Participating in a VAX University Webinar

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1 Participating in a VAX University Webinar Education is a cornerstone of success for travel professionals and VAX is dedicated to providing access to quality online training, including live supplier webinars, ondemand virtual sessions, advanced-skill certification programs, and a library of learning resources and guides that cater to various experience levels. Live webinars offer travel agents the opportunity to hear from and talk directly with the most popular vacation suppliers. Hear first-hand about property updates, selling tips, news, upcoming events, and more right from the suppliers themselves. Sessions are typically minutes in length and often times are conveniently delivered around the lunch hour. Where can I learn about upcoming training events? VAX promotes live and on-demand training opportunities in a few ways: 1. A chronological list of upcoming webinars is located under the Live Webinars tab on the VAX University page. Version: 1 Updated: 08/08/ VAX VacationAccess

2 2 2. Weekly e-postcards, such as our Upcoming Webinars and This Week on VAX s, will alert you to upcoming and existing learning opportunities. Subscribe to receive these s by clicking on the Stay in the Know banner on VAX s home page. VAXVacationAccess.com

3 Joining a VAX University Webinar 3 3. You don t have to be a VAX user to attend our webinars. Upcoming webinars can also be accessed on VAX s login page.

4 4 Registering for a Webinar From the list of Live Webinars on the VAX University page, register by clicking the Register button next to the session you want to join: If you click on the title of the course, the course description page will appear. This page provides details about the topics that will be discussed during the session, as well as general course information and materials. Click the Register button to begin the short registration process. VAXVacationAccess.com

5 Joining a VAX University Webinar 5 From a postcard, either click on the Register button or the course link to begin the registration process:

6 6 Once you click the Register button or the course link, you will be asked to complete a brief survey as you register for the course to help our presenters get to know who their audience is and provide more valuable information for you. Downloading WebEx Software Although WebEx Event Manager will automatically be set up when you start or join an event, you can save time by setting it on Windows or Mac, before the event. To set up now, click Set Up. If you need immediate help to join an event, try one of the following: Clear your browser cache and cookies. Try a different browser. Copy and paste the event URL directly into the browser. Setup WebEx on your PC or MAC. Note: You only need to download the software once. If you have previously downloaded the software, skip to the Joining a Live Webinar section in this document. VAXVacationAccess.com

7 Joining a VAX University Webinar 7 Joining a Live Webinar Webinars consist of two parts: the online presentation and the teleconference via your phone. You can join the live event 10 to15 minutes before the scheduled start time. After registering for a webinar, WebEx will send you an invitation to join the event. The will contain a hyperlink for attendees to click to join. Note: You must join an event using a laptop or desktop. The Event Center in WebEx is not yet compatible with mobile devices and will not allow you to join. Joining a Live Webinar from your Confirmation 1. Open the confirmation you received from WebEx. Click the Go to hyperlink for an attendee. The WebEx program will automatically open. 2. Click Join Now. The WebEx program will log you in and connect you to the online presentation. 3. Decide if you d like to call in to the audio portion of the conference using your telephone, having the conference call you, or listening to the audio through your computer speakers. To join the teleconference, call the toll-free number and enter the access code.

8 8 Joining a Live Webinar from the Web 1. Type https://vax-vacationaccess.webex.com/eventcenter in your web browser and press Enter. 2. Select the name of the event you want to join. 3. Type your registration ID in the Registration ID field. You can find your registration ID in your confirmation. 4. Click Join Now. The WebEx program will log you in and connect you to the online presentation. You can listen to the audio broadcast through your computer speakers or call in to the teleconference using your telephone. When calling in, use the toll-free number and access code found in the confirmation. VAXVacationAccess.com

9 Joining a VAX University Webinar 9 Join an Event from Your Mobile Device 1. Open the invitation on your mobile device and tap Join WebEx Meeting. If you have previously installed Cisco WebEx Meeting application on your mobile device, it launches automatically. Otherwise, you are taken to the installation page. Follow the prompts to install the application. 2. Enter your login information and password, if required. 3. You are connected to your WebEx event. 4. You can connect to the event's audio conference by receiving a call to your phone or, if you have a WiFi connection, by using VoIP. Make a selection by tapping an audio option. If you have not entered your phone number previously, when you tap Call me, you are prompted to enter a phone number for your call back. Depending on your default audio settings, the event might call your device automatically. Accept the call to be connected to the event audio. During a Live Webinar The host will mute all attendee phone lines to eliminate background noise. If you call in to the teleconference, mute your computer speakers for best sound quality. Participants are encouraged to use the chat feature in WebEx to submit questions and comments throughout the presentation.

10 10 Questions and comments will be addressed by the host and presenter near the end of the session. To ask a question, simply type your question into the chat window on the right side of the screen and then click Send. To submit a chat question when the presentation is in full screen mode, hover your mouse near the top center of the screen. A drop-down menu will appear. VAXVacationAccess.com

11 Joining a VAX University Webinar 11 Click on the Chat icon and the chat window will reappear on your screen. Type your question into the field and click Send. To view the presentation in full screen mode, click the opposite arrows icon in the top right corner of the stage.

12 12 After the Live Webinar After the webinar has finished, exit the online presentation by clicking on the red X in the top right corner of your screen. If you called in to the teleconference, hang up your phone. Please take a minute to complete our post-event survey. The survey will pop up in a separate window after you have exited the webinar. All live training webinars are recorded and posted on the VAX University page. These on-demand training sessions are made available within a few days of the live event. On-demand recordings will normally remain in the VAX University for one year following the live webinar date. Frequently Asked Questions How much does it cost to participate in the live webinars? VAX VacationAccess does not charge you for participating in live training webinars. Why didn t I receive an confirmation after I registered? Your client may see the registration confirmation as spam and automatically route the to the Blocked or Junk folders. Please look in those folders. You can follow the steps below to add all WebEx s to your Safe Senders list in Outlook. 1. Select Actions > Junk > Junk Options from your Outlook tool bar. The Junk Options window opens. 2. Select the Safe Senders tab. 3. Click Add. 4. into the Add address or domain box, and then click OK. 5. Click OK again to close the Junk Options window. VAXVacationAccess.com

13 Joining a VAX University Webinar 13 If your computer is on a network, contact your company s network administrator. The network filter may have blocked the and prevented its delivery. Why is it taking so long to download the WebEx software? If you access the Internet via a dial-up connection, it may take up to 20 minutes to download the WebEx software. If possible, complete the download the day prior to the scheduled event. Note: You may be asked to install Active X or Java if your computer does not have these programs to view the video portion. This yellow message displays below the menu bar on your screen. Click OK to download. You may need to consult your company s network administrator for assistance. Why did I receive an error message when downloading the WebEx software? Your computer s firewall or virus protection software may recognize the software as foreign and prevent the download. If your computer is on a network, contact your company s network administrator to temporarily disable the firewall or virus protection software. Why I am stuck on the One Moment Please screen when I try to download the WebEx software? Your computer s LAN settings are preventing you from logging in completely. Follow the steps below to temporarily adjust your LAN settings (the steps are for Internet Explorer 8.x). 1. Open Internet Explorer. 2. Select Internet Options from the Tools drop-down menu. The Internet Options dialog box opens. 3. Select the Connections tab. 4. Click LAN Settings in the lower-left corner of the screen. The Local Area Network Settings dialog box opens.

14 14 5. Note all of your current settings. Make sure there is no check mark next to Use a proxy server for your LAN. If there is, click the check box to deselect the option. 6. Click the check box next to automatically detect settings. This should be the only box checked. Note: You may need to consult your company s network administrator for assistance. I ve lost my registration ID. Can I still join the webinar? You need your registration ID in order to access the live event. If you lost your ID, you can have it immediately ed to you by following these simple steps: 1. Type https://vax-vacationaccess.webex.com/eventcenter in your web browser, and press Enter. 2. Select the name of the event you want to join. 3. Click the click here link in the Join Event Now box. The Send Registration ID window opens. 4. Type your address in the address box, and click OK. You should receive a new immediately with your registration ID. Note: Enter the same address that you used to register with. I clicked away from the event screen. How do I return to viewing the live webinar? You should see two minimized windows in your computer s task bar, near the Start menu. Select the one labeled Event in Progress or the one labeled You are viewing.., to return to the live webinar. Why doesn t my screen match what the presenter is talking about? Your internet speed determines how quickly the screen loads on your computer. If you access the internet via dial-up connection, the screen loads slower than if you access the Internet via a DSL or cable connection, creating a delay in the presentation. VAXVacationAccess.com

15 Joining a VAX University Webinar 15 Part of the presentation is cut off on my screen. How can I view the entire presentation? You will need to adjust your screen settings to see the complete presentation. Follow the steps below to adjust your screen settings in Windows Click the right mouse button in an open area on your computer s desktop, and select Screen resolution from the drop-down menu. The Display Properties box opens. 2. Use the slide bar, in the Screen Resolution box, to adjust your settings to 1680 x Click OK. The computer automatically adjusts your screen display, and an alert box appears. 3. Click Keep Changes to keep the current settings. What time can I view the webinar? VAX webinars are scheduled in Central Daylight Time (CDT) or in Central Standard Time (CST). Because the sessions are live, you need to verify the time it starts in your area.

16 16 Why can t I ask the presenter questions during the presentation? All live training events are recorded and posted in the VAX University as an ondemand training session for one year. To keep the presentation clear and uninterrupted, we ask participants in the live sessions to chat questions into the presenter. All chatted questions are addressed near the end of the presentation so they can be easily edited from the on-demand session. Why doesn t the post-event survey open after the webinar? Make sure you have pop-up blockers on your computer disabled. An excessive amount of open tabs (windows) on your computer may make finding the survey difficult as well. I couldn t find the post-event survey. Can you just send it to me? The survey is built in WebEx and cannot be copied into an . You are welcome to contact the supplier directly with any feedback you d like to provide about the webinar. Do agents really win an incentive for attending a live training event? Yes! Suppliers who generously offer agents the chance to win an incentive will randomly select a winning agent(s) following the live event. Typically the supplier will choose the winner and contact that person directly. When a supplier chooses to share the name of the winning agent with VAX, we will announce the winner on our website on the Agent Winners page, found under the Resources tab. VAXVacationAccess.com

17 Joining a VAX University Webinar 17

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