Virtual Conference

Guidance notes for Landlord Law Virtual Conference Delegates

The Landlord Law Virtual ConferenceIntroduction

As we are unable to have a traditional conference due to the cornavirus pandemic and lockdown, our conference for 2020 is a virtual Conference.

We are using special ‘summit’ software to manage the online talks, which is provided by a company called Hey Summit.

Hey Summit provides the framework for the Conference and its talks but for the live talks we are using separate ‘webinar’ software called ‘Big Marker’ which integrates with the Hey Summit system.

This is the first time we have done a virtual conference and used the Hey Summit software.  Having done extensive testing we have drafted up this guidance to help you use the system when attending the Landlord Law Virtual Conference.

Please read this guidance carefully. The system does not always work as you might expect and we would not wish you to miss any of the talks.

If when attending the Virtual Conference there is anything which still confuses you, please let us know and we will amend this guidance.  However hopefully you will find it fairly straightforward.

Some Preliminary Points:

1 There will be a lot of emails.

Hey Summit has standard emails which go out to you – for example, when you join the Conference, when you sign up for talks, and when talks are due to start.  You will also get some emails from the webinar software which runs the live talks, which is a company called Big Marker.

I know some people get fed up with lots of emails but I would ask that you please don’t unsubscribe as otherwise you may miss some important information.

2 Ideally, you need to sign up to the talks you want to watch – this does not happen automatically.

I will explain about this below, but you need to be aware of this from the start.  If you sign up in advance you will get a nice email shortly before the talk is sue to start with your link to access it.

I would strongly recommend that you enter the system and sign up for the talks you want to watch a couple of days before the Conference starts.

3 I will not be able to provide support on the day

This is because I will be running the Conference and I cannot do two things at once!  Which is why I would ask you to familiarise yourself with the site before 12 May, and make sure you are properly signed up for your talks.  

Hopefully these guidance notes will give you all you need to know.

Signing up to the Conference and the Delegates Information Page

Tickets are booked and paid for via our Landlord Law website shopping cart system.  When you join you will be given access to the Delegates Information page which has details about the conference and various ‘bonus’ items such as the Electricity Regulations webinar and some of our recent webinars with housing barristers.

This is a password protected page – you will need to be logged into Landlord Law to view it.  There is a guidance page here on logging in.

On the day you will also find there the Conference Handbook and the speakers powerpoints will be loaded up later.

After you have bought your full ticket, you will then be ‘imported’ into the Hey Summit Conference system a few days before the Conference is due to start.

Note that you will not be able to buy a ticket while the Conference is ongoing as we will be busy running the Conference so will not be able to import you into it!

Accessing the Conference Site

You should access the Conference Website by clicking the links in the emails you receive from the Conference site system.

This will log you in automatically.  You do not need to set a password.

As this is a paid event it would be appreciated if you could keep your emails with your links confidential.

Note that in some places it may say you are not logged in when you are.  We have no control over this, but so long as you have followed the link in the email you should be all right!

Registering for the talks

When you get access to the Conference site (ie the Hey Summit system) it is really important that you register for the talks you want to watch – which will presumably be all of them!

Note that you are not automatically registered for the talks, simply by virtue of the ticket  you have bought.  You need to do this yourself.

This is not the end of the world though, as you will be able to watch the replay later (although you will have lost your chance to ask questions).  

So how do you register for the talks?

A couple of days before the Conference starts, you should follow one of the links in your Conference emails and log into the Conference site (if you click the link in the email – this will log you in).

You will probably find a link asking you to choose the talks you wish to attend.  You can also do this by clicking the ‘Schedule’ link at the top of the screen.

You need to go through all the talks and select the ones you want to watch – but note that this is a two part process.

1. You will see a list of all the talks in individual boxes – click the link in the box of the first talk you want to watch which says ‘Add to my schedule’.  See the image below:

Add to schedule

2. You will then go to a page which will look a bit like the image below (although the picture will be a headshot of the relevant speaker).  You MUST click the orange ‘add this talk to my schedule’ button or you will not be registered for the talk.

Add talk to schedule

The orange button will then be replaced with this:

Registered for talk

You should then get an email confirming that you are booked on this talk from the Conference site system (it may not arrive immediately but you should get it).

If you click the schedule link – which you will also find at the top of the Conference site – you will see all the talks you are signed up for.

Make sure you are registered for ALL the talks you want to attend live.

Alternatively if you want to attend all the talks you should find a button on the schedule page which allows you to do that.

And finally

Note that the system will allow you to ‘register’ for talks even if your ticket will not allow you to watch them.  What will happen is that when you try to watch a talk which you have registered for but which your ticket does not cover – you will be blocked from watching it.

Watching the live talks

Most of the Conference talks are live. They actually take place and are recorded in our Big Marker webinar software.  

So long as you have  registered for the talk – you should get an email with a link to take you to the Big Marker webinar room. 

Alternatively, about 4-5 minutes before the talk is due to start, you will see a link to watch the talk at the top of the Conference site.  Provided you have the correct ticket,  you can also click these links to watch. 

You can log in up to 15 minutes before the talk is due to start.  The room will open at the appointed time and you will be imported into it, and the talk will start.

The speaker will be talking to a PowerPoint – you will be able to download these from the Conference Delegates Page (although they will not be loaded up until after the talk has taken place).

If you want to ask any questions – use the Q&A area you will find in the webinar room. 

Please can questions be short and snappy.  There will only be limited time for questions so we will not be able to consider (or indeed read out) detailed situations.  

If you have a burning question which is not answered by the speaker – make a note of it as you will (if you have a full price ticket) have a chance to ask it in the Q&A session at the end of the day.

Watching the pre-recorded sponsors talks

Although the main talks are delivered live, all of the sponsors talks are pre-recorded.

They will start at the designated time (between 1.00pm and 2.00 pm) and you will be able to watch them ‘live’ from the relevant Conference talk page.  However all the sponsors’ talks will be available as replays so you will be able to watch them later.  

The Q&A Sessions

In our traditional conferences, people value the opportuntity to go and talk to our speakers and ask them questions.

As this is not posisble with a virtual Conference, we are instead providing a one hour Q&A session at the end of both days, for you to ask any questions you did not get time to ask during the live talks.

The Q&A sessions work in the same  way as the live talks – you will need to follow the link to go to the Big Marker webinar room where you can ask your question via the Q&A box in the webinar room.

We will answer as many questions as we can.  Again, please can questions not be too long and detailed. 

If you have a complex situation – consider asking short questions on each of the different aspects of your problem.  These are far more likely to be answered.  

If your question is aimed at a particular speaker – please say this in your question.

We will answer as many questions as we can within the time allowed.  The Q&A session will end promptly at 5.00 pm on each day.

Watching the replays

All of the Conference talks will be available to watch as replays later (if you have a ticket).  

Note that they will not appear immediately.  The webinar software will take a bit of time to process the recording so it will not be available for a couple of hours.

However once this has been done, you will be able to watch the replay as often as you like from the relevant talk page on the Conference site.

You can find all the replays via the ‘Replays’ link at the top of the Conference site.

We plan on making the replays available for a period of at least three months.

And finally

I hope you will enjoy the Conference and that it runs smoothly.

As this is the first Virtual Conference we have done, we will really value your feedback.  

We will be sending you a link to a Survey Monkey after the Conference is over and I hope you will complete this and let us know how you found it.  

Assuming people enjoy the Virtual Conference experience we are planning on doing other virtual events later in the year and so will value any comments and suggestions you may make.

Thank you!

Tessa Shepperson and the Landlord Law Conference Team.