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Tip

Tips and Guidance for in-room WebEx Moderators

At times, such as our Global DPCA Meetings, we need to combine remote WebEx participation with a gathering of people in a conference meeting room.

Participants in a meeting room can easily forget about the remote participants on WebEx. Having one or more dedicated WebEx moderators will help keep the meeting together and create a more positive experience for everyone.

These Moderator Tips are intended to provide orientation and guidance to moderators who may be new to WebEx and help them to create a successful and productive meeting.

 

Key Points Summary:

  • Make sure that people in the room do not forget about remote WebEx participants
  • Make sure that remote participants do not disrupt the room with audio-feedback or other noise
  • Keep everyone engaged and communicating with each other – but don't flood the chat box
  • Always use the chat box to "Everyone" to request **Hand Up to manage the speakers queue 

Responsibilities

  • WebEx moderators are responsible for helping to make sure that there is smooth communication between people in the room and the remote WebEx participants – you are the "bridge" between these two groups
  • Much of the communication for remote participants will be in the WebEx Chat box, so you need to always be monitoring this.
  • Unless it is really one-to-one personal communication, encourage participants to address their comments to "Everyone" – especially if it is a request to speak, or a notification of a problem with WebEx communication
  • Don't let the people in the room forget about the WebEx participants – you are there to represent them and speak for them in the room
  • Help to make sure that presentations are loaded from the DA Wiki to the WebEx whiteboard in advance.
    • Presentation materials are always best shared as PDF files, rather than Word, PPT, or other files.
  • Make sure that in-room Presenters use the WebEx whiteboard for presentations, not files on the desktop
  • Help the podium Presenters to learn how to move from page-to-page in their presentation
  • Take turns and share the moderating responsibility so that one person is not left to do the job alone

Moderating the Meeting

  • Test your pc/workstation prior to the meeting. Ensure the audio works.  Use a headset where possible
  • login to the WebEx meeting using "Moderator" in your name – so people know what roll you are playing, and can turn to you for support
  • keep active discussion going in the WebEx chat box so that people know you are there
  • enforce the **Hand Up to "Everyone" in the chat box rule to keep a clear indication of who is in the Queue to speak next. (We discourage usage of the "Hand up" option in WebEx.  It is only seen by the presenter/host and does not allow for indication of whom may be next)
  • provide a regular update of the names of people in the Queue by retyping the list in the chat box
  • keep all participants on MUTE if they are not speaking to the meeting
  • Help ensure that individual participants that are having technical issues do not seriously interrupt the meeting 
    • Encourage them to connect with you or another support person via a personal Skype chat, if needed
  • Always encourage remote participants to use the Call Using Computer VoIP audio, NOT the US-based phone number
  • you may need to type questions to the speaker into the chat area so that everyone can understand what's being said
  • have the Meeting Host Key ready, in case something happens to the Host computer and you need to reclaim control over the meeting

WebEx Login names

  • When you first login to WebEx from the in-room moderator computers use a name that describes that computer.
  • For example:
    • PuntaCana Hub
    • PuntaCana Podium
    • PuntaCana Moderator

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 will hear nothing.
  • -Know how to immediately reach the Internet and Audio/Visual technical specialists in case something goes seriously wrong.
  • -

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Tip

In-Room Audio/Visual/Internet Setup Schematic

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
  • Point the Moderator Webcam#2 for a general view of the room, so that remote participants can see the in-room activities
  • Periodically adjust the camera angle to give a sense of room dynamics 

 

PDF
nameWebex AV setup schematic.pdf

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