1. Voodoo Video Conference Preparation and Technical Tipsfor Administrators, Moderators, and Presentersby Khouzhan Athena SPELLMAKER ALBUQUERQUE VOODOO VIDEO CONFERENCE OCTOBER 23 and 24, 2010
2. Hello, Albuquerque Voodoo Video Conference presenters and moderators! Khouzhan Athena will be your technical help administrator in preparation for and during the upcoming conference On the following slides, she gives you a few pointers and things to consider about using TokBox to present and/or moderate during in the Spellmaker Voodoo Video Conference Overview
4. TokBox video calls will work with a standard webcam; the higher the resolution on the webcam (not megapixels), the better A webcam with a price range of $30-$50.00 should provide very good quality, where a $10.00 one probably won't provide you with the quality you want TokBox recommends: Logitech QuickCam Communicate Deluxe Microsoft LifeCam VX-3000 Logitech Pro 9000 Essential Items: Webcam
5. If your camcorder has DV output it is possible to use it with TokBox DV output is the connection that allows you to play your videos from the camera onto your computer so you can then edit them You can plug the DV output into your computer's firewire port (this port comes built into Macs, but most PCS do not include these – it can however be purchased) Once you have done this, your camcorder will become an available option in your TokBox cam/micsettings Using a Camcorder?
6. Many computers have built-in microphones which work well with TokBox Note: While TokBox uses echo cancellation software to improve the sound quality, the built-in speakers and microphone on your computer may still cause some echo We therefore recommend using a headset (headphones with a microphone) for the best audio quality TokBox recommends: Logitech USB Desktop Microphone Logitech ClearChat Stereo Headset (plugs into the headphone and microphone jacks on your computer) Plantronics Foldable USB Stereo Headset Essential Items: Headset or Microphone
7. Mac Supported Platforms: 10.4 (Tiger or higher) Minimum Mac System Requirements: (Less than optimal player experience, especially full screen) 1.83 GHz Intel Core Duo 512MB of RAM 64MB of Video Card RAM Flash 10.0.0 Recommended Mac System Requirements: 2.0 GHz Intel Core 2 Duo or faster 1024MB of RAM or greater 64MB of Video Card RAM or greater Flash 10.x Windows Supported Platforms: Windows XP, Windows Vista & Windows 7 Minimum Windows System Requirements: 2.2 GHz Pentium 4, 1.83 GHz Intel Core Duo or equivalent 512MB of RAM 64MB of Video Card RAM Flash 10.0.0 Recommended Windows System Requirements: 2.8 GHz Pentium 4 or faster processor 1024MB of RAM or greater 64MB of Video Card RAM or greater Flash 10.x System Requirements For Video/Audio
8. Test the setup you will use for the chat (microphone and webcam) BEFORE the date of the conference Create a TokBox account at http://www.tokbox.com/ Create your account using the free “video chat” option Start a Chat If you can see yourself and the audio meter is active, then you’re good to go Otherwise, click on the “wrench” in the video chat to check the correct camera and microphone are being picked up Test Your Setup
10. Make sure that you have the latest version of Flash installed Go to "Account" in the top menu and select Cam & Mic Settings from the drop-down menu A set up window will appear; make sure you've selected the "active" webcam where your image appears It should be highlighted in yellow Quit all the other programs that might be using your camera (e.giChat, Skype, Yahoo Messenger) Webcam Setup
11. Check your microphone sensitivity to make sure it is picking up your voice Go to "Account" and then "Cam & Mic Settings" from the drop-down menu If you follow this wizard, you will be able to test your microphone Try doing the same as above, following the settings on your actual computer Check the volume on your computer and also the volume on the individual video call windows Mic Setup
12. We recommend at least a standard DSL line - the faster your connection, the better your video call experience will be Wi-fiis not as stable as a wired connection & we would recommend video calls on a wired connection If you’re behind a firewall… In order to access TokBox, you'll need to have port 80 or port 1935 open Avoid downloading large items while video conferencing Internet Connection
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14. Sometimes we may experience… a delay in audio between endpoints not everyone can hear each other text chat failure video can drop the application can freeze and stutter Please close applications or web tabs/windows you're not utilizing Having too many tabs or windows open can lead to performance issues, including browser crashes Use patience and liberal use of the refresh button (on the TokBox window) will allow us to push through Video Freezing or Audio Delays?
15. While TokBox uses echo cancellation software to improve the sound quality, the built-in speakers and microphone on your computer may still cause some echo/feedback loop, or ambient noise To reduce sound-related interferences: Be in a quiet location to limit ambient noise Use a headset (headphones with microphone) to reduce the echo Mute your microphone when you're not speaking Close other applications Close any unused browser windows as well Use the most recent version of Flash If multiple people are in the same room, using the same computer, you might want to use an external microphone to prevent issues with echo If there is excessive ambient noise or echoing, we may need to mute everyone Dealing with Echo EchoEcho
16. Presenting a Demo, Lecture, Class, or Leading a Workshop Tips for Presenters
17. Please provide a descriptive title of your talk If you're offering video clips, please keep them briefsince this is an interactive event To maximize interaction, please take questions during your talk Move your main points to the start of your talk in case you run out of time due to questions and discussion Most presentation formats are welcome, and attendees will appreciate creative and innovative presentations Presentation Content
18. Having an electronic presentation is not required. However, if you have presentations, videos or photos to share, set them up in advance to prevent any last minute panics Click the “TV icon” at the top of the page for your Broadcast Video Chat Add the URLs for your videos, presentations, etc. and click “Queue” Several types of media can be shared during your conference: YouTube videos SlideShare presentations Flickr albums Picasa albums When you come back to start the chat, they will be there ready for you to share Upload Your Media
19. Presenters can either use a webcam or video camera and record themselves speaking, edit it with video software, then upload to Youtube You could also create a Powerpoint and use Camtasia to record themselves explaining each slide, and upload to Youtube Once uploaded to Youtube, conference administrators link to the Youtube video from within the conference invitation and setup screen During play, you'll probably want to put everyone on mute and minimize chat interaction Pre-Recorded Videos
20. Presenters can create a Powerpoint and upload it to Slideshare Once uploaded to Slideshare, conference administrators link to the Slideshare presentation from within the conference invitation and setup screen During play, the presenter can give a "live" talk, go backward and forward using Slidesharebuttons, and explain each slide You'll probably want to encourage chat interaction Live Slideshows
21. Other options for sharing media include: Flickr albums Picasa albums Etherpad documents (though upon checking, it appears that Etherpad no longer exists) Khouzhan Athena hasn't played with these much yet. Anyone planning to use these formats? Other Media Options
23. People “on-screen” will be doing the talking and presenting and will be seen and heard by all attendees of the call “Off-screen” participants will be in watch and listen mode They can view the video call taking place between on-screen participants They can interact with the main video call by submitting video questions and text chatting They can also request to be moved on screen When you're selecting contacts to invite to your Video Conference, you'll have the option to choose whether they appear on-screen or off-screen By default, all invitees receive an invitation for the audience unless you select the down arrow directly to the right of their name and select on-screen On-Screen vs Off-Screen
24. You can control the individual volume for each participant with controls that become visible when you mouse over their video window Also, you can control your mic gain, mute, and video pause by mousing over your own video window Each participant may need to tweak these settings rather frequently during a chat When the refresh button is used, these settings reset, thus requiring more adjustment Volume Controls
25. Set your privacy settings for Instant Messages to “allow from anyone” This will enable you to follow all the text chat that takes place within the Broadcast Video Chat Simply go to My Account and select Privacy Set the Instant Message option to “Allow from anyone” Privacy Settings
27. Make sure everyone has the correct URL for the chat There are two URLs for every Broadcast Video Chat One is for people who are “on-screen” who will be doing most of the talking and presenting The other is for “off-screen” participants who are going to be mainly watching and listening Two Conference URLs
28. Appoint a moderator to field video questions, manage the sharing of presentations and generally make sure things run smoothly The moderator can produce the chat from off-screen so they can be multi-tasking and not appear distracted on-screen or take up valuable space Appoint a Moderator
29. As the moderator you will be given the option to approve every participant before they join your Video conference There is an option to "always allow“ which will automatically approve all join requests Only the moderator can play media within the call If someone submits media to play, you will be prompted to approve it first Once the Video Conference is in session, mouse over an on-screen participant's video image and a control list will appear You will have the option to: move off-screen, silence, and promote (to moderator) If you'd like to move an audience member on-screen, mouse over their name in the Guest list You will also see an option to remove them from the Video Conference (Note: You can't remove an on-screen participant from the conference until you've moved them to the audience first) Moderator Controls
30. Video questions are an optional feature for your Video Conference It's a great way to keep your audience engaged, or if you have a shy audience (especially at the beginning) If you check this box during setup, audience members that are off-screen will be able to record and submit a video question to you The moderator can review this question in advance, then choose whether or not to share it with the entire conference Ask a few people to think up questions and submit a video question in advance by clicking on the chat URL in advance and then clicking “Record a question” As the moderator you can then share this in the chat and inspire others to ask a question Plant Some Questions
31. If you leave the call, it will remain active, however there won't be a moderator unless you've promoted someone, so the call will become un-moderated If you do not want this to happen, you must promote someone to moderator before you leave Delegating the Moderator Role
32. Once your Video Meeting has begun, you can share media by clicking the TV icon in the top right corner of the Video Meeting window A drop-down menu will appear which lists several options Select the media source you'd like to use, and paste in the URL Sharing Media While Presenting
33. When your Video Meeting is over, click the "x" in the top right corner of the video call window If you're the moderator of the meeting you will be given three options: cancel, leave call, or shut down call If you leave the video call, it will remain active, however there won't be a moderator unless you've promoted someone Shutting down the call will force all participants out of the call End of the Session
34. Include both moderators and speakers roles in the dress rehearsal Try and get everyone together in advance of the meeting and make sure they have familiarized themselves with all of the features and functionality, particularly if you are going to ask them to moderate the chat at any point Dress Rehearsal!
35. To get technical support from Khouzhan Athena before the conference, or to request a test conference/chat, please email me at: athena@spellmaker.com Preferably as soon as possible so that I can help with any possible problems Ask me and I’ll make myself available for a test chat Warning: some Mac users have reported some difficulties with the TokBox, so if you want to chat from a Mac, PLEASE let me know ahead of time so that we can test ahead of time Getting Technical Help
