COMM 3050GOTOWEBINAR

TUTORIAL

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

GoToWebinar Roles Organizer

Account holderCreates the webinarReceives webinar invitationsStarts the webinarCan present / share screenCan record webinarHas audio controlsControls Q&AControls polls

PanelistShould be made the PresenterHas audio controls

GoToWebinar Roles

PresenterUser who is actively presenting

AttendeeListen-only modeCan ask questions via Questions panelCan answer polls

Create a Webinar

Login at http://www.gotomeeting.com Expand My Webinars from the menu on

the left Click Schedule a Webinar

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

Date & Time

Enter the Date and Time of your webinar

Audio

Accept the default options for audio

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

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

Theme

Add a logo Maximum 400 x 200

pixels100kb maximum

Choose a Theme Add an image

Maximum 200 x 200 pixels

100kb maximum

Theme Select Preview Theme at the bottom of

the page

Waiting Room

Waiting Room

Add names for each person in team Insert images for each (optional)

Waiting Room

Preview the Waiting Room

Registration

Registration

Select Clear All to remove all questions except First Name, Last Name, and Email Address

Registration

As an option, questions specific to your project can be added to the registration page

Registration

Click Preview to view the registration page

Webinar Creation

Click to complete basic setup

Panelist invitation sent to Panelist(s) Attendee invitation sent to Organizer

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

Invitations

Attendee Registration

Creating Polls

Create polls by logging into the GoToWebinar website

Select Polls from the Change Session Settings list

Creating Polls

Determine the Question Type

Enter the Question

Enter Answer options

Click Create

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

Setting Email Notifications Confirmation Email – Message

that is sent to attendees after registration

Reminder EmailSelect 3 Hours beforeSelect 1 Day before

Follow-Up EmailDe-select this option

Obtaining the Webinar ID Click the View link to the right of the

Settings menu

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

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 roomThe Panelist will be logged into the other

The Organizer must use a Windows-based computer

The Organizer should remain muted

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

Organizer - Webinar Start Attendees On Hold Attendees see the Waiting

Room information Organizer and Panelists can

talk or use Chat

Organizer Control Panel

Dashboard Audience View Attendee List Audio Polls Questions Chat

Organizer Settings

Click the Options Menu De-select the Attendees Can Raise

Hands option

Organizer Settings

Click the View menu Select Recording De-select Auto-Hide the

Control Panel

Attendee List

Shows Staff (Organizers and Panelists) and Attendee details

Right-click on any Attendee to send a message or change status

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

Dashboard

Displays statistics such as attendance, attentiveness, and number of questions for current webinar

Audio

Select to change Audio Mode Click Edit to turn off “On-

Hold Beeps”

Attendee View

Audio Mode Questions Panel

Attendee View

Viewer Panel Click Arrow to

expand Full-screen

button Attendees see

Waiting Room until presentation begins

Organizer - Make Panelist the Presenter

Click the Change Presenter button

Select the Panelist

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!

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

Presenter – Screen Shared

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.

Organizer - Recording Access the

Recording Defaults by clicking Settings in the Recording panel or in File | Preferences

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

Organizer – During Webinar

Ask a Question - Attendee Attendees may ask

questions during the webinar by typing in the Question panel

Questions are sent to the Organizer

Question - Organizer

The Organizer receives the question in the Questions panel

Question - Organizer

When answering the question, the Organizer can send the response to the asker or to the entire audience

Question - Asker

The answer is displayed in the Questions panel

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

Polls – Attendee View

When the poll is launched, the attendee’s Viewer will display the poll

Polls – Organizer View

While the poll is open, the current results are displayed to the Organizer

Click Close to close the poll

Polls – Organizer View

To share the results of the poll, click Share

Polls – Attendee View

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 BlockS:\Webinars\BlockX

Student VPN automatically Maps the S drivehttp://

www.comm.virginia.edu/aboutus/technology/downloads/Pages/index.aspx

Best Practices PRACTICE – Create another webinar to test Use at lest two computers

OrganizerPresenter – Have a clean desktopPossible 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

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 AMore graphic and photo options

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

Click the arrow to minimize the control panel

Type questions in this box.

Select auto-hide options from the View menu

Block 1, Group 5Thomas JeffersonJames MadisonGeorge WashingtonJames 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

GoToWebinar Resources

45 Day Trial: https://www1.gotomeeting.com/s/isr/2dc/g2w/try

Quick Start: http://support.citrixonline.com/en_US/GoToWebinar/video/GTWV00003

User Guide: http://support.citrixonline.com/en_US/GoToWebinar/downloaddocument/GTWD00007 Support & Training: http://support.citrixonline.com/en_US/GoToWebinar

QUESTIONS