WebEx Event Production: Technical Production Guide

WebEx Event Production: Technical Production Guide

 

Pre-Production

  • Determine type of session (Event or Meeting).  There is a 1000 attendee limit for both Events and Meetings.
  • If live captions are required, schedule with Alternative Communication Services (ACS). More information can be found here: https://oit.duke.edu/what-we-do/services/captioning
  • Work with the Event Coordinator to determine what limitations need to be placed on attendees (non-active participants). That will help determine which license you need.  

Desired Control

Events

Meeting

No video on entrance (can’t turn on)

X

No audio on entrance

Can not unmute

X (update coming)

No chat

No chat to individuals

No raise hands

Non-Verbal Feedback

X

X (Zoom only)

Breakout Rooms

X

X (Zoom only)

No screen sharing

Lobby

X

Q&A

X

Control attendee view

X

 

  • Create list of all event production hosts, presenters and support staff
    • Send each production host, presenter and support staff the document “Virtual Event Production: Presenter’s Guide”
  • If creating a multiple day event, we suggest just creating a WebEx event for the first day/time and sharing that link in any invitations. When the first day is completed, you can go to your Previous Meetings webex.duke.edu, edit and update the settings for that day’s event to the next day’s, and the meeting will be moved back into upcoming meetings. Participants will be able to use the same meeting link they used before.
  • Schedule at least one practice session with all event hosts, presenters and support staff
  • Set up streaming on YouTube or Facebook Live if required. YouTube requires set up to happen 24 hours in advanced.  The live streaming option needs to be enabled on each host account prior to the meeting.  Submit a ticket to OIT/DHTS requesting this option be enabled on your WebEx account.
  • Determine what if any pre-recorded video will be required
  • Create inventory list of required video files to be produced/submitted
  • For Events, set up a shared document containing the URLs for panelists and attendees. Ask that the Event Coordinator send the panelist URL out to all required with the “Virtual Event Production – Guide To Presenting” document.
    • The Event Coordinator may decide to have the system send out the invites and reminders. If that is the case, this shared document is still useful to have in case of problems on the day of show.
  • We highly recommend using an alternative communication (e.g., Microsoft Teams, Jabber, etc.) application to help organize the people and documents for the event. This space can then be used for the backchannel communication on day of show. This is only available to people with a Duke NetID. If there are production people without a Duke NetID, you will need to establish an additional method, for example, text messaging.
  • When scheduling your meeting or event, use the actual date and time for the schedule so as not to confuse attendees. You will still be able to start the event earlier to allow your hosts and presenters to get online.
  • The email address of the person who created the event will appear as the support person on the system generated emails sent to panelists and attendees.  These emails can be forwarded from another email address.

 

Production

  • Pre-Recorded Video Sharing Best Practices
    • VLC’s playlist feature is recommended for sequencing pre-recorded video for sharing
      • VLC playlist can also be used for images, like from PPT, and sequenced accordingly
      • It's good to add a blank 3 sec video in between videos to ensure the next pre-recorded video doesn't play too early.
    • Sharing computer must have audio turned on. Volume of sharing computer impacts volume of presentation
    • 1280x720P video is recommended 
    • Make sure you select “Optimize for motion and video” and enable “Share computer audio” when sharing your screen to present video and/or audio only
    • Computer sharing video must have strong internet connection. Recommend a wired connection
    • Depending on your capabilities, a better way to share video would be to use something like Wirecast or OBS to play the videos through their virtual camera into a WebEx session. This will make transitions and media organization much easier.
    • We recommend having a copy of all videos distributed among the panelists, presenters or technical staff. This will be helpful if the designated playback computer loses connection or other issues happen.
  • Attendee/Panelist Management
    • Work with the Event Coordinator in case someone enters the meeting as an attendee and needs to be promoted to co-host (Meetings) or co-host/panelist (Events) to present, show video, audio, etc
    • Sometimes presenters will forget to mute their audio or turn off their video (if that is desired) so you should do that as well in coordination with the event coordinator.
  • Meeting Run Of Show
    • We recommend that all hosts, panelists and production staff enter the meeting space 30 minutes before show time to test their connections, mics and video.
      • To prevent attendees from entering your event prior to start
        • Meetings: Use the waiting room to keep out early attendees and manually admit your production hosts, presenters and support staff
        • Events: Keep your webinar in “Practice Mode” so only hosts and panelists may enter.
      • Technical Producer check all systems and equipment
        • Have a backup plan in place for all critical equipment
      • Make sure all production hosts, panelists and support staff have logged into your alternative communications application
    • Start the “Countdown Video/Slide” 15 minutes prior to start if used
      • This could be a static slide or video with timer
    • Work with the moderator to make sure the event is running on time
    • On an event, it’s helpful to have another device (phone, iPad, computer) logged into the meeting as an attendee so you can monitor the attendee experience of the event.
  • Spotlighting Multiple People
    • The ability to spotlight more than one person is not currently available in WebEx. You can achieve this in Events but requiring all but the people you want on screen to turn off their video and then hide non-video participants in your settings.
  • Recording
    • Cloud recording provides 2 separate streams of video:
      • Active Speaker View
      • Screen Share
    • If you are also live streaming (YouTube, etc), you should also record the live stream as further backup

 

Post Meeting

    • Edit the recording if desired for the event.
      • It’s advisable to replace the WebEx recorded screen share of video with the original video elements if possible.
    • Publish video in Warpwire if desired (can be NetID protected)
    • The host can download meeting analytics & chat transcript from WebEx

 

Article Number: KB0033193