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
Host
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
Panelists
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
Presenter
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"
Attendees
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"