Instructions and
Tech Requirements for
Online Congress Attendees

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Below is a practical guide on how to attend the 77th Annual Congress of the IIPF | Online. By familiarizing yourself with tech requirements and functionalities of the Hopin congress platform you will get the best experience out of our online conference.

When can I access the Online Congress Platform?
  • The 77th Annual Congress of the IIPF | Online will start at 9:00 GMT+00:00 on August 18. We will open the conference platform, hosted on Hopin, to all attendees to get familiar with the site ONE HOUR earlier, at 8:00 GMT+00:00.
How can I access the Online Congress Platform?
  1. Validate the Hopin ticket you received by email by clicking the link to the registration page on Hopin, clicking the “Join event” blue button and signing up for Hopin.
  2. On the day of the event, follow the same link and click the “Enter Event” blue button to join (make sure you are signed into Hopin). This button will show up ONE HOUR before the conference starts at 9:00 GMT+00:00.
What technology do I need
to prepare for the conference?

It is very important to follow these guidelines to ensure a smooth conference attendance experience. Contact your IT department to ensure your device and network settings are configured to comply with these guidelines

  • Join from a compatible browser. Hopin works best on Chrome (highly recommended) and Firefox. Make sure your browser is up to date. Hopin is not compatible with Safari, Internet Explorer, or Edge.
  • Check your internet speed and network. We recommend a minimum of 5mbps download and 2mbps upload. Ideally, we recommend 30mbps download and 10mbps upload or higher for the best quality. You can test the speed of your network here: https://www.speedcheck.org.
  • If you are using a VPN (network) or device provided by your employer, please ensure your device can access and share your camera and microphone.
  • Ensure you can access the following website domains to use Hopin: .hopin.to; hopin.com; tokbox.com; opentok.com; pusher.com; herokuapp.com; mux.com; twilio.com; prod.live.hopin.to; hopin-analytics-production.herokuapp.com;*.live-video.net; *.litix.io; *.amazonaws.com
    • This list may not be complete. Consult your IT department if you run into problems. Notice the LOC at iipf2021@hi.is if more domains should be added.
  • You may have to check with your IT department if using a device or network provided by your employer – your firewall may block access to the above-mentioned domains and you must be granted access to these domains to use Hopin!
  • Restart your computer before joining the event. This ensures that there are no other video applications holding onto audio or video for any reason.
  • Please use headphones when participating on-screen. This will help eliminate echo and feedback.
How do I access and navigate
the 77th Annual Congress of the IIPF | Online on Hopin?
1. Ticket validation and Reception
  • Validate the Hopin ticket you received by email by clicking the link to our registration page on Hopin. A new browser window or tab will open. Clicking the blue “Join event” blue button under Tickets will redirect you to a sign up page, where you must sign up for Hopin with your name and the same email used for payment of the congress fees.
  • On the day of the event, follow the same link and click the “Enter Event” blue button to join (make sure you are signed into Hopin). This button will show up one hour before the conference starts at 9:00 GMT+00:00.
  • You will enter the congress Reception which gives you an overview of the conference. From here you can access all other sections of the platform – Stage, Sessions, Networking, and Expo.
2. Stage
  • The Stage is where you get to watch IIPF’s keynotes during all three days of the conference, as well as our opening and closing ceremonies. The schedule is available in the event Reception description.
3. Sessions
  • In the Sessions section you will find all working group sessions that will be offered during the conference. Each session timeslot will last for one and a half hour and has up to five different working group sessions to choose between. Check the agenda of all working group sessions in the event Reception description.
  • In sessions with multiple speakers, double-clicking on a specific screen allows you to enlarge it. Each session has a session chat (separate from the event-wide chat) where you can interact with the session speakers.
4. Networking
  • Even though our conference is online you will still have the chance to meet other researchers and expand your network. In the Networking section you will be matched with a random fellow IIPF member. Exchange your contact details using the “Join” button, share information using the Networking chat and move on to the next person when the time is up.
5. Chat, Polls and People Q&A Tabs
  • In all sections of the Hopin platform there are four tabs on your right-hand side.
  • The Chat tab allows you to send messages visible to all participants of the conference. In the workshop sessions you can switch to the chat visible only in the Session you are participating in. The Chat tab is also where you will see occasional important messages from the organizers popping up.
  • The Polls tab is where we will be asking you for your feedback during the event using live polls.
  • The People tab lists all participants that have joined the event. You can send a direct message to any participant by clicking on their name. There you have the option to “Schedule a meeting” with other participants. The other participant then has to accept your meeting invitation and you will be automatically assigned to a private meeting room.
  • The Q&A tab allows you to ask a question visible to all participants of the conference. In the workshop sessions you can switch to the Q&A tab visible only in the Session you are participating in. You can choose to ask anonymously or not
  • The Twitter tab allows you to keep tabs on the Twitter feed linked to the Congress.
Working Group Session Speaker Instructions
1. Joining Working Group Sessions
  • When it is time to participate in the working group session you have been assigned to, please go to the Sessions section and from there click on your working group session title.
  • The following message will show on your screen (as shown on picture).
  • After clicking “Share Audio and Video”, an Audio/Video Settings window will pop up, here you can change your microphone or webcam if needed. Click apply.
  • You are now live and can participate in the working group session. Note that the viewers way of interacting with you and the other session speakers is through the session chat – here is where questions and comments will pop-up throughout the session.
2. Sharing your slides
  • Viewers can double click on your screensharing window to enlarge it but cannot view the window in full screen without the Hopin sidebars. Please be mindful of this and use a large font size in your slides.
  • Note: Be sure you’re live before sharing your screen.
3. Presenting with two monitors (recommended)
  1. Open the program you will be presenting your slides in.
  2. Click the “Screenshare” monitor button at the bottom of your video. Then, click “Entire Screen”. Choose the screen you want to share by clicking on it, then the “Share” button turns blue. Click share.
  3. After you click share, you are sharing your screen. Open your presentation in full-screen and start your presentation. You will not be able to view your own video and the session chat while you present.
4. Presenting with one monitor
  1. Open the program you will be presenting your slides in.
  2. Click the “Screenshare” monitor button at the bottom of your video. Then, click “Entire Screen”. Click on the screen which you want to share, then the “Share” button turns blue. Click share.
  3. After you click share, you are sharing your screen. Open your presentation in full-screen and start your presentation. You will not be able to view your own video and the session chat while you present.
5. Note on presenting with Powerpoint
Troubleshooting: What can I do if I loose sound or can’t share my audio/video?*

You may have to check with your IT department if using a device or network provided by your employer!

Please try these steps (in order):
  1. Check if you are using Chrome (highly recommended) or Firefox web browser
  2. Refresh your browser
  3. Ensure your browser’s permissions are granted to have access to your camera and microphone (in Chrome, type into the URL bar: chrome://settings/content). If you’re on a Mac, ensure your browser has permission to record your screen (open your computer’s System Preferences > Security & Privacy > Screen Recording > find your browser in the list and check the box)
  4. Quit and relaunch your browser
  5. Restart your computer
  6. Join the event in a different browser (e.g.: switch from Chrome to Firefox)

*If you are a keynote, we will appoint a LOC staff member as your point of contact

Troubleshooting: If I run into a technical problem, what can I do?*

You may have to check with your IT department if using a device or network provided by your employer!

For general technical questions, please try these steps (in order):
  1. Check if you are using Chrome (highly recommended) or Firefox web browser
  2. Refresh your page
  3. Quit and relaunch your browser
  4. Restart your computer
  5. Join the event in a different browser (e.g.: switch from Chrome to Firefox)
  6. If these self-troubleshooting steps do not solve your issue, please email iipf2021@hi.is for further assistance.

*If you are a keynote, we will appoint a LOC staff member as your point of contact

Hopin.com Knowledge Base

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