At MedAll we have hosted our own IVMC conferences and also helped other organisations run smooth and well organised conferences. If we could help all of you 1:1 we would, but as thats not possible we have put together this document to help you to get the most out of your event and MedAll as well as ensure that your delegates have the best experience of your organisation and event.
Create your organisation on MedAll
Here is the link for setting up your Organisation on MedAll:
Creating your event
Here is the link for creating your event on MedAll:
Pre registration questions - If you would like to find out a little about your delegates before the event, you can use Pre-registration form to ask questions. Please note that once this is in use, the questions cannot be changed https://help.medall.org/en/articles/5831239-set-up-and-customise-registration
Tickets
You can offer both free or paid tickets:
Free and Fair Medical Education Tickets:
Paid tickets:
Setting up stage:
Speaker & chairs on stage only/delegates viewing - https://help.medall.org/en/articles/5971548-set-up-a-main-stage-studio-mode
All on stage/interactive mode -
https://help.medall.org/en/articles/6041287-set-up-a-main-stage-interactive-mode
Setting up sessions:
https://help.medall.org/en/articles/5971550-set-up-parallel-sessions-break-out-room
Setting up Feedback & Attendance Certificates - you will want to do this before the event finishes so that your delegates get their feedback form straight away https://help.medall.org/en/articles/5970613-feedback-forms-and-certificates
Automatically send out your feedback at the end of the event -
MedAll Tips: We would encourage the following:
Make your event info/description page, inviting and clear with speaker details, links to pages, speaker bio's with socials linked and your schedule for the day. You can add emojis for that fun look too. As longs you click 'update' you can edit as often as you need to
Add some images to your sessions with your speakers name and the title of their talk
Create a tech test session for speakers so that you can make sure they can screen share, we suggest they come to this session 30mins before going live. This also will give you peace of mind that they are present at the event. Make sure you have MedAll Help open as it gives lots of laptop/slide sharing tips
Create a social/networking session or 2. Make this fully interactive so your delegates have an opportunity to chat to others
Hashtag - make sure you have a hashtag and during the event, have someone on your social media sharing the posts - this is a great way for people to feel more involved
Fair Medical Education Scheme for Low and Middle Income Countries
MedAll's heart is to share knowledge and make healthcare training, conferences and events accessible for all, no matter where they are in the world. With this mission, we have decided to invite those who are in Low or Middle income countries to our “Fair Medical Education” scheme. We are on a mission to make healthcare training more accessible, so colleagues in this scheme will be offered free or reduced ticket prices to events that we are either hosting or are aware of on MedAll that are offering reduced or free tickets. As an organisation, all you need to do is let us know you would like us to include you in our Monthly email to our Fair Med Ed users by emailing [email protected]. We will ensure that all delegates coming through this scheme are verified and are from a Low or Middle Income country and we will either encourage them to sign up to your event online if its an open access free event or if there is a fee to other delegates and free for this scheme, we will send them the link the day before the event (they know this is not to be shared). We offer this freely to you and our Healthcare community across the world.
#MedAllsMission can be found here https://medall.org/mission
Have you decided on a Hybrid Conference?
Hybrid is the perfect option to suit everyone and every situation and it couldnt be easier now with MedAll Live.
Poster Hall
Here is the link for setting up your Virtual Poster Hall:
MedAll Tips: What we suggest is you email your authors before sending the invitation and let them know a few things:
Submission date - probably 1 week before the event
Size of poster - we recommend landscape/ A3/ PDF
Size of video - we recommend no bigger than 100gb no longer than 1min
Share your poster on socials - we recommend that your authors tag you the organisation, MedAll and the hashtag of the event. This encourages conversation before your event starts and also potentially gets others interested in your event
'Invite your co-authors' - by doing this, then co-authors also have their own certificate on their MedAll account
If you are unsure of what a virtual poster hall would look like, please feel free to take a look at MedAlls previous poster hall right here
Delegates
They will have registered for your event through MedAll and will have received their email registration. If your event is free and your delegate needs to change their ticket from inperson to online they can do this simply by opening the email registration > cancelling the ticket > re-register
Only verified users of MedAll have access to chat - encourage your delegates become verified
Speakers
Creating a MedAll account: https://help.medall.org/en/articles/4586420-getting-started-on-medall
MedAll Tips: What we suggest is that you email your speaker with the following:
Inviting your speaker is as easy as clicking on this link:
https://help.medall.org/en/articles/5971553-invite-speakers-to-your-event
Encourage to verify account (if your speaker is not a healthcare professional, please email [email protected] and we can verify them for you once their account is set up) This also applies to your chairs in sessions too
Ask for a back up copy of the slides - if a speaker has low internet coverage at least you can share their slides whilst they speak
Ask for their telephone number, this way if they are late coming to the tech test, someone can contact them and your event will continue to run to schedule
Ensure they are happy for you to share their talk on catch up
Tech - for them to have a smooth experience and for your event to go off without a hitch encourage your speaker to use a laptop, google chrome and attend a tech test
Sponsors
To set up your sponsors in your event you will need to gather some information from them first. We recommend the following:
Name of Sponsor
URL of Sponsor
Contact Email of Sponsor (eg [email protected] or [email protected])
Short Bio of Sponsor
Image or logo of Sponsor
Video of Sponsor
Also you will need to know which level of sponsorship they are. On MedAll we have Platinum, Gold, Silver and Bronze.
MedAll Tips: You could also give your sponsor a session during lunch break where delegates can come into the session and ask questions. We recommend making the session interactive and your delegates joining the event with their mic and cam off
On the day!
To ensure your event goes without a hitch:
Chat - encourage your delegates to use the chat - ask them a question 'Where are you joining us from' OR if you have a poster hall, let your authors 'pitch their posters' - you just want to get a conversation going
Go Live - Until you click on 'go live', the delegates will not see you (this is same in sessions)
House Keeping - we recommend you show your delegates around the platform so they are comfortable on it just as you would show them fire exits etc. Let them know what each area is.
+ You are on the Main stage - this will be where all our talks will happen - you can use the chat on the right - remember you do need to be verified to use this
+ The next icon is 'sessions' - this is where you will see our tech test for speakers and also some coffee rooms where you can network throughout the conference
+ Event Info is where you will find our schedule - we will try our best to keep to the times listed
+ Sponsors - we have a few sponsors/supporters here - please do take a look
+ Poster hall - this will open in a new window for you, you can browse these and click on them to read them - click on them a second time and this will enlarge it for you.
Verified - remind your delegates that they do need to be verified users on MedAll to gain access to the chat:
PLEASE ENSURE YOUR MEDALL ACCOUNT IS VERIFIED: https://help.medall.org/en/articles/4586420-getting-started-on-medallEncourage your delegates to network in your coffee/networking sessions
If you have a poster hall, relate to that poster hall through out the event - so if someone is giving a talk and you know there is a poster in your hall relating to that - tell your delegates.
Within your tech test session. There will only be a few things that crop up so please do familiarise yourself with these. They are general issues with either Powerpoint or sharing on a Mac
SLIDES - if there are no videos or moving images in the slides, it will be a lot easier for your speaker to use Slide Share rather than sharing their slides using powerpoint. Please note that the slides need to be in a PDF format. If you are not using the 'slide sharing' method AND you haven't collected a copy of the slides, we recommend you ask them to email someone on the team now with a back up copy
https://help.medall.org/en/articles/6084154-how-do-i-share-my-slidesVIDEO - if your speaker has a video please ensure you read the following link
SCREEN SHARE - if your speaker is using a MAC then google chrome may need screen share permission
https://help.medall.org/en/articles/6111304-how-do-i-give-my-mac-permission-to-screenshare
Post event
Speaker certificates -
Poster/Oral certificates
Wrapping up the event
Catch up content - you can add feedback and a certificate to this click here for further information on this:
Catch up - https://help.medall.org/en/articles/5629643-how-to-automatically-share-on-demand-content-from-your-live-event-using-medall
Feedback & Certificates - https://help.medall.org/en/articles/5537780-how-do-i-add-feedback-forms-and-certificates-to-my-on-demand-videos
MedAll Tips: We would suggest the following
Attended Delegates: Send them an email reminder about feedback form, certificates can be found on MedAll and the catch up content link
Registered Delegates: For those delegates who registered but couldn't make it, why not send them a 'Sorry you couldn't make it' email with 'here is the catch up content link'.
Feedback Summary: You can find your summary as a PDF or export as a .csv by a simple click of a button.
https://help.medall.org/en/articles/6252325-feedback-summary-for-events-conferences
Helpful information & Links
What browsers are supported for MedAll Main Stage and Sessions?
https://help.medall.org/en/articles/5952723-what-browsers-are-supported-for-medall-main-stage-and-sessions
I am having problems sharing my Camera and/or Microphone on an Apple Mac
How do I share my powerpoint
Suggested Timescales:
Event conceived:
✅ Create your organisation on MedAll and set up your event (the event can be edited at any time with further information)
✅ Share your event on your socials
1 month before event:
✅ Send out email to Poster Hall authors & Invite through MedAll
✅ Send out an email to your sponsors with the criteria you require to make their booth
✅ Start sharing your confirmed speakers on social media and make sure your event is up to date on MedAll
1 week before event:
✅ Deadline for poster to be uploaded
✅ Speaker email sent out
✅ Start sharing your poster hall on socials. To encourage social media presence 'like' those who have shared and tagged you
2 days before event:
✅ Send out your delegate email (include link for invite only)