Frequently Asked Questions

We have composed a list of frequently asked questions regarding the virtual meeting for your reference.  

How do I participate or attend the virtual meeting?

Don’t forget, all content will be available on-demand until the end of January 2022. If you do miss a presentation or two, these will be available as soon as our AV team can edit and upload to the platform.

Laptop/Computer on Google Chrome.

To maximise your experience, we recommend attending the virtual meeting on a laptop or desktop. Even better if you can cast the live stream to a large screen in the privacy of your own home or office! Google Chrome is the recommended browser. Full instructions and much more information will be sent to all of our attendees in plenty of time, enabling you to check everything is running as it should.

Can I watch in a group?

Should gathering and government guidelines allow, you may like to organise a ‘watch party’ so that you can get together with colleagues to attend the meeting as a group – in fact we encourage it and look forward to seeing the photos! Social media is part of our conference, so feel free to share your tweets, SnapChat, Tik Tok or whatever platform you choose. Tag us with #NZASM21.

There are many excellent engagement opportunities on the virtual conference platform. You will need to be registered as an individual delegate for the meeting to participate in the live Q&A, networking functions, discussion forum with your nationwide and international colleagues, industry exhibition and event engage. A group of registered delegates can however “cast” the lectures from one delegate’s laptop or desktop (or connect via HDMI cable) to a larger screen, but still participate in the multiple functions on individual devices.

Remember, that to receive acknowledgement of attendance and an attendance certificate, delegates must be registered for the meeting.

I’m organising a watch party for a group of registered delegates, what do I need?

Aim to find a venue that is accessible with the facilities needed to make the most of a virtual format. A private space, with a large screen, comfortable seating, good WIFI and plenty of charging stations. Remember to consider COVID precautions. Generate a location QR code and have masks and hand sanitiser available.

You will need to login in using your registration details to the virtual conference platform.  We recommend Google Chrome and a high speed broadband connection. You can then “cast” the lectures from one delegate’s laptop or desktop (or connect via HDMI cable) to a larger screen.

Multiple users will be connecting from their mobile devices to participate in the live Q&A, so ensure WIFI is suitable.

The change to virtual - How does this affect my registration?

Will my registration be discounted?
Yes, we will transfer your on-site registration to a virtual registration and refund you the difference in cost.  If you paid by credit card, the difference will be refunded to the credit card used during your registration.  Please note that credit card fees incurred during your original payment are non-refundable.  If you paid by direct credit, our team will be in touch to obtain your bank details to facilitate that process.

What if I need to cancel my attendance entirely, or, do not want to attend virtually?
All cancellations or registration changes must be made in writing to the Conference Managers at fiona@outshine.co.nz

If you do not wish to attend the conference virtually, and wish to cancel your registration, we have updated our cancellation policy by extending the date.  Cancellations made prior to Sunday October 3, 2021 will be refunded less, NZ$100.00 to cover administration costs. No registration refunds for full cancellations will be made after this date.

I booked accommodation, and/or social functions.  Will these be refunded?
Accommodation booked via the registration process, at the Conference Hotels, has been cancelled on your behalf.  The Conference Hotel have not charged any cancellation fees.  All social functions will be cancelled without penalty.  If you paid for a partner ticket, this will be refunded to you as well.

What if I still want to come to Christchurch and use my accommodation?

If you have booked via the registration process, we do need to cancel it because of our contractual obligations.   However, you are welcome to contact the individual hotels directly and make a booking.

I have registered for the workshops, will they be delivered virtually?
Some of the workshops will be delivered in the virtual environment, but unfortunately others will not.  The communication from our Conference Managers will confirm this for you, but in the meantime, please check the workshop page of the website for further details.

When will my refund be processed?
Your registration will be refunded within 30 days.  If you paid by credit card during registration, the difference will be refunded to the same card used.  If you paid by direct credit, we will arrange for the amount to be refunded to your bank account once we receive that information from you.

I am a speaker, what does this mean for my presentation?
You will have already received a communication about pre-recording your presentation from our Conference Managers.  The recording will be guided by our professional AV team to ensure the highest quality presentations.  Further information will follow shortly, but please do get in touch if you have any questions.

Will the scientific program stay the same?
It is guaranteed that things will look different to conferences people are used to. There is also a likelihood that some of our presenters may not be able to present and the program may change at short notice. We would appreciate people bear with us as we negotiate these new challenges, and check the website regularly for the program changes.

What is a virtual meeting?
A true virtual meeting is an interactive experience, rather than a webinar.  You will receive pre-meeting information to help you navigate the specialised online platform.  You will need to set aside time on the meeting dates as if you were attending in person.

When will I receive the login details to view the meeting, and how do I access the talks?
You will receive an email from us approximately one week prior to the conference.  This email will include a link to the virtual conference platform and your personalised login details.  At that time, we will also include some general and technical help information.

What will I need to attend the online (virtual) meeting?
A laptop or computer, with high-speed broadband, is recommended, a quiet room and a sense of adventure!  Google chrome is the recommended browser for the software, so ensure you have loaded this before the meeting – full instructions and much more information will be sent to our online (virtual) attendees.

Will I have access to the talks on-demand after the meeting?
Yes, the talks will be available until January 31, 2022 for all attendees. As an online (virtual) attendee your login access will remain accessible until that date.

Can I watch in a group?
Should gathering and government guidelines allow, you may like to organise a ‘watch party’ so that you can get together with colleagues to attend the meeting as a group – in fact we encourage it and look forward to seeing the photos! While there will be many engagement opportunities on our virtual platform, watching the conference with colleagues will maximise your engagement experience. When organising your ‘watch party,’ aim to find a venue that is accessible with the facilities needed to make the most of a virtual format.

Please remember that to receive acknowledgement of attendance and an attendance certificate, delegates will need to be registered for the meeting.  To participate in any live Q&A, networking functions and event engage, you will need to be registered for the meeting.  However, it is possible that a group of registered delegates can “cast” the lectures from one delegate’s device to a larger screen and participate in those functions listed above on their individual devices.

What interaction will I have with the speakers?
All of the talks will be available in real-time, as per the program.  This means you can participate in the live Q&A.  Any questions that may remain unanswered in the amount of time allocated, may be answered post-event by our expert panel.  You can ask questions as yourself, or anonymously – it is very similar to using an in-person meeting app.

What interaction will I have with other delegates and exhibitors registered for the meeting?
The online platform includes a meeting hub.  This allows you to connect with other delegates or exhibitors “virtually” via video or voice (using your computer connections), in a chat, or arrange to meet after the meeting. We are also working on creating virtual networking events within the meeting program so that you can chat with a small group of other delegates, during the scheduled breaks.

I’m an exhibiting delegate, what does that mean for me?
We have updated your registration to a virtual exhibition registration, and your accommodation booking and social function attendance has been cancelled. Our team will be in touch with your group contact to discuss the delivery and set-up of your virtual exhibition space, and how that will work.

What is an “event engage” experience?
You can gain points for a number of things you participate in for the duration of the live meeting.  Points can be earned for attending sessions, visiting exhibition stands, making appointments with exhibitors, connecting through the meeting hub, posting questions, completing the session surveys, uploading a photo/image to your profile, completing trivia questions, and posting to the private event stream.  There’s a leader board for those more competitive participants, and a worthwhile prize draw! Stay engaged, get connected.

Can I still get CPD for virtual attendance?
Yes. The online portal allows you to scan in, and out of sessions so that we have a record of your attendance.  An attendance certificate will be emailed to you following the meeting.

I am still unsure, what should I do?
This is a stressful and upsetting time for many people. We acknowledge this and if people have major concerns or worries they should get in touch with us. We will do our best to assist however we can.

Virtual Conference Platform Overview

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