Virtual Venue Guide: Halls, Posters, Exhibit, Your Planner

The virtual venue has been designed as an intuitive, interconnected space that mirrors the richness of an in-person meeting. It includes common areas for orientation, dedicated halls for different session formats, and tools for managing your personal schedule. By learning how each space works together, you can maximize your time, engage fully with colleagues, and keep track of sessions, posters, and exhibitors that matter most to you. This guide provides a step-by-step overview of the venue and practical advice for smooth participation.

Lobby & Navigation

The lobby serves as the central hub of the virtual venue. Think of it as the entry point where every path begins. From here, participants can move easily into plenary halls, breakout spaces, the poster hall, or the exhibit hall.

Orientation: The lobby offers a clear map of the venue, helping you see how the spaces interconnect. Whether you are attending a keynote or browsing posters, the lobby is where you return for bearings.
Access Points: Each major hall is reachable directly from the lobby. Links are clearly labeled, and you can switch between areas without needing to exit or restart.
Announcements: Important program-wide updates, reminders, or schedule changes are often posted here. Checking the lobby regularly ensures you stay current.

Navigation is designed to be seamless: once you know the layout, you can move confidently from a plenary to a poster session and then into an exhibit visit, all in the course of a single day. For a high-level view of content, consult the Program Overview.

Plenary & Breakout Halls

These halls are the heart of the program’s scientific dialogue.

Plenary Hall

Plenary sessions are designed for everyone. They feature thought leaders and highlight broad scientific and ethical themes. The plenary hall is built to accommodate large attendance and to provide a clear, immersive presentation experience.

Purpose: Inspire, inform, and frame the big questions.
Format: Large-scale presentations with opportunities for moderated Q&A.
Tips for Participation: Listen for connections across fields. Note key takeaways to guide your breakout discussions later.

Breakout Halls

Breakouts focus on more specialized or interactive topics. These halls are structured for smaller groups, allowing deeper exploration and exchange.

Purpose: Encourage dialogue, peer learning, and targeted discussion.
Format: Moderated sessions that may involve group tasks, panel responses, or structured debate.
Tips for Participation: Prepare by reviewing session descriptions. Enter with one or two questions in mind, and share at least one insight with the group.

For more on how formats are structured, visit Session Formats.

Poster Hall: Browse & Save

The poster hall is where research breadth comes alive. It provides space to explore early findings, student projects, and emerging data.

Browsing: Posters are organized by theme, aligning with the program tracks. You can scroll, filter, or search to find topics that match your interests.
Viewing: Each poster is displayed in full for reading. Many presenters provide short summaries to highlight key points.
Interaction: Dedicated Q&A periods allow you to ask authors about methods, results, or implications. If you cannot attend live, you can leave questions in writing.
Saving for Later: Use the star or save function to bookmark posters of interest. These saved items are collected in your personal planner for easy return.
Connecting: Poster sessions are also a networking opportunity. Introduce yourself, share your own work if relevant, and follow up through program networking tools.

The poster hall works best when you allocate time for both browsing and deeper dives. To view content in advance, check Abstracts & ePosters.

Exhibit Hall: Meet Partners

The exhibit hall is the meeting point between scientific content and applied innovation. Here you can explore the contributions of partners, sponsors, and exhibitors.

Purpose: Provide insight into tools, services, and collaborations that support the field.
Navigation: Booths are organized by theme or specialty. Clicking into a booth allows you to see materials, case studies, and contact details.
Conversations: Representatives are available for live chat or scheduled conversations. These interactions allow you to learn about real-world applications or potential collaborations.

Ethical Visiting Tips

Respect Time: Exhibitors want meaningful dialogue, not just quick transactions. Ask questions with genuine interest.
Transparency: If you represent an organization, share your role openly so exhibitors can tailor responses.
Boundaries: Avoid sharing proprietary or confidential information unless appropriate.
Appreciation: Recognize exhibitors as partners who make the program possible.

For more information on exhibitor opportunities, see Sponsor & Exhibitor.

Your Personal Planner

The personal planner is your organizational tool for navigating a busy program. It consolidates everything you mark for attention and helps you manage your experience efficiently.

Starring & Saving: Any session, poster, or exhibit can be starred or saved. These items automatically appear in your planner.
Notes: Add short notes to remind yourself why you saved something or what question you want to ask. Notes are private to you.
Reminders: Your planner highlights when sessions you have saved are about to begin. This reduces the risk of missing important content.
Flexibility: You can update or adjust your planner anytime, ensuring it reflects your evolving priorities.

By using the planner actively, you can focus on learning and interaction without constantly re-checking schedules.

Tech Etiquette & Troubleshooting Basics

Smooth participation depends on both etiquette and readiness. These basics ensure you contribute effectively without disruption.

Tech Etiquette

Arrive Early: Enter sessions a few minutes before they start so you can test audio and settings.
Mute When Not Speaking: This prevents background noise from distracting others.
Identify Yourself Clearly: Use your full name and affiliation if appropriate. This helps colleagues connect with you.
Respect Turn-Taking: Wait for the moderator to call on you, and keep questions concise.
Professional Presence: Dress and communicate as you would at an in-person meeting.

Troubleshooting Basics

Check Your Connection: A stable internet connection reduces interruptions. If issues arise, reconnect promptly.
Restart if Needed: Many issues can be solved by exiting and re-entering the session.
Close Extra Tabs: Running fewer applications improves performance.
Seek Help Promptly: If issues persist, use the help or support link in the venue to get assistance.
Backup Plan: Have a secondary device or connection available if possible.

By following these steps, you minimize disruptions and maintain focus on the content.

Closing

The virtual venue is more than a digital environment—it is a living community space designed to bring people together across regions and disciplines. By learning how to navigate the lobby, engage in plenaries and breakouts, explore posters, visit exhibits ethically, and use your personal planner, you gain the confidence to participate fully.

Remember that etiquette, accessibility, and preparation make the experience smoother for you and richer for others. Take time to prepare, star sessions of interest, and reflect on key takeaways. Most importantly, approach each hall not as a passive visitor but as an active participant in a shared pursuit of discovery.

For additional resources, see the Program Overview, explore Session Formats, browse Abstracts & ePosters, consider opportunities with Sponsor & Exhibitor, or reach us directly through Contact.