Virtual Career Fair : setting up breakout rooms

Summary :

What are breakout rooms?

How to set up your breakout room
1. Using your own preferred tool 
2. Using the integrated Zoom tool

How breakout rooms look for candidates

FAQ

What are breakout rooms ?

Breakout rooms consist of one or multiple group call sessions within your stall where you can meet the participants. It provides valuable two-way communication in a more comfortable setting.

There are many different ways to use breakout rooms. They can be utilized to host Q&A sessions, presentations about your company, workshops etc.

How to set up your breakout room

You can set up your breakout room in the tab "Breakout rooms". First, you have to choose how you want to set up your breakout room: 

• Option 1 : By using your own preferred tool
  Here, you can take charge of your breakout room by setting up the call in your own preferred video-calling tool. For instance, Zoom, Microsoft Teams, or Google Meets.
  To set up breakout rooms with your own tool, follow the steps in 1.
• Option 2 : By using the integrated Zoom tool.
  Here, you will host the breakout room by using our pre-determined conference tool - Zoom. The meeting will be created and integrated into the breakout room on the platform automatically. 
  To set up breakout rooms with the integrated Zoom, follow the steps in 2.

Be aware : You can only have one breakout room in your stall, which is equal to one video call. The breakout room is available for you during the whole event day. You can create multiple sessions at different times within the same room, as long as they are not overlapping.
You can compare it with one physical meeting room you have access to during the event hours. You can use that room to host one long meeting or to host several short meetings/sessions.

1. Using your own preferred tool:

Use your own preferred tool, if you wish to use a conferencing tool that you know - advantageously something you use in your everyday work (e.g. Teams, Zoom, Google meets). This way, you can freely decide what settings you select for the meeting and how you would like to manage the breakout room. 

1. 1. Set up the meeting in your preferred tool (e.g. Microsoft Teams, Zoom, Google meets). Within that meeting, you can then host one breakout room session or several sessions one after another throughout the event day.
      
      
   2. Copy the link from your meeting and insert the link where participants can join and the link where the host can join in the schedule. Depending on the tool you are using, this could also be the same link.
      
      
   3.  Insert the name, description, and time for your session. Participants can see the session on your stall and can add it to their day planner.
      
      
   4. Add multiple sessions within your breakout room if you are e.g. covering different topics or targeting different audiences at different times. It is a way for you to create a schedule within your breakout room. Remember, it will still be the same video call operating in the background. 
      
      
   5. At the scheduled time on the event day, start the breakout room using the “Host the call via APP” button. If any other team members need to be part of the breakout room, they can join the call via the "join the meeting" button.

2. Using the integrated Zoom tool:

Use the Zoom tool directly integrated to the platform if you do not wish to use your own preferred tool. In this case, it is necessary for you as the host to have the Zoom APP downloaded. The links to join the breakout room will only be available via the event platform. 

1.  Insert the name, description, and time of your session. Participants can see the session on your stall and can add it to their day planner.
   
   
2. Add multiple sessions within your breakout room if you are e.g. covering different topics or targeting different audiences at different times. It is a way for you to create a schedule within your breakout room. Remember, it will still be the same video call operating in the background.
   
   
3. At the scheduled time on the event day, start the breakout room using the “Host the call via APP” button. If any other team members need to be part of the breakout room, they can join the call via the "join the meeting" button.

Important: You need to have the breakout room created and saved well in advance if you are using the Zoom tool directly integrated to the platform, as it takes around 15 min for our system to generate the Zoom meeting. 

How breakout rooms look for candidates

• Participants find your breakout room within your stall.
• When hovering above the name of the sessions, they will see the description you have added.
• They can join the sessions by clicking on each name, and jumping in/out at any time. If any of the participants join a session before it is scheduled, they will be prompted to wait, or if there is a session before that, they will join that one. 

FAQ

• When will the "Join" and "Host" buttons become active?

The "Join" and "Host" buttons will become active on the day of the event. Remember to use the "Host" button in order to start your session.

• Can I have parallel breakout rooms? 

No. Since you are only able to attach one breakout room to your stall, you are not able to hold parallel rooms. Instead, you can have as many sessions as you want to - one after the other; within the timeframe of the event. 

• Are all team members able to host breakout room sessions? 

Yes, all team members are able to host breakout room sessions. They just need to make sure that they have the Zoom app downloaded, if they use our integrated Zoom tool,  and are added to the stall. 

• Do users need to register to the breakout room? 

No, they can jump in and out of the call as they wish. 

• Can I delete a breakout room session? 

Yes, if you want to delete a breakout room session that you’ve added, you can press the ‘bin’ icon next to the respective session that you want to delete. Make sure to press ‘Save’ after deleting the session.

• How many participants can attend a breakout room? 

This depends on how you set your breakout room up. If you use your own tool, it will depend on the account settings of the tool you are using. If you are using our Zoom account, the maximum capacity of participants that can attend a breakout room at the same time is 100.