Virtual Attendee Guide

Oona Schmid, Executive Director

The SAA Board and I are deeply committed to finding the proper balance between
keeping the meeting as affordable as possible (which is one aspect of access) and
providing the community with digital options (which is a different facet of accessibility).
We would really appreciate hearing your response to the 2024 effort, as this is an
experiment to find out what is most viable for future meetings.
 On the virtual components site, each session has a green “submit session
survey” button that takes you to a quick place to provide immediate feedback
about the virtual components and how they worked for a specific session.
 On Monday, April 22, I will email meeting registrants a longer post-meeting
evaluation about all aspects of the meeting, including the virtual components.
During the SAA 89th Annual Meeting pilot, registered attendees can view symposia,
forums, lightning rounds, and electronic symposia at live broadcast times, as long as
the session chair or their delegate is in the session room in New Orleans and supports
these components. Sessions will not be recorded and can only be streamed live.

Step 1: Log in to the SAA 89th Annual Meeting virtual components site.
 Use your SAA credentials. This is the login and password you used to register for
the meeting and to renew your membership.
 If you registered before April 8, look for an email with the subject line “SAA 89th
Virtual Components Information” sent on April 9, which includes your username.
 You must be registered for the annual meeting to have access to the virtual
components. An immediate family member pass is not a meeting registration.
 If you forgot your password, click “forgot password.” If your account is locked, or
you need additional log-in assistance, you can email our office manager at
[email protected].

Step 2: Locate symposia, forums, lightning rounds, or electronic symposia of

interest.
 Select a specific day tab (e.g., “April 19”) and use search field. The search scans
session names, presentation titles, and presenter names for only the day you
selected.
 The virtual components site defaults to showing only “hybrid” events (those that
are online). Poster sessions, Exhibit Hall, special events, Annual Business
 Meeting and Awards Presentation, and committee and task force meetings are
in-person only.
 Click “View Session” to view participants and to view the “Join Session” button.
Join session while the session is live. Sessions are broadcast at the times printed
in the final program. Sessions are not being recorded, and the program follows
US Central Time.

Step 3: Click “Join Session” button to join the Zoom.

 The “Join Session” button is available on the day of the session.
 Join the Zoom while the session is being broadcast. Sessions are broadcast at
the times printed in the final program, which follows US Central Time.
 If you join a session Zoom early or late (or if a session is running behind
schedule), you may be viewing an event that precedes or comes after your
specific session.
 Zoom opens in a new window from the virtual components site.
 Zooms default to display closed captioning, but you can turn off the captions by
clicking on the “CC” button along bottom Zoom menu. The same button toggles
to turn the captions back on.

Step 4: Participate in the Zoom session.

 Attendees are not on camera or on mic.
 In symposia and general sessions, submit questions using the Zoom Q&A
function (symposia). These are sent to the session chair and virtual presenters (if
any) but are not available for others to view. Keep in mind, many symposia do
not have a Q&A segment.
 In forums, lightning rounds, and electronic symposia, you may submit Zoom chat
messages (visible to all attendees) and/or use the Zoom Q&A (visible to session
presenters).
 The chat and Q&A buttons are located on the horizontal menu along the bottom
of the Zoom. The chat window, which opens along right-hand side, can include
posts that all attendees can read. The Q&A window (which opens in a new
window) directs questions to presenters.
 Chat comments will be identified by attendee’s registered name. Please engage
with one another respectfully. I hope the chat provides an opportunity to expand
the dialogue, share citations and resources, and meet colleagues.
 All meeting registrants agreed to adhere to the SAA’s Code of Conduct when
registering for the meeting.
 SAA meeting registrants are paying for a third-party vendor to staff forums,
lightning rounds, and electronic symposia. This third-party vendor has been
instructed that the SAA will not tolerate the following behavior and can remove
from the session Zoom a virtual attendee whose comments include
 Any profanity
 Any comments about another individual’s religion, skin color, body
type, sexual orientation, political orientation, ethnic or racial
background, gender identity, and/or age (i.e., ad hominem attacks.)
 Disparaging comments repeatedly directed at a single individual
(e.g., bullying).
 If anyone believes a violation of the SAA Code of Conduct has occurred, please
send screenshots and email the SAA President ([email protected]) and/or
Executive Director ([email protected]) for a formal review. You are
also welcome to contact the SAA ombuds at [email protected] or +1 (949)
293-7515.
Need More Assistance?
SAA staff are working at the in-person meeting in New Orleans and may be slow
to respond from April 14 to April 21.
The list below may help you get assistance as quickly as possible:
Problem Solution More details
Your log-in Use your SAA log-in and password. If you registered before April 8,
does not work look for an email with the
This is the same log-in you used subject line “SAA 89th Virtual
during call for submissions. Components Information” sent
out on April 9, which includes
You can also email our office your username.
manager at
[email protected] Our office manager will work
Include your phone number in your Tuesday, April 16, through
email. Saturday, April 20, from 7:30
a.m. to 3:30 p.m. central time
and stay until 5:30 p.m. on
Thursday April 18.
You cannot Reset your password at See how to reset your SAA
remember your https://ecommerce.saa.org/saa/Me password.
SAA password mber/SAA_Home/SAAMember/Me
mber_Home.aspx Our office manager will work
Click “Forgot password?” Tuesday, April 16, through
Saturday, April 20, from 7:30
You can also email our office a.m. to 3:30 p.m. central time
manager at and stay until 5:30 p.m. on
[email protected] Thursday April 18.
Include your phone number in your
email.
Your SAA Email our office manager at Our office manager will work
username is [email protected] Tuesday, April 16, through
locked Include your phone number in your Saturday, April 20, from 7:30
email. a.m. to 3:30 p.m. central time
and stay until 5:30 p.m. on
Thursday April 18.
You want to Go to
register for the https://ecommerce.saa.org/SAA/SA
meeting AMember/Events/Event_Display.as
px?%20&EventKey=NOLA2024

The meeting ends on Sunday, April

21, at 12:00 p.m. central time.
You need to Email our office manager at Our office manager will work
pay for a [email protected] Tuesday, April 16, through
meeting Include your phone number in your Saturday, April 20, from 7:30
registration by email. a.m. to 3:30 p.m. central time
credit card over and stay until 5:30 p.m. on
the phone Thursday April 18.
You need Log in using your SAA username Live support icon is in bottom
presenter and password. right-hand corner. Icon looks
video access like
The topmost horizontal bar option
must say “logout.” If the menu says
“login,” you are not logged into the
virtual components website.
Live support will be available
Click on the blue icon in bottom Wednesday, April 17, 6:30
right-hand corner. Include the p.m. to 8:30 p.m. central;
session title. The final program is Thursday, April 18, 8:00 a.m.
here. to 8:00 p.m. central; Friday,
April 19, 8:00 a.m. to 5:00
p.m. central; Saturday, April
20, 8:00 a.m. to 5:00 p.m.
central; and Sunday, April 21,
8:00 a.m. to 12:00 p.m.
central.
You are not Look at horizontal navigation bar.
sure if you are
logged in to the Righthand-most option must say
virtual “logout.”
components
website If the menu says “login,” you are not
logged into the virtual components
website. To log in, click “login” and
enter your SAA username and
password.
You logged into Use the search feature to locate Live support icon is at bottom
the virtual your session. right-hand corner. Icon looks
components like
website, but you Search feature only searches the
cannot find the day selected. Check the date tab.
Zoom link for
your session Click “View Session.”
Live support will be available
Once you find the session, click on Wednesday, April 17, 6:30
“Join Session.” Join session link is p.m. to 8:30 p.m. central;
not visible until the day of the event. Thursday, April 18, 8:00 a.m.
to 8:00 p.m. central; Friday,
 April 19, 8:00 a.m. to 5:00
p.m. central; Saturday, April
20, 8:00 a.m. to 5:00 p.m.
central; and Sunday, April 21,
8:00 a.m. to 12:00 p.m.
central.
You logged into Sessions are broadcast live
the virtual following the final program
components schedule, which is in US Central
website, you are Time. The final program is here.
in a Zoom
session, and Please note there may be times
you only see when the room is empty, waiting for
an empty a session to begin. In addition,
podium there may be individual presenters
who cancel. Withdrawn
presentations are linked on the
home page and sent out in the
Daily Digest emails each morning of
the meeting.
You logged into Go to the virtual components Live support icon is at bottom
the virtual website. The Zoom opens in a right-hand corner. Icon looks
components different window from the virtual like
website, you are components website.
in a Zoom
session, and Click on the blue icon in right-hand
nothing is lower corner to contact online
being support. Include the session title. Live support will be available
broadcast The final program is here. Wednesday, April 17, 6:30
p.m. to 8:30 p.m. central;
Sessions are broadcast live Thursday, April 18, 8:00 a.m.
following the final program to 8:00 p.m. central; Friday,
schedule, which is in US Central April 19, 8:00 a.m. to 5:00
Time. The final program is here. p.m. central; Saturday, April
20, 8:00 a.m. to 5:00 p.m.
central; and Sunday, April 21,
8:00 a.m. to 12:00 p.m.
central.
You logged into Go to the virtual components Live support icon is at bottom
the virtual website. The Zoom opens in a new right-hand corner. Icon looks
components window from the virtual components like
website, and website.
you have a
technical Click on the blue icon in bottom
problem, such right-hand corner to contact online
as you click on support. Live support will be available
“join session” Wednesday, April 17, 6:30
and a Zoom Sessions are broadcast live p.m. to 8:30 p.m. central;
session does following the final program Thursday, April 18, 8:00 a.m.
not open schedule, which is in US Central to 8:00 p.m. central; Friday,
Time. The final program is here. April 19, 8:00 a.m. to 5:00
p.m. central; Saturday, April
There may be individual presenters 20, 8:00 a.m. to 5:00 p.m.
who cancel and those are linked on central; and Sunday, April 21,
the home page and sent out in the 8:00 a.m. to 12:00 p.m.
Daily Digest emails each morning of central.
the meeting.

The virtual components rely on

session chairs to support this
experiment. It is possible that your
session chair has difficulty with the
Zoom in the New Orleans session
room.
You cannot use Go to Zoom window. The Zoom See how to use Zoom chat.
the Zoom opens in a different window from
session chat the virtual components website.
function (how
attendees will Chat is only available for forums,
interact with lightning rounds, and electronic
session symposia.
presenters and
discussants) Click on chat button in the
horizontal menu along the bottom.

Type your comment in chat window,

which opens along right-hand side.
You need Go to Zoom window. The Zoom See how to turn Zoom
captions opens in a different window from captions off and on.
turned off or the virtual components website.
on
In bottom menu, click on “CC” to
close or add captions (the same
button toggles).

You cannot Due to low participation in prior

view a poster years, poster sessions are available
session in-person only.
You cannot find Poster sessions are available in-
a specific person only, which means poster
presenter presenters are listed in the final
print program and the meeting app
but not on the virtual components
website.
You need to Email: [email protected]
reach the Phone: +1(949) 293-7515
meeting
ombuds The ombuds can be contacted up to
30 days after the close of the
meeting.
You need to Fill out a report and email it to SAA
report a President ([email protected])
violation of the and/or Executive Director
Meeting Safety ([email protected])
Policy

Attendees may also find this additional information helpful

You are interested in a presenter’s Contact the presenter to request their
slide deck or other materials paper, presentation, or materials
You need a Constancia or a certificate Email your name, session title(s), and
of participation role(s) to [email protected]
You want to view a recording or see Due to the low number of views of the
the presentation on demand sessions recorded at the 2021 virtual
meeting and to keep meeting
registration rate increases as low as
possible, we will not be recording
sessions. Virtual attendees can join
the meeting live at the time published
in the final program in US Central
Time.

You may wish to contact the presenter

to request their paper, presentation, or
materials