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Wednesday 29 June, 12–4pm

WinterFest Carnival Online Info and FAQ’s for Clubs & Societies

All UMSU Clubs, Societies and Departments will be participating in this event at once.

UMSU WinterFest Online — Carnival Online

Carnival online is going to be hosted and viewed on  an event savvy platform called hopin.

This platform comes recommended to us by the University.

Create a C&S profile account on Hopin

Creating your hopin account is the first step to exhibiting as part of WinterFest Carnival Online.

  1. Go to: https://hopin.to/
  2. Set up your account: First name: C&S – Name of club or society (e.g. Vegan Club) Last name: Your preferred name (e.g. Emily) – Your name will then be displayed in Hopin as C&S – Vegan Club Emily. We recommend that the first point of contact for your club uses your shared email address, everyone else will need to register using a different email address.
  3. Update your profile:Use your C&S logo as your profile picture.’Headline’ short description of your club or society. Add links to your social media accounts so that people can contact after the event. If there is more than Club Committee members/Winterfest Organisers – please make sure you all have matching logo and headline descriptions as these can be seen when clicked on by users.

Full guide here (along with snapshots of the live page): HOW TO CREATE YOUR HOPIN ACCOUNT

Provide your expo needs and username data back to have your ‘expo stall’  built and ready for your testing and occupancy.

This has been sent to you in an online form that you need to complete no later than 8 July 2020

WinterFest Carnival Online FAQs

Between now and the event we strongly encourage you take 10-15 minutes to watch a few of the Hopin demos so you know what it will look like for you and for the audience.
Hopin Demo (Attendee Experience)
https://www.loom.com/share/f4c080393c7d476f96c6bc5083592b32

Hopin Expo Demo
https://www.loom.com/share/a2d6ccbc9907486fae7aba95d7534fb9

This will give you an idea of how we will put details in and build your space with the data you have supplied to us
Creating your Hopin account is the first step to exhibiting as part of WinterFest Carnival Online.
  1.  Go to: https://hopin.to/
  2.  Set up your account: First name: UMSU – Department (e.g. UMSU – Events) Last name: Your preferred name (e.g. Emily) – Your name will then be displayed in Hopin as UMSU Events- Emily. We recommend that the first point of contact for your department uses your shared email address, everyone else will need to register using a different email address.
  3. Update your profile:Use your Dept logo as your profile picture.’Headline’ short description of your department. Add links to your social media accounts so that people can contact after the event. If there is more than one staff member/Winterfest Organisers – please make sure you all have matching logo and headline descriptions as these can be seen when clicked on by users.

Full guide here (along with snapshots of the live page): HOW TO CREATE YOUR HOPIN ACCOUNT
Provide your expo needs and username data back to have your ‘expo stall’ built and ready for your testing and occupancy.
This has been sent to you in an online form that you need to complete no later than 8 July 2020
We highly encourage you to check out Hopin after you have created an account, this will give you a general feel for the platform. We will also be running a trial event in the lead up to Carnival Online, so that you have a deeper understanding of your space and how you can interact with other UMSUians. Keep an eye out for that invite!
The below gives you an overview of what your booth may look like and it's basic functions.
Avoid using internet Explorer where possible as it is not as user friendly with the platform. Google Chrome and Firefox are the recommended browsers for Hopin.
The platform is also much more user friendly when accessed from a desktop rather than handheld device, where possible.
We can activate a button in your booth to link to a web page- this button in your booth will take people to your club membership form. If you want to direct them to any other website links, you can make a comment and pin it to the top of the chat.
You have the option to pin a comment to the top of your chat, this could be used for any important information you may want to share, an acknowledgment of country, or for disclaimers. Only admins can pin comments, if you would like us to pin a comment in your chat please have it in your chat by 11:45 am on the event day.
We can remove a user if they are being inappropriate or un- welcoming. During the event you can get in touch with us in the Events/CME Tech Support booth in Hopin. We will also circulate our mobile numbers prior to the event.
You can only choose one of these options. Unfortunately you cannot switch between, as we have to make the change in the back end, and can’t do that during the Expo. Our recommendation is that you pin a post to the top of your chat, and that is where you can put a link to a club video.

We recommend you live stream if possible as it makes your expo space more engaging. Much like Facebook Live or Youtube Live functions, your audience will connect and communicate with you via chat while you can talk, knit, teach auslan, or whatever you plan to do on video.
To make this experience as user friendly as possible for attendees you should treat this “booth” and how you communicate with punters much like you would a marquee space on South Lawn. This means monitoring how many people are in your booth so that when new people enter you can introduce yourselves/your department/UMSU. This may seem boring and repetitive to you but will make everything much clearer to someone who has stumbled into your space and may not otherwise understand what’s happening mid-conversation.
As a moderator you have access to the video stream in your booth and the ability to grant non-moderators access to this function, you can also pin or delete comments in the chat. You do not have the ability to edit your booth, only admins can make these edits. Please submit any edits to your page via this typeform.
After the event - we can provide a snapshot summarising the event registration, connection and function details. A good tool to understand the demographics of attendees.
We can download the chat for you after your event - to collect information or to have as a reference after the event – e.g contact details or other information that may have been collected.
Determine if anyone else in the group or the immediate community might know where this person lives or with whom, if it is possible to contact them via family or housemates.
Seek this person’s details in order of importance:
1. Full address
2. Full name
3. Known allergies or medical issues
4. Phone number
5. Call 000 with the information that you have.
It is important to note that 000 cannot attend a medical emergency without an address, nor can they locate a person using a mobile number – only from a direct call, in this case your phone number would be used to trace your address.
Try to maintain this person’s privacy and encourage most people to leave the session/event where possible.

The following University services can be contacted for support during business hours (9am-5pm):Safer Community Program –
The University’s central point of inquiry and reporting of inappropriate, concerning and threatening behaviour, and offers a respectful and confidential place to seek support and advice.
https://safercommunity.unimelb.edu.au/
Phone: 03 9035 8675
Email: safer-community@unimelb.edu.au

Counselling and Psychological Services –
https://services.unimelb.edu.au/counsel
Phone: 03 8344 6927
Email: caps-reception@unimelb.edu.au
The Counselling webpage also provides details for after-hours emergencies – https://services.unimelb.edu.au/counsel/home#emergencies.

Arrange a follow up email to update attendees about the event, share support services – Beyond Blue, CASA House, Lifeline, etc and attempt to make sure that the privacy of those involved in the incident is maintained.

UMSU does not support or encourage the sharing of images, information or footage of people without their knowledge and consent- unless it is with medical professionals for the person’s benefit.

Encourage people to seek professional support for any trauma caused as a result of the incident.

Beyond Blue
Phone: 1300 22 4636
Web chat: https://www.beyondblue.org.au/

CASA House
24/7 Counseling and Support Line: 03 9635 3610
http://www.casahouse.com.au/

Lifeline
24/7 Crisis Support Phone: 13 11 14
Web chat: https://www.lifeline.org.au/get-help/online-services/crisis-chat(7pm-Midnight)
Text: 0477 13 11 14 (6pm-Midnight)