Host and Present Meetings

[toc]

Hosting a Meeting

Select Meeting Layout

Layouts are powerful ways of organizing your meeting activities.  Layouts let you control the selection placement and the size of pods and/or content.

1. Jump to any layout by clicking the corresponding thumbnail.
2. Create new layouts or duplicate existing ones.  Different layouts can be used for different activities.
3. Load different content into each layout.  Create a layout for each presenter to improve flow.
4. Drag and drop layout thumbnails to reorder them.  You can organize an agenda this same way.

Record a Meeting

Hosts and presenters can record meetings.  Recording a meeting saves you time.  If individuals did not make it to your presentation, you can record the session.  This allows you to reach a larger audience by ensuring nobody missed important information.

1. From the Meeting drop down, select Record Meeting.
2. Enter a recording name.
3. Pause/resume or stop the recording at any time.
4. Share the URL to the recording.
5. Or, save it at an offline recording. 
6. Select the offline format Mobile, Tablet or HD.
7. Save the file to your desktop and it can be uploaded to your APAN community media gallery or library.

Presenter Only Area

If you are a presenter or host, coordinate your presentations with the private backstage area. 

• Hosts can enable/disable this for all presenters and hosts.
• Privately chat with other presenters and hosts
• Prepare content, polls, or notes behind the scenes, by dropping pods into the Presenter Only Area.
• Track attendance with the private list of attendees

1. To Enable/Disable the presenter area, click Meeting > Enable Presenter Only area
2. Place pods in the Presenter Only Area that you wish to work with.

Engagement Dashboard

Note Adobe Connect offers the ability to utilize an Engagement Dashboard. 

• This is a paid service that APAN does not provide at this time. 
• If you wish to have this ability for your APAN Community’s Adobe Connect Meeting space, please request it by creating a help desk ticket.  Your request may be considered. 

How do I add an Adobe Connect room to my group's homepage to display more prominently?

1. Go to your [Group].
2. Select Edit Page, top right.
3. Add the Generic Content widget to your group's home page.
4. Click the pencil icon to title the widget to Adobe Connect, conferencing, or a name you prefer.
5. In another browser window, locate your [Connect Room] URL
6. Copy and paste the link into the Generic Content widget.
7. Click Save. 
8. Click Save Page.
9. Once the meeting is created you will be the room Host and can click the link generated to access the [Connect Room].

How do I delete my Connect room?

1. Go to your [Group] > Connect Rooms tab.
2. Identify the [Connect Room] you wish to delete.
3. Under the title of the Connect Room you'll see a link to delete.
4. Select delete.  Your [Connect Room] will be deleted.
5. Once you select delete, you will no longer have access to the content in the room.  If the content is needed, you may wish to save it prior to deleting the room.

How do I find my Group's Connect Room URL?

Connect Rooms Tab

1. Go to your Group > Connect Rooms tab.
2. Find the name of the [Connect Room] you need.
3. Under the name, you'll find the URL.

Connect.apan.org

1. Log in to https://connect.apan.org using your APAN credentials
2. Any meeting that you have created or are participating in will appear under My Meetings
3. Click the [meeting name].  The URL will appear in the overview to the right.

Invite Participants Window

1. Within your [connect room], click Meeting tab.
2. Select Manage Access & Entry
3. Select Invite Participants
4. Your URL will appear within the Invite Participants window

Can I reuse the same meeting room? 

Yes, your Adobe Connect room is persistent; once you create a meeting room, you can use it as many times as you like. It will be available at the assigned URL and on the Meetings tab of the Connect user interface until you choose to delete it.

Troubleshooting as Host or Presenter

I'm supposed to be a presenter but I logged in as a participant, what do I do? 

• If logging in as a guest, exit the meeting and log in as a registered user.
• If you are designated as a presenter for the meeting you must log in with your APAN account to receive the proper permissions.
• If after logging in as a registered user you still do not have presenter permissions, contact the meeting organizer or the community owner.

Participants are not seeing my actions

• Check the attendee list to make sure that you are a presenter.
• Make sure you're not in preparing mode, since actions are not visible to participants in this mode.
• Send a message to the host or community owner asking for presenter status or try logging in as a registered user (not as a guest) within the Chat console.
• One thing to be aware of is participant requests may not be seen by the presenter. Hosts and presenters should pay attention to the status and menu bars and choose to accept sign-on requests.
• Another possible scenario is that a meeting has been placed on hold; if this is the case, participants will be shut out of the meeting until it's started again.

I cannot share my screen, what do I do?

You must download the Adobe Connect Add-in to have this ability. Be sure to click Install when prompted to download the Adobe Connect Add-in.

• To check if you have the add-in, click here.
• Another thing to be aware of when sharing an application, rather than the entire screen, is that the shared application must be visible on your screen at all times.
• If a non-shared application is opened and covering the shared application on the sharing presenter's screen, meeting attendees will not see portions of the shared application covered by the non-shared application but will instead see a blue-checkered pattern.

My image will not show up when I choose Start My Webcam.

• Ensure that your camera is plugged in and recognized by the computer before entering the meeting.
• If not, camera drivers might need to be updated or installed.
• Also be sure to grant access permission to Flash Player for the camera and microphone in the dialog box that appears when starting the broadcast.

Participants cannot access their camera.

• Promote selected participants to presenter or grant participants access to the video by selecting “enable video” for the selected participants using attendee options in the attendee pod.
• Also have participants check their camera connection and update drivers.

Participants cannot hear audio.

• Be sure the microphone level on the presenter's PC is not muted and is set at an adequate volume level.
• Use the Advanced Volume Control settings in the Flash Player control panel to adjust settings.
• We recommend that all first-time users run the Audio Setup Wizard under the Meeting menu, located on the upper-left corner of the Adobe Connect meeting interface.
• To avoid distraction presenters will not be able to hear themselves speaking in a meeting.

End Meetings

1. Select Meeting > End Meeting
2. In the End Meeting dialog box:
   • To customize a closing message to the meeting attendees, replace the text in the box under Show This Message To Everyone
   • To open a new website for attendees after the meeting room closes, select Open This URL For Participants and type the URL
3. To save these settings for future meetings, click Save Message
4. You are returned to the meeting room. Select Meeting > End Meeting again
5. To end the meeting, click OK.  The meeting room closes for all attendees, and the closing message appears. As the host, you can reopen this meeting by clicking the Start Meeting button that appears on your closing screen