2020 Women of Color Attendee Guide

ATTENDEE GUIDE OCTOBER 8-10, 2020 Women of Color STEM Conference

Virtual Conference

Table of Contents Welcome ����������������������������������������������������������������������� 3 Attendee Guide Introduction ������������������������������������� 4 Technology Guidelines ����������������������������������������������� 5 Accessing the Event/How to Login ��������������������������� 6 Planning Ahead ����������������������������������������������������������� 7 Navigating the Conference ��������������������������������������� 8 Virtual Session Guide ����������������������������������������������� 12 For All Attendees ����������������������������������������������������� 14 Staying Engaged ��������������������������������������������������������17 Photo Booth ������������������������������������������������������������� 18

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Welcome We are glad that you are joining us for the 2020 Women of Color STEM Virtual Conference. The transition to a full virtual conference no small task. Our goal is to bring you an experience that is engaging, interactive and memorable. The workshop presenters and our team have worked diligently to make the sessions and award programs engaging and accessible. Each day is programmed to give you the option to tailor your experience as you would in-person. Participate in live video or text chats with presenters and other attendees in the training sessions and in the virtual networking lounges.

We’ll miss the in-person togetherness, but you’ll gain the ability to attend the sessions you didn’t prioritize for your schedule during the conference because they will available for two months after the conference.

We hope this guide is helpful in mapping out your plan for the 2020 Women of Color STEM Virtual Conference.

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Introduction Welcome to your guide for the 2020 WOC STEM Virtual Conference, October 8-10. This guide will provide you with the information you need to have a productive and engaging experience. Use the table of contents for a quick reference.

Please note that all times are listed in Eastern Daylight Time (EDT).

Information Desk The information desk is accessed from the lobby. It is there to help you in the event you encounter issues with the platform or if you have questions about the events. Technical help will be available during the conference hours in a Technical help chat room. Â

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Technology Guidelines Equipment for Computer or Laptop and Zoom To use Zoom on a laptop or computer you will need: A computer or laptop which has speakers, a microphone and a video camera. If your laptop doesn’t have a video camera, you can buy these inexpensively. You can also join a Zoom meeting without a camera, but we don’t recommend it.

If your computer doesn’t have speakers or a microphone, you might try hands-free headphones which have an integrated microphone.

Using headphones is a good thing so that you don’t disturb others.

A reliable internet connection and preferably a quiet room.

Zoom gives detailed information on what you need to access Zoom.

Click here to see more.

Equipment for mobile or tablet and Zoom While the portal can be accessed via a mobile device, our strong recommendation is to experience the virtual event on the larger screen of a tablet or computer. The environment is a visual experience made to look like a physical event and the larger screen is important and some features will not be the same on a mobile device.

You can also access Zoom from your mobile phone or tablet. Zoom gives some specific instructions for each. We recommend downloading the free App which makes this easier.

It is easier if you have a set of combined headphones and microphone if possible.

For more information for IOS (apple) users, please click here.

For more information for Android users, please click here.

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Internet Connection Requirement The bandwidth used by Zoom will be optimized for the best experience based on your network. It will automatically adjust for 3G, WiFi or Wired environments.

Supported browsers

◦ Edge 12+, Firefox 27+, Chrome 30+ ◦ Mac: Safari 7+, Firefox 27+, Chrome 30+ ◦ Linux: Firefox 27+, Chrome 30+ Zoom Backgrounds When you enter the platform, we will provide several branded backgrounds for you to use. We ask that workshop presenters not employ these background images when they are presenting.

Accessing the Event / How to Login To access the WOC STEM Virtual Conference go to womenofcoloronline. com/stem2020/. You will use the same username and badge number that you received in your registration confirmation email. Your profile information is housed in the Attendee Service Center. If you haven’t yet updated your profile, you may do so here. Be sure to add you photo, update your title and other contact information.

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Planning Ahead Once have successfully logged into the conference platform, spend some time learning how to use the tool. Your schedule for the 3-day event can be updated in the Attendee Service Center.

The WOC App is your tool to help you manage your agenda, chat with attendees, view speakers and panelists.

WOC App Information Our mobile app provides easy-to-use interactive capabilities to enhance your conference experience. We’ve put the following features in your palm to help:

◦ Organize exhibitors, speakers, sessions, and event information. ◦ View My Agenda. ◦ Receive WOC event update alerts. ◦ Email speakers and exhibitors. ◦ Locate and bookmark exhibitors to visit on the floor plan map. ◦ And much more...

Head to the App Store or Google Play and search for Career Communications Group; download the conference app to your device; select the Women of Color 2020 (Virtual) icon to load the show app.

Then click on “LOAD”. Once logged in, click the “Start” button on the bottom right corner to load the app. Past attendees should navigate to Meetings and click on New Meeting to get started.

Download Zoom Please download Zoom if you don’t have it installed on your computer or Laptop. You’ll need the application to participate in the 2020 Women of Color STEM Virtual Conference, which uses the Zoom platform for video conferencing. Please adhere to the technology guidelines outlined above

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Navigating the Conference Navigating the Lobby

Once you are inside the virtual platform, you will have the opportunity to explore all that the conference has to offer by using the links located at the top menu on the lobby page.

◦ Exhibit Hall ◦ Grand Ballroom ◦ Networking Lounge

◦ Information ◦ Agenda ◦ Seminars

We recommend starting in the auditoriums to get comfortable with how to find and access sessions using your planner. You can navigate to the auditoriums by clicking on the links in the lobby, or by using the top menu navigation. Within each auditorium you will find 3 days of programming that can be viewed by clicking on the auditorium screen. Don’t worry if you can’t make every session of interest, recordings will be available in the platform 24 hours after the session runs and up to 60 days after the conference ends.

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Navigating the Exhibit Hall

Exhibitors will be available to interact live with attendees from 10:00 AM – 4:00 PM on Saturday, October 10. The exhibits remain accessible so that you can begin to download and view relevant literature about the organizations with whom you plan to interact. You should use this time to familiarize yourself with the chat functions and how to upload your resume.

Navigating the Grand Ballroom

The Grand Ballroom is the main auditorium where the recognition events are held. You will see a list of the events that are scheduled to take place in the Grand Ballroom. You will be able to access live events approximately 5 minutes before the scheduled start time. The event program guide will be available for viewing once you enter the event.

Navigating the Seminar Rooms

Education sessions can be accessed in the Breakout Rooms. Each room displays a menu of scheduled events. Since all sessions are live, they are only accessible at the scheduled time. The presenters may allow access up to 5-minutes before the session is scheduled to begin.

You are encouraged to submit questions via the chat function. The session moderator will manage questions for the speaker and panelists during the scheduled Q&A portion of the presentation.

Any handouts as well as speaker bios and contact information will be accessible in the WOC App. Navigating Networking Lounges

Whether you plan to network with attendees on your own or to join a scheduled networking event, head to the networking lounge to find out

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what’s happening. The main lounge will remain open throughout the conference. There you will find scheduled live events, discussion groups, the 2020 WOCTV channel, and other activities.

How to start a conversation A great way to meet other attendees is to start a conversation among all attendees. Click the Chat tab or visit your Interest Group to get started.

WE NEED CONVERSATION TOPICS!

Have Some Fun (Gamification) Have some fun, score points for prizes as you explore and experience the WOC STEM Virtual Conference platform. Here’s what you do and the points you earn. End at the top of the leaderboard by 11:00 PM on Saturday, October 10 and the top 12 winners will each receive one of the prizes listed below.

1. Attend a seminar or workshop (10 points each) 2. Attend a Global Health Security Leadership workshop (10 points each) 3. Attend a recognition event (20 points each) 4. Chat with an exhibitor (25 points each) 5. View an exhibitor pre-recorded video (15 points each) 6. Download an exhibitor brochure (5 points each) 7. Attend the Johnson and Johnson (JNJ) networking event (20 points)

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8. Attend the Rocket Central networking event (20 points) 9. Attend Abbott Networking event (20 points)

* First Place: Bose 700 Headphone (noise canceling) (2 Prizes) 379 Second Place: Ember Temperature Control Smart Mug (5 Prizes) 100 Third Place: PhoneSoap3 (5 Prizes)

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Virtual Session Guide WOC 2020 Virtual Session Guide Learning and training sessions at the 2020 Women of Color STEM Virtual Conference are offered in two formats to maximize your experience over the three-day event. Much like the in-person experience, live sessions allow you maximize interaction with the presenters and other session participants.

Live Synchronous Sessions

Live streamed at a scheduled date and time. Participants can enter 5 minutes before the session begins. Attendees can use chat/discussion for comments before, during, and after the session. A digital technician is available for support in every live session.

Synchronous sessions are recorded and will be available for on-demand play back after the live presentation. They feature:

◦ Real-Time Presenter – presenters are on video and can share slides. ◦ Live-Open – Presenters and entire audience are on video; Anyone can share content with organizer’s approval and breakouts are available.

Asynchronous Sessions (On-Demand)

On-demand presentations will become available beginning on Friday and will consist of recordings of the previous day’s live sessions. Registered attendees can watch these sessions later.

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Attending Sessions Each day there will be several live sessions, which can be viewed by clicking the “Join Now” button for the session.

The live sessions will “open” 5 minutes before the Seminar scheduled start time to provide some flexibility to get into the Zoom meeting. Once inside, depending on the meeting type, you will have the opportunity to chat, or enter questions in the Q&A. You can also #hashtag your questions using one of the #hashtags

#WOCS01 – for Sessions in Seminar room 1

#WOCS02 – for Sessions in Seminar room 2

#WOCS03 – for Sessions in Seminar room 3

#WOCGS – for Sessions in the ballroom

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For All Attendees Networking Tips Set up your event profile

Putting some effort into your event profile will allow other attendees to discover who you are, what you do and how to reach you outside the virtual world. Think of your profile as a business card with the benefit of additional space to elaborate.

Take advantage of group chats

The conference will offer targeted group chat topics as well as the opportunity for you to start your own conversation topics. Use these opportunities to join in as an expert or as a community member looking to learn from others.

Set aside time to network

Virtual conferences aren’t just for learning, they’re for connecting. Yes, networking is alive and well even at a distance. Attend networking events with other attendees or co-workers with a goal to expand your network by connecting with as many other attendees as possible Follow Hashtags

Contribute to conversations or start one of your own on the Women of Color STEM Virtual Conference’s hashtag #WOC2020, #WOCRESETTORISE.

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Before the Conference Block off your calendar

Attending the 2020 Women of Color STEM Virtual Conference shouldn’t take a back seat! You chose to attend for the value you saw in the speakers, and the trusted women of color community. You saw the opportunity to learn and grow. Let your coworkers know that you are busy and try not to check your email while you are in sessions.

Schedule your time based on live and on-demand content

Now that you’ve blocked off your calendar, begin building you schedule taking into account the variety of content being offered. While the majority of our sessions are live, some are on-demand and can be viewed later.

Also, keep in mind that all sessions will be available on-demand after the conference. This means that you can be strategic when building your schedule.

Keep your family in the loop

Working from home has its perks and is never truly just work! This often means that sometimes life gets in the way and demands your attention.

It’s likely that you have already established a daily work schedule. Plan to maintain the same schedule during the conference.

During the Conference Build in snack and meal breaks

While in-person events would have built-in breaks and coffee setup in the hallways, your virtual conference F&B is mostly on you unless you purchased an All-Access pass.

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Actively participate in sessions

By focusing on the live sessions, you will learn more and have some great conversation starters for the networking events.

Take note of interesting information that you want to learn more about and prepare yourself to ask the presenters or others how they have implemented the tips.

Go old-school

Ditch the electronics and take notes on paper! You will want to focus your attention away from the mouse and keyboard and onto your computer screen, which should be in full-screen mode during the sessions. Keep your mobile phone nearby and logged in to the conference app to receive notifications, check out the speakers’ credential, and to communicate with other attendees.

Attend with others

The Women of Color STEM Virtual Conference is better when you attend with friends and coworkers. Make plans to catchup and discuss sessions after the fact or during the conference. Message them during the conference about interesting information you picked up during the conference or specific sessions.

Stand and stretch

Don’t feel that you have to stay confined to your chair the entire time. Build in breaks between sessions and when you are not on video. Stand up and walk around in place to help you stay focused on the content.

After the Conference Set up time to re-watch

One of the benefits of the Women of Color STEM Virtual Conference is that the content is available on-demand after the conference for 60-days after the conference. Whether during the conference or right after, set aside some time to review something you missed so you can make the most of the content you absorbed.

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Staying Engaged Virtual Engagement Ideas The 2020 Women of Color STEM Virtual Conference provides many opportunities to connect with others and engage in important discussions both during and after the convention. Not only can you “attend” WOC 2020 Virtual Conference, October 8-10, but you also receive on-demand access until December 10, 2020. This is not just a 3-day event — here are some ways to keep the conversations going long after October 10.

◦ Join the WOC Facebook group (a link was provided to registrants

via email) to connect with others leading up to, during, and after the convention. The group is about meeting people with similar interests and helping each other out. It’s changing “what can you do for me?” to “what can I do for you?” Share your skills/talents/expertise with others or request the assistance of other attendees!

◦ Host a watch party. Pick a couple sessions you’re excited about

watching and invite others to watch with you. Set a time to discuss and share a video chat link with your friends and colleagues or post it in the WOC 2020 Facebook group. Don’t try to cram everything into October 8-10. You have until December 10, 2020 to view recordings.

◦ Join the conversation on Twitter: Follow @WOCTECHNOLOGY and

use the hashtag #WOC2020 to participate in the live thread during the main stage events

◦ Make reservations for dinner and a show, black-tie optional. Schedule watch parties on Saturday, October 10 for the WOC Gala. Collect

your Guest Pass here. Make yourself a sumptuous dinner, dress up in something other than sweatpants, and enjoy the show. Then, connect with your colleagues (or friends) on a video call to congratulate the award winners celebrate with them.

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Photo Booth • User texts a photo to 313.217.3464 • User will receive a text back stating: “Great Photo! Reply is on it’s way…”

• Within 2-20 min (depending on how many attendees are texting at once), user will receive their “photo strip” back along with a text that says “Here it is! Be sure to share on our social media!” #WOC2020 and #WOCRESETTORISE

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