[Fla-facrlboard] Hopin Virtual Event Platform

Tue Aug 25 11:22:23 EDT 2020

Hi all,
I attended a virtual conference last Friday and wanted to share how they organized it. They had 2 main concurrent tracks and used YouTube Live for each. The third track was really a landing page of zoom room links for attendees to chat with vendors.  In between sessions, they looped sponsors' video "commercials".
main schedule: https://urldefense.com/v3/__https://minneapolis.wordcamp.org/2020/schedule/page__;!!PhOWcWs!mk2ZqD-j-v0glYD6n8qk6cVvRKsbkwYRfY7FpvaT49Tb4ouFrGc3tP1Z75K7hFecNMJ7O8mxuA$  with links to tracks: https://urldefense.com/v3/__https://minneapolis.wordcamp.org/2020/virtual/landing__;!!PhOWcWs!mk2ZqD-j-v0glYD6n8qk6cVvRKsbkwYRfY7FpvaT49Tb4ouFrGc3tP1Z75K7hFecNMJMi73nDA$  page with sponsor booths: https://urldefense.com/v3/__https://minneapolis.wordcamp.org/2020/session/hallway-track/__;!!PhOWcWs!mk2ZqD-j-v0glYD6n8qk6cVvRKsbkwYRfY7FpvaT49Tb4ouFrGc3tP1Z75K7hFecNMIC8A181Q$ 

We'll need to have either passwords for the Zoom rooms, or a password-protected page that has the links to the Zoom rooms in order to ensure only registered attendees get access.

Guy Cicinelli, MLISLibrary Technology Manager Lee County Library Systemmobile: 239-777-2827email: gcicinelli at aol.com

-----Original Message-----
From: Alyssa Koclanes via Fla-facrlboard <fla-facrlboard at lists.fsu.edu>
To: Cristy Moran <cmoran at broward.edu>
Cc: fla-facrlboard at lists.fsu.edu <fla-facrlboard at lists.fsu.edu>
Sent: Thu, Aug 20, 2020 3:28 pm
Subject: Re: [Fla-facrlboard] Hopin Virtual Event Platform

Great, thanks everyone for the feedback! The Program Committee discussed having interactive poster sessions where each poster presenter would have their own Zoom room and attendees could visit different ones, so we would need to use some additional Zoom licenses for that part since there are six poster presenters, but it looks like we would be set as several of us have Zoom accounts to use.
All 22 presenters have confirmed acceptance, which is great! I will connect with Guy and Craig about the sponsorship levels and hopefully we can open up registration to the conference next week and start advertising that. 
Alyssa
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Alyssa Koclanes, M.A. (she/her/hers)
Associate Professor
Technical Services, Serials, and Instruction LibrarianEckerd College Library727.864.8460
Eckerd College
4200 54th Avenue South St. Petersburg, Florida 33711 

On Thu, Aug 20, 2020 at 3:11 PM Cristy Moran <cmoran at broward.edu> wrote:

Good call. I also have an institutional Zoom license/ account. 
Thanks! __

Cristy MoranShe/ Her/ EllaBroward College North Campus Library
For Additional Information & HelpMake an appointment for research helpChat with a librarian nowVisit the Broward College Library website

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From: Deborah Prosser <DPROSSER at Rollins.edu> 
Sent: Thursday, August 20, 2020 2:56 PM
To: Alyssa Koclanes <koclanan at eckerd.edu>; Cristy Moran <cmoran at broward.edu>
Subject: RE: [Fla-facrlboard] Hopin Virtual Event Platform CAUTION:This email originated from outside of Broward College. DO NOT click links or open attachments unless you are expecting the information and recognize the sender.I agree using Zoom makes sense from a financial perspective. DeborahDeborah Prosser, Ph.D.Director of Olin LibraryRollins Collegedprosser at rollins.edu From: Fla-facrlboard <fla-facrlboard-bounces at lists.fsu.edu>On Behalf Of Alyssa Koclanes via Fla-facrlboard
Sent: Thursday, August 20, 2020 2:47 PM
To: Cristy Moran <cmoran at broward.edu>
Cc: fla-facrlboard at lists.fsu.edu
Subject: Re: [Fla-facrlboard] Hopin Virtual Event Platform 
| * External Email * |

 Thanks Crisy for the clarification on that. Since we would have to use Hopin's registration, it would increase the price by quite a lot. Also, I found out during the demo that if we wanted to have a test run with the presenters in advance, that has to be set up as an event and use tickets, so that would also increase the cost.  Using Zoom Meeting for the breakout sessions would definitely be more cost effective, as Nancy (Program Chair,), Heather and I all have accounts to use Eckerd College's Zoom Meeting license, which can have up to 300 participants and each of us could run one for the concurrent breakout sessions...we could have three Zoom links for the different tracks (A, B and C). The Tampa Bay Library Consortium has done this for two online conferences recently with concurrent breakout sessions and it worked very well. It would also be easy to set up a demo time with the presenters and Zoom would be a much more familiar platform for both the presenters and attendees. This would also allow us to use our current registration system in Wild Apricot for the conference. Alyssa --
Alyssa Koclanes, M.A. (she/her/hers)
Associate Professor
Technical Services, Serials, and Instruction LibrarianEckerd College Library727.864.8460
Eckerd College
4200 54th Avenue South St. Petersburg, Florida 33711    On Thu, Aug 20, 2020 at 11:25 AM Cristy Moran via Fla-facrlboard <fla-facrlboard at lists.fsu.edu> wrote:
This listserv message is brought to you courtesy of Florida Library AssociationI asked a question on the Hopin demo about the registration (the demo portion of the webinar mentioned uploading CSV or other forms for our own registrants if they've signed up in different systems including Eventbrite) and they responded the following:

On the EA plan the default reg is Hopin but on the Pro plan you can use other registration systems

Thanks!
__

Cristy Moran
She/ Her/ Ella
Broward College North Campus Library

For Additional Information & Help
Make an appointment for research help
Chat with a librarian now
Visit the Broward College Library website

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| Cristy Moran |
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| E:  | cmoran at broward.edu |  |  | W:  | broward.edu |

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| A:  | 1000 E Coconut Creek Pkwy.
Coconut Creek, FL 33066 |

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 -----Original Message-----
From: Fla-facrlboard <fla-facrlboard-bounces at lists.fsu.edu> On Behalf Of Alyssa Koclanes via Fla-facrlboard
Sent: Friday, August 14, 2020 2:53 PM
To: Cooke, Rachel <rcooke at fgcu.edu>
Cc: FACRL Board <fla-facrlboard at lists.fsu.edu>
Subject: Re: [Fla-facrlboard] Hopin Virtual Event Platform

CAUTION: This email originated from outside of Broward College. DO NOT click links or open attachments unless you are expecting the information and recognize the sender.
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