2024 Annual Conference

2024 Annual Conference: Frequently Asked Questions

In-Person Participants

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Where is the conference located?

The conference is located at the Monona Terrace, 1 John Nolen Dr., here in Madison, WI. The opening and closing sessions will be in the Exhibition Hall, while track-specific speakers will be in the ballrooms. A schedule will be available prior to and on the day of the conference, and all rooms will be clearly marked.

What time is the conference?

The conference will take place on Tuesday, October 1, 2024, from 8:30am-5:30pm, with optional breakfast and networking beginning at 7:30am and optional after-party from 5:30-6:30pm. View the full agenda here.

There are also five optional mini boot camps on Monday, September 30, from 1:00-4:00pm. Learn more about those here!

Where can I park?

There is a public parking ramp structure connected to the Monona Terrace with 375 spots. The parking rate is $3.00 per hour with a max daily rate of $16 to park in the ramp. Here are directions to the ramp, which can be accessed from either John Nolen Drive or from Wilson Street.

Other public ramps nearby may also be available.

I'm coming from out of town. Where can I stay?

We have a room block reserved at the Hilton Madison Monona Terrace. Hilton has provided us with this booking link. Guests can also call Hilton reservations at 800-445-8667 or call the hotel directly at 608-255-5100 and reference the group code: UWEBCC. 

Please note that your hotel reservation is not included in the price of the conference and will be your responsibility.

Is food provided?

Yes! There will be an optional breakfast prior to the conference start time as well as a full lunch and refreshments provided throughout the day. We will ask for your dietary restrictions when you register, so please pay attention to that field on the registration form.

Do I need to bring anything?

Just yourself! We’ll give you a nametag when you get there with your personal QR code which will grant you access to all our sessions. Food and beverage is provided throughout the day.

Virtual Participants

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How do I log into the conference?

You will receive an email with your unique login link prior to the conference. If you do not or cannot find it, please reach out to events@uwebc.wisc.edu and we will provide you with your link.

Is there a recommended browser I should use?

Yes. For the best conference experience, we recommend using Google Chrome as your browser. If you have trouble loading the platform, try using an Incognito window.

How do I navigate the platform?

Once the virtual portal is available, we’ll provide you with a short video that walks you through everything you need to know about navigating the platform on conference day.

If I close out of the platform, can I sign back in later in the day?

Yes. If you exit at any time, you can use your unique login link to sign back in. You can also continue to use that link after the conference to access sessions that we record during the event.

What if an additional person from my company would like to join?

Please have them register. Once registered, our events team will follow up with how to access the conference.

I am no longer able to attend the conference. Can I get a refund?

Here is our refund policy: We are happy to have you provide us with replacement registrants right up to the evening of September 30. Because there is a virtual component to the conference and you will be able to access the presentations through the end of the year, we will only provide refunds on an exception basis through September 1, 2024, and a 25% transaction fee will be applied. For Bulk Registrants, we will also refund the purchase price minus a 25% transaction fee through September 1, 2024, but only if the remaining registration total for your company is 10 registrants or more. If your total registrations fall below the 10 needed for the bulk discount, all registrations will revert back to the regular price, and your company will be invoiced for the difference in cost. Please contact our Event Services team at events@uwebc.wisc.edu for details.

How do I update my profile?

When you first sign in to the OnAIR Portal, the Event Check In window displays, where you can update your profile, capture or add a profile photo and review your privacy settings. To edit or change these settings, click on your profile photo at the top right of the screen at any time and select My Settings.

How do I use the timeline (agenda)?

Sessions and functions that are happening each day are listed in the timeline in chronological order. You can click on any of the items in the timeline to view additional information and join the session or function.

Can I tailor my own schedule based on the agenda?

Yes, you can tailor your schedule however you like. When you find a session that interests you, simply click to join or mark it as a favorite (by clicking the star next to the session title in the timeline) for later. You can change sessions at any time.



Can I submit a question to the presenter?

Absolutely! Questions are encouraged. Use the Live Q&A feature to submit your questions during the presentation and the presenters will answer as many as they can in the time allotted.

Will the virtual sessiosn be recorded for later viewing or must an attendee attend at the designated time slot?

We will record as much content as possible for on-demand viewing.

What post-meeting materials will be available, and how do I access them?

All recorded sessions will be available within the platform until the end of the year. Use your unique login link to continue to access the platform and find sessions you may have missed.

Can I mute my camera and microphone?

Yes. When using the Peer Connect, Live Support or Sponsor Instant Meetings, once the Video Call starts your camera and microphone will be enabled by default. Click on the icons in the video window to disable the camera and mute your microphone as needed.

What do I do if I have issues with my camera or microphone?

Please reset or review your browser permissions for your camera and microphone. For example, in Chrome, you can click on the small lock icon to the right of the portal URL to check on these settings. If you’re still having trouble, use the red Live Support icon in the top right corner for assistance.


How do I connect with other participants, sponsors, and speakers?

The Peer Connect feature allows you to connect and communicate with other attendees. Once you have located an attendee you want to connect with, click the Connect button. Once the other attendee accepts your request, you can choose to interact with your connection by starting a live chat or live video call. You can also schedule to meet at a future time, send messages and take notes.


What is the Sponsor Exhibition?

The Sponsor Exhibition is where our sponsors’ virtual booths are. You can visit the Sponsor Exhibition at any time during the event by clicking on the Meet Exhibitor button at the right of the timeline. These booths are open all day, but you are encouraged to visit them during dedicated networking time on the agenda.  When you are in the Sponsor Exhibition Hall, you can search and browse through the list of sponsors. Clicking on the View button lets you review the Sponsor’s Information and download any available materials they have (labeled as ‘Assets’). You can also choose to connect with members of their team via Peer Connect. If the exhibition is open and the exhibitor’s staff is online, you can request a live meeting and you will be placed in a queue. You can always see your position in the queue and when you reach the top of the queue a video meeting with the selected member of the exhibitor’s team will begin.

How do I export and keep any notes I take during sessions?

Any notes that you take throughout the event can be exported by selecting the Export icon in the top right of the screen near your Profile image. In additional, all Peer Connect connections you have make with other OnAIR participants will save their contact information, that you can export using the Export option as well.

I need more help. What do I do?

Prior to conference day, don’t hesitate to reach out to UWEBC staff at events@uwebc.wisc.edu. During the event, the EventsAIR Live Event Support Team is online and available to help you troubleshoot any issues you may have. If you have any questions or need technical assistance, please click on the red Live Support icon in the top right of the screen.