Accessing Zoom events for the ContentEd conference
A quick guide for speakers, chairs and volunteers

The ContentEd conference runs using the Zoom events platform. If you are used to using Zoom for meetings, it’s similar but not quite the same. So we’ve provided instructions to help you.

To access the full functionality that you need in your role (speaker, chair, volunteer), be sure to install the latest version of the Zoom Workplace app before the conference. You’ll receive your own unique event invitation to the platform before the event (see info below).

Before the event

Step 1: Download the latest Zoom Workplace app

Download or update to the latest Zoom Workplace app before the conference. It’s the easiest way to join, helps you avoid last-minute technical problems, and ensures that you can join in with everything on the programme, such as breakout room discussions which are only available with the app.

Download Zoom Workplace for your computer, phone or tablet

Important: you will need a Zoom account using the same email that we have invited you with. You can use a free ('basic’) Zoom account and it’s quick to set up a new one on your email address if you haven’t already got one connected to that account.

  • Please use the desktop app on a computer (not a tablet or mobile device). Browser-only access doesn’t support backstage for panellists/speakers.

  • If your work device needs IT approval to install or update Zoom, arrange this in advance.

Step 2: Make sure you have your event invitation with the join link button

  • This is in your email inbox, using the email that we have on file for you. It may have come from “Zoom Events and Webinars”.

  • If you can’t find it, please check your junk or spam folders.

  • If you still can’t find it, email Tracy immediately (tracy@contentedlive.com).

  • Keep your own ContentEd invitation somewhere easy to find. You’ll use the the same “join” link to access everything. (This is a pink button in the email)

  • Complete any registration or verification steps before the event, rather than waiting until your first session starts.

  • Don’t forward your personal joining link to anyone else. This is completely unique to you and your email address.

Step: Check the dates and times for your assigned sessions

  • Visit the event speaker and staff rota

  • Select your name and your own time zone, and it will generate a custom schedule with just the sessions that you are participating in.

  • If you wish, you can also export a pdf of your own personal schedule from the rota.

From 2 November and during the event (4-6 November)

Joining the ContentEd conference lobby

The lobby is the home hub for the conference, from which you’ll explore the schedule, find sessions, and join the backstage for sessions that you’re assigned to as a speaker, chair or event volunteer.

  • Open your ContentEd event invitation and click on that pink “join” button.

  • From 2 November, you will be able to see the full event schedule, browse sessions and more.

Attending your assigned sessions

⏯️ Watch a video demo of how to access a session and move between backstage and the live webinar (6 mins 30 secs)

  • Zoom events use two “rooms” for a session: a backstage area (hidden from delegates) and a live webinar area (front stage). The backstage is like your green room or your waiting room, and a place for speakers, chairs and volunteers to connect and discuss session logistics.

  • From the event lobby, find your session in the schedule and select “Join backstage” when it becomes available.

  • Aim to arrive backstage for your session 15 minutes ahead of schedule if possible. Event volunteers and chairs may be busy in other sessions up until the start time, but someone will be along to check your room with you shortly.

  • Open the Zoom desktop app when prompted to enter the backstage area and meet others involved in your event (only speakers, chairs and event support roles can access the backstage area). You must use the zoom workplace app to enter the backstage area. The link from the web browser lobby will ask if you want to open the session in the app. Select yes. This will launch the zoom workplace app.

  • Allow time to check your microphone, camera and slides where needed. If your session isn’t joinable yet, wait for it to open; contact the team (hello@contentedlive.com or use the WhatsApp group info provided to you by email) if it’s still unavailable at your expected joining time.

  • Your speaker or volunteer pass also lets you attend the rest of the conference. You can watch the rest of the conference using the same access information. Clicking on “join” for sessions that you are not assigned to will let you access simply as a delegate (you won’t see the backstage area).

If something is not working

  • Your ticket isn’t recognised: check whether your browser or Zoom app is signed in with a different email address. Switch to the invited account and reopen your own joining link.

  • You can watch, but your speaker or volunteer controls are missing: check that you entered using your own join link, and are signed into a zoom account using the same email address as your event invitation. Contact the support team (hello@contentedlive.com or via the WhatsApp group chat - invite sent privately) with your session name and that email address so they can check your session assignment and role.

  • Still stuck joining? Read Zoom’s joining guidance or contact hello@contentedlive.com.