Webex Events: Best Practices for Hosting and Attending a Webex
This document highlights the best practices for hosting, moderating, attending, and presenting during a Webex Event.
All Participants
- Connect via Ethernet over WiFi
- Limit connection via VPN
- Use headphones
- Operational
- Assign an alternate host
- Designate one or two moderators from the panelists attending the even for managing chat and Q&A
- Moderator is not a specific role in Webex
- Join your hosted event early (15-30 minutes) and enter "Practice Session" mode to setup any settings exclusive to the event session and upload event specific material
- "Practice Session" mode will also place the host and panelists in their own call to prevent attendees from listening/seeing you during pre-event conversations
- Allow participants to join the meeting 5-15 minutes for audio and video setup
- Create a custom document greeting attendees and sharing meeting expectations / agenda (PowerPoint slide / Word document)
- Create a template for regular occurring events to make scheduling easy
- If your event requires a post-event destination URL and doesn't fall under currently allowed domains (wisc.edu, uwmadison.co1.qualtrics.com), contact DoIT Help Desk for this to be allowed
- Ask your audience if it's okay to record the meeting if recording is desired
- Settings
- Mute attendees on entry and turn off entry and exit tones
- Depending on the meeting requirements, limit the available attendee and panelist features such as chat, annotation, participant list, and audio
- Lock the event to provide additional security once all known participants have joined
- Turn off "Request attendees to verify rich media players" when setting up the event
- Operational
- View and answer questions from attendees in the Q&A panel. Answers should be sent publicly or privately depending on the type of question and response required
- Prepare poll questions ahead of the event
- Prepare chat and Q&A panels for monitoring purposes via the navigation bar
- Avoid utilizing the "Share multimedia" functionality unless you're familiar wit the tool's usage
- Save chat and Q&A before concluding the event
- Settings
- Mute mic and turn off video when not speaking
- Operational
- Open any applications you want to share before the meetings starts
- When possible, share an application instead of sharing an entire screen
- Close any open content / applications that should not be seen by attendees
- Try not to cover a shared application or web browser with another window on your computer's screen. A crosshatched pattern appears in participant sharing windows where the other window is covering the shared application or browser
- Settings
- As the presenter, use the page controls at the top of the tap you are sharing to move forward and backward through a document. You can also set a specific time interval before a document automatically advances by going to the "View" menu and selecting "Automatically Advance Pages"
- Operational
- If you're not automatically muted on joining the event, mute yourself when joining
- Be mindful of background noise that your microphone may pick-up
- Be aware of whether the meeting is being recorded
- If Q&A is occurring, send any questions that you have to "All Panelists' unless otherwise specified
- Settings
- If the event requires Q&A, enabled the panel via the navigation bar under "More Options"
