but that these have easily been resolved by joining the event after registering for a VPN service.

Firewalls

Some organisations use security or firewalls that may block live-streaming videos. If you are using an organisation issued laptop, speak to your IT team in advance, or use a personal device instead.

Get to know the platforms we use 

We use Microsoft Teams for most of our events but also use other platforms like Class for Web and Zoom for larger, multi-session events.

Your e-ticket will tell you which platform we will use to host the event. 

Microsoft Teams guidance

Class for Web guidance

Zoom guidance

How to join the event

1. Find your event e-ticket link in your booking confirmation or reminder email.
2. Click the session link in the e-ticket to open the event.
   1. The session link will be activated 15 minutes before the start time, allowing you to join the session.
   2. You may have to wait in a 'lobby' area until the moderator lets you into the session.
3. If prompted, enter a display name for yourself (you can use a fake name if you prefer not to show your real name).
4. Check your audio settings to make sure that you can hear the presenter speaking.
5. Use the Q&A or Chat area, depending on the platform used, to ask questions.

Camera and microphone settings

Your camera and microphone will be disabled for most of the events to reduce distractions for other attendees during the session and for anyone watching the recordings.

You can ask questions or raise any comments in the Q&A or Chat area in the live session.

Getting to your next live session

If you have opened a new browser tab to join a session, close that tab and return to your e-ticket. If you have closed the e-ticket, you can retrieve it in the email we sent you on the day of the event.

Support with technical issues 

If you experience any technical issues during the session, you can:

• Refresh the page or open the session link in a new browser tab.
• Check your device settings and browser permissions if audio or video is not working.
• Register for a VPN if you expect restrictions on accessing the session.
• Contact your IT team if you are using a device issued by your university or organisation.
• Use the session chat to tell the moderator you have a problem.

Most of our events are recorded so you can watch them later. Any information that you provide during a session, for example in the chat area, is optional, and in doing so you give us consent to process this information.

Closed captions

The session recording(s) will include closed captions in English. They will be automatically machine captioned so while they are very reliable and accurate, there may be minor inaccuracies.

Email us if you have any questions about our events or encounter issues with accessing the session. 

PG.Events@ed.ac.uk