How will the Virtual Summit Work?
The main event platform that we’re using for the Racial Justice Summit is called Hopin (www.hopin.to). This is a virtual venue with multiple interactive areas to help you connect and engage.
As an attendee, you’ll be able to move in and out of rooms just like an in-person event and enjoy the content and connections throughout.
We will also be using ZOOM for parts of the Summit, which provides slightly different functionality. If you don’t already have ZOOM, you can download it and create a basic account for free here: www.zoom.us
Your access to the Hopin platform is delivered by email to the address that you provided in your registration.
Hopin is easy to use and runs straight out of your web browser. While Hopin does work on mobile devices, for the best experience we strongly recommend that you plan to experience the Summit using a laptop or desktop computer, which will also make the integration with ZOOM much easier.
Browser recommendations: Hopin works best on the latest version of Google Chrome. If you don’t have chrome, you can download here: www.google.com/chrome. If there is constant buffering, it could be a sign that your browser is not up to date.
You can also use Firefox to access Hopin, but Safari and Internet Explorer are not fully supported as they lack the support needed for live video events.
Internet speed: For a great online experience the recommendation is a minimum of 5mbps download and 2mbps upload speed. Ideally would be 30mbps download and 10mbps upload or higher for guaranteeing the best quality.
Hopin usage: Make sure you only have one Hopin tab open as there could be feedback or sound looping otherwise.
A Help Desk Is Available!
If you experience any issues during the Summit, don’t hesitate to reach out to the support team at the Help Desk which can be found by clicking the Sessions icon on the right-hand side of your screen.
Other ways that you can ask for help outside of Hopin:
- You can email Erin Farrar at firstname.lastname@example.org
- You can post your question in Sutra (more info on Sutra in the next section below.)
You will be able to access the event on Hopin 5 minutes before the Summit starts by logging into your Hopin account, and clicking the Summit event in your profile dashboard. You will also receive a reminder by email shortly before the event starts to make sure that you don’t miss it!
The Areas of Hopin:
Similar to a physical event, you can choose where you want to go and what you’d like to attend. You can navigate through the following areas on the left side of your screen:
Upon opening Hopin and joining the event, you will land in the Reception area. You can think of the reception area as a venue’s lobby. Here you can see an overview of what is happening in which event areas, see what is currently happening, and what’s to come. Scroll to the bottom of the Reception page to see the full Summit Schedule.
This is the Stage where all of the Keynote Engagements and Spoken Word Artist performances will happen on September 29th and 30th. When the stage is “live” according to the event schedule, the red “LIVE” tag will be shown, indicating to you where the engagement is at the time.
In the Sessions area, you can find all of the Circles of Community Learning, Practice, and Action that will be taking place on October 1st. Every session will have its own chat, so you can interact with other participants and ask questions to the host. Important announcements and updates will be shared in the Event Chat (not the Sessions Chat).
You can connect with other attendees in the Networking area through the entire duration of the Summit. These 1-on-1 meetings can last up to 5 minutes, and you are able to leave the meeting at any time. A timer in the upper right-hand corner will let you know how long remains for your conversation. When time is up, your meeting will automatically end and you can click ‘Ready’ to be matched with a new participant. If you wish to exchange contact information with the other person in your meeting, both participants must click the ‘Connect’ button. If you connect, Hopin will share information such as your name and email address with the other participant. You can find the contacts you’ve made on your Hopin profile, under the ‘Connections’ tab. You can also select ‘Unmatch’ to lose the connection.
*Please note that you will be randomly matched with another participant in the networking area.
You can also send a Direct Message to specific participants under the ‘People‘ tab and invite someone to join you in a private meeting room, by inviting them to a video call.
In the Expo area, you can find virtual booths highlighting event partners such as featured artists, presenting sponsors, and more. You may access each booth to gather information about the partner and possibly interact with the host if one is present. Every expo booth will have its own chat so you can leave questions or interact with other attendees.
On the right side of the screen, you’ll find the main event Chat where you can comment and interact with other Summit participants. You can ask questions to the keynote speakers during Q&A engagements in the Stage Chat. Make sure to follow the Event Chat for any important announcements and updates.
Additionally, you can send Direct Messages to other Summit attendees by browsing under the ‘People’ tab. You can also invite someone to join you in a private meeting room, by inviting them to a video call. Please make sure the other person is aware and interested in having a video call before sending the invitation.
Hopin’s capability for direct integrations for captions or screen readers is still in development, and will therefore not be available in real-time. Closed captioning will be available for the Zoom Sessions.
Connecting to the Online Racial Justice Summit Community
It is important to us that Summit attendees have the opportunity to continue to connect with one another and support one another in ongoing racial justice practice and action beyond the three days of connection and learning of the actual Summit on Hopin. That’s why we are offering you the opportunity to connect through Sutra.
Sutra is an online space that we hope to support ongoing learning, resource sharing, connection, and community building, and dialogue during, and beyond your Summit experience. The Sutra platform will be available to you all Summit attendees for the year to come.
[Click here for a full guide on how to get started with Sutra.]
You will be able to connect to all Summit attendees, as well as find Circles of Race-Based Affinity, and opportunities to connect around areas of interest, work, or practice.
If you would like to be able to connect to the Race-Based Affinity Spaces, and you have not already been given access to them according to the race that you identified in your Summit registration, you must fill out the survey pinned in the Welcome Page & General Support Circle in Sutra to indicate your race, so that we can place you accordingly.
Note: Sutra is set up to keep you connected and updated on the Circle activity through email. You can set your email notification preferences to be as often or seldom as you would like them to be.
All Summit registrants should have received an email with a link you can use to connect to Sutra. If you have any questions related to Sutra, please contact Libby Tucci.