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  4. Hosting a Web Meeting

Hosting a Web Meeting

Hosting a Conference

Tips & Tricks for those planning on hosting a Web Meeting conference.

  • Getting a Host Account:
    -- Call 1-800-526-2655. (Protect Your Host Code!)
  • A few days prior to the conference
    • Download the Web Meeting Invitation Template, and edit, being sure to replace those items marked with ** with your appropriate information (dial-in number/meeting number, participant access code, date and time of the conference call.).
    • E-mail the participants attaching the edited web meeting invitation.
    • Prepare your agenda and/or presentation
  • Just prior to the start of the conference
    • Close all applications you don't need for the conference.
    • Open any applications that you will be using and/or sharing.
    • Login to Web Meeting services using your meeting number and host code.
    • Set up a Welcome Page with instructions reminding particpants to dial in for audio.
    • Pull in desired applications/files.
    • Set parameters for participants.
  • During the Conference
    • At the designated time dial into your reservationless bridge telephone number, and enter your host access code.(Be prompt to welcome and assist participants if necessary.)
    • Set desired audio options .
    • Once everyone is logged in, assign privileges as needed for presenter, note takers, etc.
    • Direct participants to mute their phones if necessary, and take advantage of the Raise Hand option when they wish to comment.
    • Ask participants to identify themselves when speaking.
  • End of the Conference
    • Summarize what has been accomplished, and transfer any relevant documents.
    • Detail next steps.
    • Exit the confence to stop the charges.
  1. Presenter -- By default, the host is the presenter. This privilege may be assigned by the host to a participant who then has the capability to share documents and applications, and control the view of the presentation.
  2. Note Taker -- By default the host is the notetaker when the meeting options have been set for a Single notes taker. This privilege may be assigned to a participant.