The MPSA Annual Conference features a hybrid session format for all Panel/Paper sessions, Roundtables, Lightning Talks and Working Groups. Sessions will be broadcast online in real time. Panels may consist of individuals participating in person, online, or a mixture of both. Poster sessions and Receptions and Networking Events are available for in-person participation only. Each format is described in detail here. The virtual meeting platform uses Zoom, a virtual meeting interface with many useful accessibility features. All sessions are located within the virtual conference platform; no individual Zoom session links will be sent. 

 

Hybrid Conference Instructions

All sessions held in person at the Palmer House Hilton will be accessible to virtual attendees (except for undergraduate poster sessions which are only accessible in person). Each conference room is equipped with a laptop computer, a projector, a projector screen or monitor, a slide advancer, and a wide-angle camera with integrated microphone and speaker pointed at the in-person panel.

In an effort to create the best hybrid conference experience for all participants (whether in person or virtual), all participants must follow hybrid instructions. 

If there is some delay in staff starting the meeting or your meeting is disconnected during the session, the chair should follow the directions below or on the print copy in the meeting room to start/reconnect the Zoom session. For questions or technical difficulties, contact technical support at (312) 617-1066 immediately. As a reminder, presentations are being recorded.

 

Instruction for Chairs

  • The Chair should pick up a copy of the print program.
  • Follow the order and timing listed in the conference app or the print program to allow time for all presentations.
  • Introduce the session and all speakers (both virtual and in-person).
  • Instruct virtual audience to use Zoom chat for questions.
  • Sessions must end at scheduled time, Zoom sessions will close automatically.
  • Instruct presenters and discussants to stay in the camera frame during presentations.
  • All presenters must share screens in Slideshow View.
  • Help the speakers keep their presentations within the allotted time and signal the amount of time remaining toward the end of their presentations.
  • Monitor the Zoom chat for questions or comments.
  • Repeat questions from audience for virtual attendees.
  • Provide a two-minute warning prior to the scheduled session end time.

Instruction For Presenters and Discussants

  • Stand near the projector screen.
  • Project your voice loudly.
  • Stay in the camera frame during presentations.
  • Stay on time.
  • Presenters, share screens in Slideshow View.
  • If a presenter is not called upon at the designated time to present, inform the Chair.

 

MPSA staff will start the Zoom session. If there is some delay in staff starting the meeting or your meeting is disconnected during the session, the chair should follow the directions below or on the print copy in the meeting room to start/reconnect the Zoom session. For questions or technical difficulties, contact technical support at (312) 617-1066 immediately. 

To start/restart the Zoom session, do the following:

  1. Login to the conference using your MPSA account username and password.
  2. Navigate to your personal schedule on the left-hand side of the screen. Select “Zoom Sessions”.
  3.  You will land on the session assignment page. Select Start Zoom Session. If that option is not available, select Join Zoom Session.

Preparing for the Conference

Prior to the conference, take the following steps to ensure a smooth experience with the virtual conference platform:

One week before the conference:

Test Zoom on Your Computer

  • To test your system, visit https://zoom.us/start/webmeeting and create a free account if needed. ​
  • This will launch a zoom meeting where you can practice your audio, camera, and screen sharing ​
  • We will be using the zoom for our conference and the same general features you see here in your free account will work

Update Your Web Browser

  • The virtual conference platform is designed to work with most major web browsers including Chrome, Firefox, Edge, and Safari.
  • To ensure a smooth experience with the virtual platform, make sure your web browser is fully updated.

The day before the conference:

The day of your session:

  • If you are using a laptop, mobile device, and/or headset, be sure to have the chargers plugged in to the device or nearby.
  • Be sure to have a good internet connection. You will need at least 1.5 Mbps upload/download speed. You may test your upload/download speed by going to https://www.speedtest.net/
  • A wired internet connection is preferred when available.
  • Limit the number of items you are streaming and applications you are running to ensure a smooth experience.
  • Be sure to have adequate lighting for video sharing.
  • Be sure you are in a quiet place with minimal disruptions.

Accessing the Virtual Platform During the Conference

  • Go to www.mpsanet.org and log in to your MPSA account

Note: You must be logged in to your account in order to access the virtual conference platform.

  • After you have logged in, please select the Join the Conference button to be taken to the conference program and schedule.

Navigating the Virtual Platform

From the Home Page of the virtual conference platform, you can access the navigation menus on the left-hand side of your screen. You can pull up these menus at any time by clicking the Side Menu button at the top of the screen:

Use the Browse/Search the Program menu to search sessions by day, time, person, division/section, session/event type, and visit the virtual exhibit hall:

Use the Search Bar at the top of the Home Page to look up participants, sessions, presentations, and events:

Use the Navigation Menu to view your personal schedule and assignments for the conference, edit your time zone settings, or log out of the virtual conference platform:

Use the Information Menu to access search tips and information on building your personal program:

Use the Navigation and Settings Menu to access your personal schedule, change preferences/time zone, navigate back to the submission site, or sign out:

Adding Sessions to Your Personal Schedule

As you browse through the virtual conference platform, you can identify sessions that you would like to attend and add them to your personal schedule by clicking the calendar icon next to each session. You can view your personal schedule at any time by clicking the calendar icon in the top right-hand corner, or by clicking “Personal Schedule” in the Navigation and Settings Menu.

Viewing Session Details

When you click on any given session, this opens the Session Summary page. The Session Summary page displays the panelists and presentations for that session and allows you to join the session if it is currently live.

  • Click on an individual presentation to view a brief overview of the paper, and to download the paper if the author has uploaded it.
  • Click on the name of a panelist to view all sessions in which that panelist is participating throughout the conference.

Joining a Live Session

To join a live session, navigate to the session and click on it. When the session has been opened for virtual attendees, a Join Zoom Session button will be visible at the top of the screen on the Session Summary page:

Click on this button to join to the session. The session will open in Zoom in a separate window.

Sessions are opened no earlier than 10 minutes before the scheduled start time. If you are trying to join a session and you find that it is not yet opened, you may need to wait a few minutes. Try refreshing your screen or re-entering the Session Summary page closer to the scheduled start time.

Please note that all sessions will close automatically at the scheduled time of conclusion.

Virtual Presentation Tips

  • Authors, discussants, and participants who are attending virtually should log in to the virtual conference platform at least 15 minutes prior to the start of your session. Tech support will start the Zoom session from the on-site computer at the conference.
  • Navigate to your session, click on it, then click Join Zoom Meeting to attend the session virtually. Please note that you will be unable to join the session more than 10 minutes prior to the scheduled start time.
  • Once you have entered the session, please be courteous toward fellow attendees by following standard best practices for virtual meetings:
    • Set your phone to silent
    • Turn off computer notifications (e.g., email, chat, etc.)
    • If you are not speaking, mute your microphone in Zoom
    • Avoid busy backgrounds that might be a distraction to other participants

For more information on using Zoom, please see our tips for using Zoom.

Looking for additional resources for the conference and/or your visit to Chicago?

View Author Guidelines, Chair Guidelines, Discussant Guidelines, Lightning Talk Guidelines and FAQs, Poster Guidelines and FAQs, and Tips for Using Zoom.

View Travel Resources, On-site Details, A/V Details and Tech Support information, Local Dining options, Family Resources, and Health and Emergency Services locations and contact information. A Conference Guide can be found here.