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• When logging in to WebEx from the in-room moderator computers, use a name that describes that computer, for example (“!” in front of the name will keep it at the top of the alphabetical participants list):

  • !PuntaCana Hub

  • !PuntaCana Podium

  • !PuntaCana Moderator

• Encourage all participants to include their DA Title/Officer position in their name when they sign in

Suggested Staffing and Team Members

• Team Lead – someone who is responsible for the overall coordination, staffing, network, and hardware set up

  • Do not assume that someone else will "make it happen" – get confirmations on all the details

• On-site tech team – providing the A/V setup of projectors, mics, sound board, cables

• Network providers – to ensure Internet bandwidth. Often not the same people as the A/V equipment team

  • providing both fixed line and WiFi connections for the room

• Host Manager (in-room or remote) – real-time management of participant mute controls and passing control to the Presenter

  • share Host Key with Presenter and Moderator Managers so that they can take control as needed

• Presenter Manager (best if in-room) – preparing presentations as PDF files and uploading them to WebEx whiteboard

  • presentation slide transitions when the Podium speaker is not controlling the slides themselves

• Moderator Manager (must be in-room) – monitoring the chat box, tracking "Hand Up" queue, keeping room aware of WebEx issues

  • always have emergency access to reach the tech-team and network providers

Hardware and Technical Setup

• Make sure that other WebEx participants in the room do NOT connect to audio (this can create terrible audio feedback)

• If professional microphones and an audio mixer are being used, make sure that all webcam or computer microphones are turned off

• Use a personal headset/earphones (iPhone earphones work great) if you are connecting to audio or have any other sound coming out of your computer

• Make sure that all speakers in the room use a microphone AT ALL TIMES, or remote participants cannot hear anything

• Encourage speakers to stand where they can be seen by the webcam

• Know how to immediately reach the Internet and audio/visual technical specialists in case something goes seriously wrong

• The projector screen must be big enough to be clearly seen by everyone in the room (two screens may be necessary in some situations)

• Provide a monitor or second projection screen that can be easily seen from the podium

In-Room Audio/Visual/Internet Setup Schematic

This is an outline of the audio, video, and wired network connections that are needed to setup and manage a typical WebEx configuration in a conference room.

Notes

• This does not take into account additional WiFi networks that may be made available to in-room participants, but that network should be separated from the high-capacity Quality of Service wired LAN that is needed to ensure good video transmission in and out from the WebEx Hub computer.
  In-room microphones may be either wired or wireless depending on the audio mixer setup

Webcam Positioning

• Keep the Hub Webcam#1 always pointed at the speaker/presenter or main activity in the room

• Set the Moderator Webcam#2 on the other side of the room and pointed for a general view of the room, so that remote participants can also see the in-room activities

• Periodically adjust the camera angle to give a sense of room dynamics

Schematic