Programs & Events
FAQs for Alumni Virtual Programs
FAQs for Alumni Virtual Programs
- In what time zone are the events held?
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All events take place during Eastern Daylight Time.
- I registered for an upcoming event and now wish to switch my registration to a different date/time. What should I do?
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If the topic is being offered on a date and time at least 3.5 hours in the future, you will be able to make the adjustment on your own. Visit the program webpage and click the "register now" button. Locate the confirmation tab and click the "modify" button in order to change your registration to a different session time. Email alumniprograms@hbs.edu for further assistance.
- I registered for a session but missed it. May I switch my registration to the other session of the same topic?
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Yes, as long as the topic is being offered on a date and time in the future. Contact alumniprograms@hbs.edu for assistance.
- I never received an invitation; how do I make sure I receive an email in the future?
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Please login to the alumni website and update your email preferences to receive virtual programming emails.
- When will I receive the Zoom link/dial-in instructions?
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Registrants will receive a Zoom link via email 3 hours prior to the event. Please add “alumniprograms@hbs.edu” to your safe sender list and check your SPAM/Junk folder if you cannot locate the email. Please email alumniprograms@hbs.edu if you have not received a Zoom link within 1 hour of the event’s start time.
- I haven’t received a Zoom link, and the event starts less than 3 hours from now.
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Please email alumniprograms@hbs.edu if you have not received a Zoom link 1 hour prior to the event. Please note: all event times are listed in EDT.
- I've never used Zoom before. What do I need to do?
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If you have never used Zoom before, you may join a meeting by clicking on your provided Zoom link. Follow the prompts to download and run Zoom.
- Do I need to join the Zoom event before the scheduled start time?
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It is helpful to join the event five (5) minutes prior to the scheduled start. This will provide time to make sure you can hear and see everything. Additionally, the moderator will explain which features will be used during the event.
- If I registered through the HBS invite, why do I have to register again with Zoom?
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Accepting the HBS invite ensures that you receive the Zoom information to join the session. While registering with Zoom helps capture guest attendance and also reduces the risk of Zoom bombing.
- Do I need to worry about Zoom bombing? Is there anything I can do?
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To reduce the risk of Zoom bombing, we ask that participants do NOT forward invitations, share login information, or post links to social media channels. For alumni virtual programs, you will also be asked to complete the Zoom registration, which is in addition to the formal invitation.
- May I share the Zoom link with non-HBS alumni?
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We ask that you do not share the link, as these programs have been designed exclusively for a closed audience of HBS alumni. Also, please do not post links publicly, such as to social media sites, to reduce the risk of Zoom bombing.
- How do I use the Zoom features during the event?
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Events may use different features. They will depend on the type of event (e.g. meeting, webinar) as well as how the presenter has chosen to deliver content and allow interaction. The most commonly used are described below:
Feature Tip
Turns microphone on/off
The / indicates that you are muted. Click the caret next to the microphone to access additional audio controls, including selecting a different microphone and/or speaker.
Turns video on/off
The / indicates that you are not sharing video. Click the caret next to the camera to access additional video settings, including choosing a Virtual Background.
Displays list of participants and provides additional ways to interact with audience and presenters
Click on the Participant button to open the window. It may be part of your layout or appear as a pop-up.
- Options for changing your visibility include: Un/Mute, Start/Stop Video, and Rename
- Nonverbal feedback indicators include:
The “more” selections are dis/like, clap, break, and away
If the pop-out window display interferes with viewing, click on the ellipsis (…) to Merge to Meeting Window. You may also need to Exit Full Screen.
Answer questions designed by the presenter
Polls appear in a pop-up window. They may be “behind” another open window on your screen. Be sure to click Submit for your response to be counted.
Provides a means to communicate and interact with panelists and/or other attendees
Click on the Chat button to open the window. It may be part of your layout or appear as a pop-up. Type in the open field, pressing Enter to send.
- For webinars, click on the caret to select All panelists (default) or All panelists and attendees.
- For meetings, click on the caret to select Everyone (default) or choose to send privately to another participant.
If the pop-out window display interferes with viewing, click on the ellipsis (…) to Merge to Meeting Window. You may also need to Exit Full Screen.
Changes how participants are displayed for viewing
Gallery displays all participants, while Speaker view will spotlight the person who is speaking. For webinars, this will be limited to the Panelists.
Changes how participants are displayed for viewing
Full Screen mode will expand the session window to the maximum allowed by your device.
If the pop-out window display for Chat or Participants interferes with viewing, Exit Full Screen. Then, click on the ellipsis (…) to Merge to Meeting Window.
Allows participants to be broken down into smaller groups in separate meeting
Panelists may opt to create smaller groups from the larger pool of participants. You may be placed in a Breakout Room randomly or pre-assigned. They usually last for a certain amount of time before returning to the Main session, or you can opt to Leave at any time.
Allows you to leave the meeting
Simply click Leave Meeting when you are ready to exit the session. The Host can also end the session on behalf of all attendees.
- What should I do to have the best experience?
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For the best experience, we encourage you to:
- Join by computer to see the speakers and presentations
- Wear a headset or headphones
- Video camera is suggested, but not required*
- Mute yourself when not speaking*
- Participate in the Chat to communicate with panelists and attendees*
- Use Gallery View to see everyone. For Meetings, this will include all participants. For Webinars, this will include only the Panelists.
*Note: The availability of these features will depend on the type of session (e.g. meeting, webinar) as well as how the presenter has chosen to deliver content and allow interaction
- Why am I receiving an error message (error code 3038/Zoom link invalid)?
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Error messages occur when the live event has concluded and the link is no longer active. If you missed the event, please note that all events are being recorded and will be posted to the website within three or more business days.