QS Virtual Fairs Quick GuideQS Virtual Fairs Quick Guide Thank you for joining us for the QS Virtual fairs. We are using a new platform to help you connect with students in a digital

QS Virtual FairsQuick Guide

Thank you for joining us for the QS Virtual fairs. We are using a new platform to help you connect with students in a digital environment.

The following guide will help you navigate the Virtual fairs and answer some questions about how the event will work.

Overview

Assign team members to

events

On the

event day

Welcome to Our virtual platform

Your booth

Engaging with candidates

FeedbackHelp

Assign Team members to the events

This area allows for one person within your institution to manage all team members inside Outreach. It is important to assign all

members of your institution to their designated activity on the day. To update or add team members, please contact your

customer service manager or email [email protected]

1. Select My Team tab

Digital Booth Design

The new virtual events Booth upload area is now available for you in Outreach. You can now design and see how your booth will

look like at the events you are attending. Please follow these steps to access the Digital Booth design:

Log into Outreach

Click on the event you are attending

Select Digital booth design from the menu bar

You only need to update the first event you are attending and will show on all others. If you

are attending both World Grad School tour and World MBA Tour you will need two profiles

2. Click on each

section to upload

1. Click on Digital

Booth Design

Digital Booth Design

There are 4 sections to complete your Virtual Booths. As you upload the files you will start to see what your booth will look like. If

you need to update any of the files, please remember to do this 48 hrs before, after this you may not see the changes for the

event in time.

Switch between the

options

Upload files

Update your

Description

Digital Booth Design

Important information to note regarding your Booths for the events

You only need to update one of the profiles for it to reflect on all the events you are attending

ProfilePlease update all your materials 48hrs before your first event

Updates 24hrs before the event you can access the virtual platform to check everything is correct. If not please update this on your booth profile in outreach

Access If you need to update or change anything for the event within 24hrs (after it is l ive) please ensure this is done straight away. Updates close 2hrs before the event

Final Edits

• If you are attending several events in the season you only need to update on the first event, and this will reflect on all the events

you are doing.

• If you want to change your profile depending on the event itself, you need to do this after the previous event has happened and

48hrs before the next one.

• Changes made within 24hrs before the event will show between 12-2hrs before the event opens.

• No changes can be made within 2hrs before the event opens

On the event day

On the day of the event, you will find your personalized link and log in details for our virtual platform in outreach. Go to the

event in outreach and at the top of the overview you will see the link and below the button you will find your log in details for

our virtual platform.

New Beta version of Outreach

Welcome to our virtual platform

Click the link in Outreach to enter the event. Click on Meet Universities/Business Schools to find your booth.

Find your booth here

Get Help from QS Team

Networking Lounge

Find your booth

Click on meet universities/business schools and find your school in the institution search. Click the name of your university/school to

enter your booth.

Search by name

here

Scroll to find your

university/school

Booth navigation

When you enter your booth, you should see your Avatar there, if you do not see this you need to have marked yourself as

attending the event in Outreach before. Every candidate that visits your booth will automatically join the booth chat; this is where

you can see everyone who is in your booth. Candidates can chat to you via the booth chat or by clicking on your avatar to have

a private chat or video call.

Booth chat

Your avatar

Your materials will

appear here

Your video will appear

here

Breakout Room

Change your avatar

In the Navigation menu on the bottom left of the page, click Choose your Avatar. *Once you make your choice it will take

approximately 10 seconds to update in your booth. The avatar you pick will then be the same when you log in to future events.

1. Click Here

2. Then Click Here

3. Click Select to

choose Avatar

4. Check your Avatar in

your booth*

Connecting with candidates

The Booth Group chat is where you will see who is currently visiting your booth. This is a group chat where you can speak

with all the candidates at once. It is a good idea to post a welcome message in this chat with some general information.

It is recommended to take an active role in the booth chat and welcome each candidate as they enter. You should then initiate

private chats with candidates by clicking on their name and then the speech bubble icon.

All staff marked attending will be made moderators of the chat which will bold their names and give them additional privileges.

Click to go between the

different open chats

Chat options

View Saved Chats

Saving chat content

When chatting with a candidate it is

recommended to click Save Chat to add the chat

to the briefcase.

Please note the content of these chats will not

be available in Outreach.

Before the event closes you need to open each

chat and copy the content to a word document to

save for your reference.

Minimise

Open in a new window

Close the Chat

Save the ChatClick on the candidate's

name to view profile

Click on here to start a

private chat

Candidates currently

visiting your booth will

appear here.

Breakout Room

• Every booth will have a breakout room button labelled “Join Presentation” under their table banner.

• If you have more than one representative it is best practice to have one person managing the breakout room and the other monitoring the group chat.

• If you are the only representative for your school, you must open the event twice in separate windows from Outreach so that you can have one window open with the breakout room and one open to manage the booth &group chat. You can also turn off the breakout room feature if you wish.

• If you navigate away from the breakout room you will exit the video call, therefore it is imperative you open two windows if you are planning on managing the booth chat and the breakout room.

• We recommend you have a PPT prepared to share with those attending the breakout session.

Inside the breakout room

Click here to open

breakout room

Breakout Room Controls• You will see participants in the room on the right-hand side of the screen and will receive a notification when someone

enters the room.

• Click on dots in the bottom right-hand corner for the settings menu, here you can manage settings for the breakout, mute everyone, see speaker stats and manage video quality.

• If you have marked yourself as attending in Outreach you will be given moderator rights of the breakout session.

• There is a chat function within the breakout room, however these chats will not be saved so we recommended you use the main group chat in the booth.

Chat Settings

MenuRaise Hand

Share Screen

• You have the option to turn on or off the breakout feature within the Navigation bar in the bottom left-hand corner.

• If you want to switch off your breakout room, click Breakout Room Management and you will get a pop-up box appear to manage this. Click on the green Select button to turn off/on. You can turn this function back on at any time by returning to this page.

• By default, this feature is turned on

Chat Features

You can set up common phrases in the text

snippets section before the event opens to make

the chat with candidates quicker and easier.

When you click the copy button this will insert the

text into the chat and you just need to click send.

You can set up a poll clicking on this icon

Click here this

screen will open

Click copy and the text will appear in the chat

Video call – One to One

Candidates can request a video call with you. If you

accept a video call will begin. If you reject the call the

candidate will get a notification saying you are

unavailable and to try again later. You will receive

notifications of any missed video calls in the bottom right-

hand corner.

Click accept to start the

call

You can request to connect with a candidate in a video

call by clicking on their name in the chat room and then

clicking on the Video icon

Networking Lounge

• The networking lounge is an open chat area for all attendees and School representatives

• The chat will be moderated by a QS Staff member and they will actively engage with everyone in the networking area.

• The purpose of the networking area is for candidates to engage in conversation with you and other candidates. We ask representatives to avoid the temptation to overly promote or ‘’sell’' their institution or programs

View the Networking

lounge chat

Few Tips when in the lounge

• Introduce yourself when you enter the networking area, being mindful of conversations of ongoing

• Please using open ended questions to engage with the group

• If a candidate has asked a question please feel free to answer, you can reference your University in your answers

• Please refrain from sending “cold” promotional blasts about your school to the group as they can serve to interrupt the flow of conversation

• If you strike up a conversation with a candidate, they will be saved as a connection when you divert to private chat

Help

Should you require any help during the event, please click on the button and click the QS Information desk, this will take you to

the Exhibitor support booth, you can also find this in the navigation menu. A QS representative will be there to help you with

anything you may need.

Click here to enter the

Exhibitor support booth

Feedback

Feedback is important for our team in order to improve QS events. Please complete the form when the event is over in Outreach.

1. Select

Connections tab

2. Click on Complete

Feedback

3. Rate the Event

4. Save Feedback