Presentation about Webinar at Basic level

2. 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

3. GoToWebinar Roles
 Organizer
 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
 Has audio controls

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

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

6. 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

7. Date & Time
 Enter the Date and Time of your webinar

8. Audio
 Accept the default options for audio

9. 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

10. 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

11. Theme
 Add a logo
 Maximum 400 x 200
pixels
 100kb maximum
 Choose a Theme
 Add an image
 Maximum 200 x 200
pixels
 100kb maximum

12. Theme
 Select Preview Theme at the bottom of
the page

13. Waiting Room

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

15. Waiting Room
 Preview the Waiting Room

16. Registration

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

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

19. Registration
 Click Preview to view the registration
page

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

21. 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

22. Invitations

23. Attendee Registration

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

25. Creating Polls
 Determine the
Question Type
 Enter the
Question
 Enter Answer
options
 Click Create

26. 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

27. 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

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

29. 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

30. 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

31. 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

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

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

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

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

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

37. 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

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

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

40. Attendee View
 Audio Mode
 Questions Panel

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

42. Organizer - Make Panelist
the Presenter
 Click the Change Presenter
button
 Select the Panelist

43. 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!

44. 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

45. Presenter – Screen Shared

46. 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.

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

48. 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

49. Organizer – During Webinar

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

51. Question - Organizer
 The Organizer
receives the question
in the Questions
panel

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

53. Question - Asker
 The answer is displayed
in the Questions panel

54. 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

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

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

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

58. Polls – Attendee View

59. 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:WebinarsBlockX
 Student VPN automatically Maps the S drive
 http://www.comm.virginia.edu/aboutus/technology/do
wnloads/Pages/index.aspx

60. 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

61. 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

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

63. Click the
arrow to
minimize the
control panel
Type
questions in
this box.
Select auto-hide options
from the View menu
Block 1, Group 5
Thomas Jefferson
James Madison
George Washington
James Monroe
Exploring Industrial Waste
Management in Peru
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

64. GoToWebinar Resources
 45 Day Trial:
https://www1.gotomeeting.com/s/isr/2dc/g2
w/try
 Quick Start:
http://support.citrixonline.com/en_US/GoTo
Webinar/video/GTWV00003
 User Guide:
http://support.citrixonline.com/en_US/GoTo
Webinar/downloaddocument/GTWD00007
Support & Training:
http://support.citrixonline.com/en_US/GoTo
Webinar