Online events frequently asked questions (FAQs)

Do I need to book an online event?

Yes. You need to book to attend an online event. Once you have booked, you will receive a joining link 30 minutes before the session and we’ll send you an email reminder to join the event.

When does booking for an event close?

Bookings for most of our online events remain open until the day of the event. 

When will I receive a link to the event?

Once you have booked your place on an event, you will receive confirmation of your booking by email. A week before the event is due to take place, we will send you a reminder about the event with guidance about how to download Zoom before the event starts. You’ll receive another reminder 30 minutes before the session is due to start- this email will include the joining link for the session.  If you don't receive that email in time, check your spam/junk folder.  If you still have problems please contact us at study@sheffield.ac.uk or  send us a chat message. 

How long do events last?

Most events are one-hour long, but this can occasionally vary. Please check the web page for your chosen event.

What platform do you use to deliver your online events?

Most of our online sessions use the Zoom platform.

Do I need Zoom to take part in an event?

In order to join a live event, you may need to download the free app/software before you can join the session. We recommend that you do this well in advance of the session start time to ensure you can join on time.  These events include a live question and answer session with the speaker/panellists.  Questions can be submitted through the Zoom as part of the event.  

I cannot make the live event but would like to watch it. Do you record events?

We don’t usually record our live online events, although we may do occasionally. If your session is being recorded, you will be informed at the start of the session and will also let you know whether the recording will be shared after the session. We will never record any Q&A sessions and we’ll never allow anybody else to record the session.

How can I ask a question during the event?

You can submit a written question using the Q&A button on your Zoom screen.

Do the talks have subtitles for the deaf and hard-of-hearing?

Live captions are available on Zoom.

I can’t hear the audio – what should I do?

If you are unable to hear the audio, hover over the mute button in your Zoom window and click on the small arrow next to it. Select Audio Settings and ensure that the slider is at maximum for the speaker output. If you are still having issues, you may like to try selecting the volume function button on the top line of your laptop or PC keypad. If this doesn’t work please try plugging headphones into your PC or laptop. If this does not resolve the problem, try leaving the Zoom session and entering it again using the link you received.

How do I turn the live captions on/off?

Live captioning is available for the majority of online events. On most devices this is accessed via the ‘closed captions/live transcript’ button at the bottom of your screen. However, if you are using a mobile, you will need to minimise the webinar using the “…” button, then tap the cog icon and scroll down to ‘closed captions’ and turn them off/on. You can then restore the webinar.

How do you ensure your online events are safe for participants?

We want our online events to be a positive experience for everybody in the session. We take the following steps to ensure you have an enjoyable and safe experience.

• Your video camera and microphone will be switched off when you join the session.
• If your session is being recorded, you will be informed at the start of the session. We will explain that we will never share your personal details.
• We will never record the Q&A element of any session so you can be sure that none of your details will be shared after the session.
• Our session leaders reserve the right to remove any participant from the session who is seen by session hosts to be disrupting the session or being offensive.
• Participants are not allowed record meetings on Zoom

You can do the following things to ensure that you and your details  remain protected during the session and to ensure that everybody in the session has a positive experience:

• Don’t use your real name when you sign into Zoom
• Keep your camera and microphone switched off
• Please be respectful to everybody in the session- participants may be joining from all over the world and have different experiences to you

I’m worried about your use of Zoom for your events. Is Zoom safe?

• Zoom bombing - links will not be shared on social media and all sessions are set up so that participants don’t have cameras or microphones switched on, apart from our speakers of course!
• No end-to-end encryption - no business platform (Skype etc.) offers this as it would preclude allowing joining by telephone. Zoom Conferences are protected against interception to and from the Zoom servers.
• Security Flaws – Like any online platform, Zoom is susceptible to data breaches, which can compromise user data. To minimise this risk, it is important to use strong passwords, keep software updated, and avoid sharing sensitive information during Zoom meetings.