Webex Events: Best Practices for Hosting and Attending a Webex

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"