Webex Events Panelist Guide

Webex Events Panelist GuideEQUIPMENT NEEDED Laptop or desktopo Audio laptop microphone (unless microphone is plugged in) and laptopspeakers (unless speaker is plugged in)o Video Laptop webcamo Internet Wi-Fi. You can check your internet speed using this Speedtest.net(https://www.speedtest.net/). We recommend a minimum of 1.5 Mbps, andideally 5.0 Mbps for video conferencing programs.Joining a Webex Eventhttps://www.webex.com/1. As a presenter you will be invited join as a “panelist.” In Webex Events, panelists canassist the host and participate in the presentation. The host can designate any attendeeas a panelist during an event. Any number of attendees can be panelists.2. Follow the link to join the Live Summit. The program will open 15 minutes early toallow you to sign in before the Scheduled program starts. Sign in with your email andselect “remember me on this computer” to make rejoining faster and easier.3. If you sign in before the event has started, you will be frozen on this screen. Refreshthe screen after a few minutes to be let in.1

4. You will be asked that you are joining as a panelist. Confirm and click “Join”TROUBLESHOOTING TIP: If you can not join by the provided panelist link so to thehttps://education.ocean.org/olsummit/ page and join the attendee link posted on the homepage. Once you have joined the meeting. Message the “Host” privately in the chat topromote you to a panelist. This can also be used if you are attending sessions before orafter your presentation.Once Webex launches, a new window will open. Follow the prompts as needed – if you areasked to download Webex, we recommend you do so. The desktop application is free.Once the meeting platform launches, you will see this:Once you have selected Audio Connection and Video Connection, your meeting will launch.These will be your controls for the desktop application of Webex.NOTE: It is useful to check your computer for the Webex Desktop Application prior toyour meeting. If you are using a work computer, IT permission may be needed todownload the application. HOWEVER when you click on the event link, you should see insmall text the option to “Launch Temporary Application” instead of download the app orextension. As a last resort, this may be a way to join via the desktop app withoutdownloading it.2

Once you are in the meeting these are your controls. Mouse over the bottom of your screen tobring up the control menu.Share My Screen(To show power pointor desktop)My Camera Control.Choose your videooutput from thedropdown menu. Ensurethat any shutters forwebcams are open.My Microphone Control.Check that your laptopmicrophone is turned on.This should be in your controlcentre(Click to Mute. It will be REDwhen muted)The mic3 button will still howup even if the mic o thelaptop is offShow ChatShow Participants(List of participantswill show up on righthand side of screen)(A Chat windowwill show up onright hand side ofscreen)Additional Help (Youwill find audio settingshere)Leave Meeting

If your video did not connect, or if you would like to change your video output, click on the video icon.You will see a preview of your video image to confirm you have the right output. Click start my video.TROUBLESHOOTING TIP: Along the menu bar on thetop of the meeting you will also find an “Audio”option, which will allow you to test your audio. If youare experiencing any trouble with audio, ensure thatall external devices are unplugged. If you are using aweb browser, consider switching to a desktopapplication, as some web browsers (E.g. internetexplorer) may need special permissions to run Webexwith microphone and video.For additional support, visit the Webex Help Centre:https://help.webex.com/en-us/While in the Webex meeting, you will also see additional resources along the top menu barFor example, you may choose whichplatform you share by clicking “ShareContent ” – this way you may choosebetween web browsers, power point,or other applications you have runningon your computer. Alternatively, youmay select “Share Web Browser” andimmediately share the web browser(e.g. google chrome) that you last hadopen.If you click on “Audio” you will be ableto change or assess your audiooptions.To check your audio connection, clickon “Speaker, Microphone, andCamera ” and this window will pop up:4

Here you can test your audio, video, and speaker connection, or change the settings if you need to usingthe drop-down menus. You will similarly be able to test and change your audio settings by clicking“Audio Connection”Under the “Participants” tab you will be have specific controls for moderating the guests in the meeting.You can enable or disable these features by clicking on them. Features are enabled when you see a smallcheck-mark beside it.SCREEN SHARINGOcean Wise Hosts will be managing any presentation visuals and videos through screen sharing.Please make sure updates visuals in presentation order are uploaded well in advance of the LiveSummit.Presenters can verbally indicate to the Host when to change slides or play videos.ATTENDEE VIEWOnce the event has started all attendees can hear and see what is being presented on the mainscreen. The image will follow the audio source. Example: if panelist one is speaking it willfeature their video/image and when panelist 2 speaks it will then feature their video as themost prominent.When media is being shared, such as a slides, the speakers will appear to the audience asthumbnails at the top of the screen.5

At the upper right corner of the screen attendees can select a presenter or gallery view for themain screen.CHAT COMMUNICATIONOpening the chat to communicate with the Host, Moderator and Presenters is the most direct way tocommunicate before and during presentations.You can open the drop down menu to privately communicate with each of the above.Moderators can view comments or questions in the chat as well as in the Q&A, copy and paste theminto direct messages to the presenters.BEST PRACTICESWays to improve the quality of your program1. Request a practice call with the host, or practice internally, to familiarize yourself withthe functions prior to connecting2. Conduct your tech test with the same equipment (e.g. laptop) you intend to use for theprogram. Do not switch equipment for the program.3. Conduct your tech test in the same room as your program will be held, if possible.4. Use hardwire internet (Ethernet) instead of wireless where applicable. If using Wifimake sure that all other devices are turned off to maximize bandwidth and a consistentconnection.5. When joining in a meeting with multiple participants, be sure to keep your microphonemuted when you are not speaking6

6. When presenting a quite room or headphones with a microphone will result in the bestaudio quality for the attendees. Identifying when your video camera is and making eyecontact with the camera instead of the screen will “make eye contact” with theaudience.7. Remember there can be a slight delay when streaming so talk at a slower than normalpace to be clearly understood.7

1. As a presenter you will be invited join as a panelist. In Webex Events, panelists can assist the host and participate in the presentation. The host can designate any attendee as a panelist during an event. Any number of attendees can be panelists. 2. Follow the link to join the Live Summit. T