Adobe Connect 8 Event Organizer Guide

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1 Adbe Cnnect 8 Event Organizer Guide Questins fr Meeting HOST t ask at rganizatin meeting: Date (r dates) f event including time. Presenting t where Lcal ffice cubicles, reginal r glbal ffices, external clients, etc. Hw many presenters are there, and where will they be presenting frm? What time znes are invlved in the meeting? Hw will Q&A be arranged? Vcally via phne line (mre cstly, very difficult t manage with mre than a dzen r s peple) r Text chat? Will the presentatin need t be recrded? Hw many cnnectins are expected fr the meeting (each remte individual participant r meeting rm = 1 cnnectin)? Is the presentatin ready? Des it cntain a lt f animatin? Adbe cnnect des nt play well cnverting Pwerpints with lts f animatins and wrd art. Identify key persnnel that will be in each lcatin t assist technically. Key Pints t keep in mind when planning a large meeting: 1 Everyne except the presenter will be muted during the presentatin, by using *96 t make aut-mute participants. Make sure t send mderatr cde t presenters nly. Everyne else gets participant cde. 2 There are 3 rles: Participant, Presenter, and Hst. a. Mst shuld be Participant listeners, bservers, n rights t mdify rm b. Presenters thse wh are key t the cntent f the meeting; speakers, slide flippers, Q&A assistants. c. Hst Recmmend 2. One t run the technical parts f the meeting and ne t take ver if the primary hst lses cntrl f the meeting due t machine r netwrk failure. 3 Think abut the envirnment f rm presenters are in. a. Camera wall Plain unbrken in pattern, camera at eye level, micrphne r phne directly in frnt f main speaker. b. Live rm audience. Speakers are perceived n the far side f the vide better with a live audience in the rm they are speaking frm. Talking t a camera is uninspiring. c. Lighting. Ensure camera has enugh lighting fr vide feed. d. Far end cnference rm technical features. D the rms at the far end have integrated audi? Is there a need fr additinal AV supprt?

2 Best Practices fr Hsting Events in Adbe Cnnect 8 At cnference setup minutes prir t start time: Open the meeting rm Blck participants frm jining until the designated time Lad PPT slides Jin the telecnference as hst Jin Audi Bradcast, but d nt bradcast t participants. Type a welcme message in the Cnversatin Area. 15 minutes prir t start time: Unblck the rm s participants can jin Upgrade the status f ther presenters/speakers frm Attendee t Presenter 5 minutes prir t start time: Get Camera started and establish kdak picture taking spt fr presenter Recrd the meeting Tp f the hur: Start Audi Bradcast (if using cmputer speakers) D a quick audi check t make sure everything is in gd wrking rder Mute all satellite audi, except presenter Begin presentatin Trubleshting: If the audi cnference des nt wrk and participants are unable t listen thrugh their cmputer speakers, have them dial int the telecnference using the assigned telephne number and participant cde. *96 mutes all participants. *6 mutes and un-mutes an individual line. If a participant is unable t hear the presenter thrugh their cmputer speakers, ask them t lg ut f the Adbe meeting rm and cme back in. That fixes the prblem mst f the time.

3 T increase the vlume f yur vice as heard by ther participants, press *5. T decrease the vlume f yur vice as heard by ther participants, press *8. PREPARING FOR AN EVENT If yu wuld like t use pll r chat questins, these need t be added in the Adbe Cnnect rm befre the event. Once in the crrect rm, g t: Pds > Pll > Add New Pll Chse frm the drp-dwn menu whether yu want Multiple Answers r Multiple Chice. Write the questin. Write the answers each n a separate line. Open the pll.

4 Check Bradcast Results if yu want attendees t see the results. Hide the pll, and it is ready fr use. Fr a chat pd, chse Pds > Chat > Add New Chat. Type the questin, and minimize the pd. This prcess parallels that f setting up a pll as shwn abve. HOSTING AN EVENT 20 minutes prir t start time: Open the meeting rm. Use the Adbe Cnnect rm that has been assigned t yu. T blck participants frm jining, g t Meeting > Manage Access & Entry > Blck Incming Attendees.

5 When yu are ready fr participants t jin (typically 15 minutes befre the tp f the hur), g t Meeting > Manage Access & Entry > Blck Incming Attendees t uncheck that ptin. Lad PPT slides. Pds > Share > Add New Share > Share Dcument > Brwse My Cmputer Psitin the slides apprpriately. T share yur screen, g t Pds > Share > Add New Share > Share My Screen. Jin the telecnference as hst by dialing frm yur phne. Make sure ther presenters als jin using the mderatr cde, s they can be heard when participant lines are muted. Mute all participants using *96. When prmpted, select 2 s participants cannt un-mute themselves, if desired. Selecting 2 des nt mute the hst r presenters, as lng as yu used the full mderatr cde t jin the event. Start the meeting audi Audi > Start meeting audi > Select Using Cmputers and Using Phne

6 Unselect Start bradcasting telephny audi Click Start This allws yu t start the audi and make sure it is wrking prperly withut bradcasting t the participants. Type a welcme message in the Cnversatin Area:

7 If yu want a specific URL t pen when the meeting ends, paste the apprpriate URL in End Meeting. Grab the URL frm the registratin page n the WFN website. Click n Meeting > End Meeting. Paste the URL in the text bx. Click Save Message DO NOT click OK as this will clse the meeting rm. 5 minutes prir t start time: Recrd the meeting by clicking n Meeting > Recrd Meeting. Yu will get the fllwing pp up. Cmplete with presenter name, title, and date. Click OK.

8 Upgrade the status f ther presenter/speaker frm Attendee t Presenter by highlighting speaker s name and chsing Make Presenter. Tp f the Hur: Clse the intr music by chsing Pds > Share>GL Intr.swf. Begin bradcasting audi by chsing Audi > Start audi.

9 At this time, all thse dialed in under the Mderatr cde will be heard by all attendees thrugh their cmputer speakers. Once bradcasting, it s best t d a quick audi check just t make sure everything is in gd wrking rder. Begin presentatin. Select plling and/r chat pds when apprpriate (Pds > Chat/Pll >). Wrap up and mve attendees t cllabratin space (End Meeting OK). Make sure Open this URL fr everyne is selected. TROUBLESHOOTING Here are the slutins t a few f the issues that may cme up. If the audi cnference des nt wrk and participants are unable t listen thrugh their cmputer speakers, have them dial int the telecnference using the assigned telephne number and participant cde. Hit *96 n yur phne t mute all f the participants. If yu want the participants t be able t speak n the phne, they can hit *6 t mute r unmute their line. If a participant is unable t hear the presenter thrugh their cmputer speakers, ask them t lg ut f the Adbe meeting rm and cme back in. That fixes the prblem abut 95 percent f the time. T increase the vlume n yur phne, press *5. ACCESSING RECORDED MEETINGS Hsts and Meeting Rm Creatrs can access recrded meetings thrugh the Adbe Cnnect Central Web interface by selecting Manage Meeting Infrmatin frm the Meeting menu in the meeting rm. Fllw these steps: 1. Enter the Meeting rm frm which the recrding was made. 2. Under the "Meeting" menu select "Manage Meeting Infrmatin." This will pen the Web interface in yur brwser.

10 3. Click the "Recrdings" link at the end f the Meeting Infrmatin menu bar t view the list f recrdings fr the meeting rm. 4. T share the recrding, it must be set as Public please check the bx next t the recrding, and click the Make Public buttn. 5. Click n the name f the recrding t see the recrding details, including the unique URL shwn belw.

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