COMM 3050 GoToWebinar Tutorial

GoToMeeting / GoToWebinar Webinar and collaboration tool Create a trial account at https://www1.gotomeeting.com/s/isr/2dc/g2w/try Only one account is needed per team GoToWebinar is the product that will be used for ICE presentations

GoToWebinar Roles Organizer Panelist Account holder Creates the webinar Receives webinar invitations Starts the webinar Can present / share screen Can record webinar Has audio controls Controls Q&A Controls polls Panelist Should be made the Presenter

GoToWebinar Roles Presenter Attendee User who is actively presenting Listen-only mode Can ask questions via Questions panel Can answer polls

Create a Webinar Login at http://www.gotomeeting.com Expand My Webinars from the menu on the left Click Schedule a Webinar

Title & Description Webinar Name must include “McIntire Student Webinar:” and a few words to describe the project Description – includes a few sentences to describe the presentation

Date & Time Enter the Date and Time of your webinar

Audio Accept the default options for audio

Panelists Panelists are people that will share their screen(s) Click Edit to add Panelist Enter your team name in the Name field Enter the email address of one team member Click Save and Continue

Branding and Theme Theme settings determine look of the webinar invitation and registration page The Waiting Room is what attendees will see when they arrive online and until a presenter shares his/her screen

Theme Add a logo Choose a Theme Add an image Maximum 400 x 200 pixels 100kb maximum Choose a Theme Add an image Maximum 200 x 200 pixels

Theme Select Preview Theme at the bottom of the page

Waiting Room

Waiting Room Add names for each person in team Insert images for each (optional)

Waiting Room Preview the Waiting Room

Registration

Registration Select Clear All to remove all questions except First Name, Last Name, and Email Address

Registration As an option, questions specific to your project can be added to the registration page

Registration Click Preview to view the registration page

Webinar Creation Click to complete basic setup Panelist invitation sent to Panelist(s) Attendee invitation sent to Organizer

Invitations The invitation must be sent to Attendees Forward the message that is sent to the Organizer Attendee must follow link in message to pre-register for webinar

Invitations

Attendee Registration

Creating Polls Create polls by logging into the GoToWebinar website Select Polls from the Change Session Settings list

Creating Polls Determine the Question Type Enter the Question Enter Answer options Click Create

Setting Email Notifications Notifications are sent to registered attendees based on the intervals you choose Edit notifications by logging into the GoToWebinar website Navigate to My Webinars Select Email Notifications from the Change Session Settings menu

Setting Email Notifications Confirmation Email – Message that is sent to attendees after registration Reminder Email Select 3 Hours before Select 1 Day before Follow-Up Email De-select this option

Obtaining the Webinar ID Click the View link to the right of the Settings menu

Prior To Final Webinar Delivery Email Suzy Peng at suzypeng123@gmail.com with the following information: Block Number Group / Team Number Name of Webinar Name and Email of group contact if necessary during webinar Webinar ID

Starting the Webinar When delivering the Webinar, all group members should be in the same room There should be two computers online The Organizer will be logged into GoToWebinar on one computer Ideally the Organizer’s laptop should be hard-wired using the Ethernet connection in the room The Panelist will be logged into the other The Organizer must use a Windows-based computer The Organizer should remain muted

Organizer - Start the Webinar Start the webinar by logging in and clicking the Start button Panelists join the session using links in the email messages previously sent

Organizer - Webinar Start Attendees On Hold Attendees see the Waiting Room information Organizer and Panelists can talk or use Chat

Organizer Control Panel Dashboard Audience View Attendee List Audio Polls Questions Chat

Organizer Settings Click the Options Menu De-select the Attendees Can Raise Hands option

Organizer Settings Click the View menu Select Recording De-select Auto-Hide the Control Panel

Attendee List Shows Staff (Organizers and Panelists) and Attendee details Right-click on any Attendee to send a message or change status

Audience View A live snapshot of what the Attendees currently see When another person is presenting, the Audience View will switch to the GoToWebinar Viewer

Dashboard Displays statistics such as attendance, attentiveness, and number of questions for current webinar

Audio Select to change Audio Mode Click Edit to turn off “On-Hold Beeps”

Attendee View Audio Mode Questions Panel

Attendee View Viewer Panel Click Arrow to expand Full-screen button Attendees see Waiting Room until presentation begins

Organizer - Make Panelist the Presenter Click the Change Presenter button Select the Panelist

Presenter Have slideshow ready and running Exit all other running applications such as web browsers and anything that would cause notifications or sounds This is the only computer that should be unmuted in your room!

Presenter – Show Options The Presenter may select from the options in the Show My menu The default is to show the entire screen Choose the Screen- CLEAN option

Presenter – Screen Shared

Organizer - Recording Click the Start Recording button to begin recording Recording is not automatic Select from the View menu Recording is saved locally Recording is not available for Organizers using Mac OS X.

Organizer - Recording Access the Recording Defaults by clicking Settings in the Recording panel or in File | Preferences

Organizer - Start Broadcast For Attendees to hear the webinar presentation, the Organizer must first start the meeting Presenter / Panelist should ensure that screen is shared Click the Start Broadcast button which starts the audio portion of the Webinar

Organizer – During Webinar

Ask a Question - Attendee Attendees may ask questions during the webinar by typing in the Question panel Questions are sent to the Organizer

Question - Organizer The Organizer receives the question in the Questions panel

Question - Organizer When answering the question, the Organizer can send the response to the asker or to the entire audience

Question - Asker The answer is displayed in the Questions panel

Polls – Organizer View When one or more polls are created, the polls are available in the panel Select a poll and click Launch to immediately display the poll to attendees While displaying a poll, screen sharing is disabled

Polls – Attendee View When the poll is launched, the attendee’s Viewer will display the poll

Polls – Organizer View While the poll is open, the current results are displayed to the Organizer Click Close to close the poll

Polls – Organizer View To share the results of the poll, click Share

Polls – Attendee View

Recording Reminders Remember, only the organizer can record You must start it manually The organizer machine must be Windows! Keep the default GoToMeeting recording setting Copy the recording to the student shared drive for your Block S:\Webinars\BlockX Student VPN automatically Maps the S drive http://www.comm.virginia.edu/aboutus/technology/downloads/Pages/index.aspx

Best Practices PRACTICE – Create another webinar to test Use at lest two computers Organizer Presenter – Have a clean desktop Possible third computer as Attendee Enable microphone for only the presenter computer Be sure to start Recording Consider bringing a set of headphones to allow you to hear what the audience is hearing

Best Practices Consider using an Intro Slide Start sharing your screen before broadcasting audio Allows you to: Provide a more customized experience for attendees Instructions for Q and A More graphic and photo options

Sample Instructions for Attendees Select auto-hide options from the View menu Click the arrow to minimize the control panel Type questions in this box.

Exploring Industrial Waste Management in Peru Block 1, Group 5 Thomas Jefferson James Madison George Washington James Monroe Select auto-hide options from the View menu Click the arrow to minimize the control panel During the presentation, attendees will be in listen-only mode. Please feel free to ask questions at any time using the Questions box. We will answer as many questions as possible at the end of the presentation Type questions in this box.

GoToWebinar Resources 45 Day Trial: https://www1.gotomeeting.com/s/isr/2dc/g2w/try Quick Start: http://support.citrixonline.com/en_US/GoToWebinar/video/GTWV00003 User Guide: http://support.citrixonline.com/en_US/GoToWebinar/downloaddocument/GTWD00007 Support & Training: http://support.citrixonline.com/en_US/GoToWebinar

Questions