Using Adobe Connect to run webinars                                      1
What we’ll coverMarketing activities• Timeline of activities to drive engagement before, during and afterPre-broadcast set...
Marketing engagement timeline                                                               6. Follow up email2. Confirmat...
Pre-broadcast set up                       4
Pre-broadcast set up: AV requirementsYou should be able to get hold of:• Video camera• Tripod• Laptop• 2 cunning devices  ...
The people: Whodoes what1. Speakers• At the lectern• Wearing lapel mics                         3       1• Talking to the ...
Set up Adobe Connect: back end admin1.  Login to adobe connect>meeting>new    meeting2. Give it a name - this will be publ...
Set up Adobe Connect: the meeting room1.Welcome lobby2.Main presentation3.Networking4.Feedback
Set up Adobe Connect: Welcome Lobby   1                 2      3       4         5           6                            ...
Set up Adobe Connect: Main Presentation          1                              2                                     10
Set up Adobe Connect: Networking Walls                                     11
Set up Adobe Connect: Feedback                                 12
The ‘flow’Welcome lobby>MainPresentation>Networking>Main Presentation>Feedback>Networking
On the day of the event webinar set up                                         14
On the day: Video set up 1/2You should carry out the following actions:• Run Dvdriver• Camera: Plug in power, open shutter...
On the day: Video set up 2/2 1. Select take no action if this box appears                                         2. Adobe...
On the day: Sound set up 1/3Aim is to get sound from the sound desk at the live event into thelaptop.• Make friends with t...
On the day: Sound set up 2/3                               2. In adobe connect:                               connect my a...
On the day: Sound set up 3/3Ensure your laptop sound controls Audio tab>Sound & Audio tab push allare set as:             ...
On the day set up: Top table laptopWebinar support• On the top table• Watching for online questions• ‘Mirroring’ the live ...
On the day of the event: Managing,hosting and moderating the webinar                                     21
You’re off...Let the people in by toggling off the block incoming attendees:Meeting>manage access & entry> block incoming ...
You’re off...Otherwise you’re going to have letpeople in one by one                                     23
Record the meetingStop the recording at the end by pressingthe red button                                            24
In the Welcome Lobby   • Go live 1hr before the main     presentation   • Use the general chat for banter and     instruct...
In the Main PresentationUse Q&A chat pod for encouraginginteraction and to share info : “nowon stage, enter questions thes...
In the Main Presentation - RecommendationsUse the start private chat function to talk with your colleagues                ...
In the Main Presentation - RecommendationsMeeting>preferences>chat pod - untick enable private chat for participants      ...
In the Main Presentation - RecommendationsMeeting>preferences>attendees pod> tick disable raise hand                      ...
Closing the webinar Tell the audience you’re going to close             Tick this box so your preferred website appears   ...
After the event: publishing the on-demand webinar                                      31
Publishing the on-demand webinarMake the recording public In adobe connect admin go to meetings>selectmeeting>recordings> ...
Publishing the on-demand webinar• Click on the  meeting name and  find the url to share• Add it to the word  doc template>...
Thanks for listeningHuw Jones07824599655Huw.jones@tsb.gov.uk@huw_jhttp://uk.linkedin.com/in/huwgjones                     ...
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Setting Up And Running A Simulcast Webinar With Adobe Connect External

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A how to guide based on the way in which we use Adobe Connect at the Technology Strategy Board to create webinars that we run in parallel to our live events.

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Setting Up And Running A Simulcast Webinar With Adobe Connect External

  1. 1. Using Adobe Connect to run webinars 1
  2. 2. What we’ll coverMarketing activities• Timeline of activities to drive engagement before, during and afterPre-broadcast set up• AV/IT requirements• The people – who does what & tips• Set up Adobe Connect – back end admin• Set up Adobe Connect – meeting roomOn the day• Video set up• Sound set up• Lectern laptop set up• Questions laptop set up• Managing and moderating the webinar• Start chatting with the webinar host & peersPost event• Sharing the on-demand webinar recording
  3. 3. Marketing engagement timeline 6. Follow up email2. Confirmation email 5. Webinar including links toincludes URL to the on-demandwebinar, background 4. On the morning webinar recordingon the agenda, and reminder to and slidehow to use Adobe registrants presentationConnect inc link to including URLon-demand example 3. 3 days to go event reminder to registrants inc URL 1. Event publicised on _connect; campaign to drive traffic to _connect 3
  4. 4. Pre-broadcast set up 4
  5. 5. Pre-broadcast set up: AV requirementsYou should be able to get hold of:• Video camera• Tripod• Laptop• 2 cunning devices o to get the picture into your laptop o to get the sound nicely into the laptop• A small piece of $20 video software: http://www.trackercam.com/TCamWeb/dvdriver.htm• Extension cable• TEST IT ALL WORKS BEFORE USING IN ANGER!For a live event/simulcast you’ll need:• A sound engineer• Sound desk• Microphones• Broadband connections 5
  6. 6. The people: Whodoes what1. Speakers• At the lectern• Wearing lapel mics 3 1• Talking to the live audience in thephysical venue2. Webinar host• Near the sound desk• ‘Driving’ the webinar3. Webinar support• On the top table• Watching for online questions• ‘Mirroring’ the live presentation 4 24. AV person• Making sure sound and visual in the physical venue is optimal 6
  7. 7. Set up Adobe Connect: back end admin1. Login to adobe connect>meeting>new meeting2. Give it a name - this will be public3. Use the custom url - helps you as the organiser, and the customer, to remember the URL4. Dont bother with summary, start time or duration5. Select template> my templatesCompetition Briefing Webinar v36. Select access: Anyone who has the URL for the meeting can enter the room (this is because people get the URL once registered)7. Audio Conference Settings> Do not include any audio conference with this meeting. We run the webinars using VOIP only and live webinar broadcast chat is the way we interact with the online audience8. Click Finish9. Take the URL thats been generated and use this in the registration confirmation email10. Share the URL with your team: speakers and panellist/host who will be asking the questions on behalf of the online audience
  8. 8. Set up Adobe Connect: the meeting room1.Welcome lobby2.Main presentation3.Networking4.Feedback
  9. 9. Set up Adobe Connect: Welcome Lobby 1 2 3 4 5 6 9
  10. 10. Set up Adobe Connect: Main Presentation 1 2 10
  11. 11. Set up Adobe Connect: Networking Walls 11
  12. 12. Set up Adobe Connect: Feedback 12
  13. 13. The ‘flow’Welcome lobby>MainPresentation>Networking>Main Presentation>Feedback>Networking
  14. 14. On the day of the event webinar set up 14
  15. 15. On the day: Video set up 1/2You should carry out the following actions:• Run Dvdriver• Camera: Plug in power, open shutter, power on, stick on tripod and stick in main position - can be tweaked later• Attach the cameras video output cable (RGB) to the ADVC-55 digital to analogue converter(- this can also be the USB dongle) (red, yellow, and white cables (composite cable)); attach power to the ADVC-55 device; attach the silver fire wire cable (6- 4pin) 15
  16. 16. On the day: Video set up 2/2 1. Select take no action if this box appears 2. Adobe connect: right click in the video pod, select settings, select webcam option, and chose DVDriver from the drop down.3a. If you see a black screen with 3. Start my webcam > start sharing.DVDriver on it you havent activated theDVDriver software - go to step one again. 16
  17. 17. On the day: Sound set up 1/3Aim is to get sound from the sound desk at the live event into thelaptop.• Make friends with the AV guy• The nice AV guy should have widget that basically reduces the volume coming into the laptop - this should plug into your mic socket; if not use the DSAN LSP-1 Laptop Sound Port. Plug this into your laptop mic in socket. 17
  18. 18. On the day: Sound set up 2/3 2. In adobe connect: connect my audio> see the sound waves> adjust the volume1. Accept the line in option 18
  19. 19. On the day: Sound set up 3/3Ensure your laptop sound controls Audio tab>Sound & Audio tab push allare set as: volumes upStart> control panel>sounds andaudio devices
  20. 20. On the day set up: Top table laptopWebinar support• On the top table• Watching for online questions• ‘Mirroring’ the live presentationQuestions laptop• Run a third laptop on the top table, with a broadband connection.• Person should be given host rights - but main responsibility is to view the online questions from the Open and answered questions pod and at the appropriate point ask the live speaker the question on behalf of the online audience. 20
  21. 21. On the day of the event: Managing,hosting and moderating the webinar 21
  22. 22. You’re off...Let the people in by toggling off the block incoming attendees:Meeting>manage access & entry> block incoming attendees 22
  23. 23. You’re off...Otherwise you’re going to have letpeople in one by one 23
  24. 24. Record the meetingStop the recording at the end by pressingthe red button 24
  25. 25. In the Welcome Lobby • Go live 1hr before the main presentation • Use the general chat for banter and instructions e.g use the networking wall to post a profile of yourself, tell them mics are closed, or they should hear music - can you see and hear us - please respond etc 25
  26. 26. In the Main PresentationUse Q&A chat pod for encouraginginteraction and to share info : “nowon stage, enter questions these willbe asked on your behalf...”Scoop questions into the Open andAnswered questions area; movinganswered questions down into theanswered category. These questionsare asked out load in the live eventby the chair to the speaker. 26
  27. 27. In the Main Presentation - RecommendationsUse the start private chat function to talk with your colleagues 27
  28. 28. In the Main Presentation - RecommendationsMeeting>preferences>chat pod - untick enable private chat for participants 28
  29. 29. In the Main Presentation - RecommendationsMeeting>preferences>attendees pod> tick disable raise hand 29
  30. 30. Closing the webinar Tell the audience you’re going to close Tick this box so your preferred website appears 30
  31. 31. After the event: publishing the on-demand webinar 31
  32. 32. Publishing the on-demand webinarMake the recording public In adobe connect admin go to meetings>selectmeeting>recordings> make public 32
  33. 33. Publishing the on-demand webinar• Click on the meeting name and find the url to share• Add it to the word doc template>PDF and upload to _connect comp docs library• Take the doc url and share via the Communigator post-event follow up email and/or post in a community article• Make offline – add to youtube 33
  34. 34. Thanks for listeningHuw Jones07824599655Huw.jones@tsb.gov.uk@huw_jhttp://uk.linkedin.com/in/huwgjones 34
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