Event Center: Conduct a Practice Session (WBS29.13, WBS30)

Document created by roeakins on Mar 2, 2015Last modified by rruman on Oct 22, 2015
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Introduction

Event Center allows you to run a practice session to allow the production team—host, presenter, and panelists—to rehearse an event before attendees participate. For instance, the production team can review event content such as presentations, and coordinate tasks, as well as discuss roles and responsibilities during the actual event. Event attendees can view any presentation that the host or presenter opened before starting the practice session. A host can share a presentation or slide that attendees can view before the actual event begins.

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Setting Up Event Center

Event Center must be set up on your computer before you can participate in a session. Once you schedule, start, or join an event for the first time, your event service website starts the setup process automatically. You can also navigate to your Event Center site, then click Set Up > Event Manager in the left-hand navigation bar.

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Working in a Practice Session

The host starts the practice session from within an active event. Before starting a practice session:

  • The host should ensure that all panelists have joined the event.
  • The host, presenter, and panelists should have any presentation material ready to share.

 

To start a practice session:

1. Start a session in Event Center.

2. Select Event > Start Practice Session from the menu bar. The host, presenter, and panelists automatically join the practice session.

Start Practice Session page.png

 

If attendees join the event before the practice session ends, they will see a message that the production team is in a practice session. Panelists and presenters whose role is changed to attendee inside a practice session will return to the event.

 

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Ending a Practice Session

Before you end a practice session, close any shared content—such as documents, presentations, and Web content—that you do not want to share with attendees.

 

To end a practice session:

The host can end the practice session at any time by selecting Event > End Practice Session from the menu bar. When the practice session ends, all attendees have access to standard Event Center functions allowed by the host.

 

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Using Available Features

During a practice session, the production team and attendees have different access to Event Center functions.

 

Production team in the practice session:

 

FunctionProduction Team Access
Participants panelCan view the entire participants list.
Q&A sessionsCan receive and answer questions sent by attendees.
Chat
  • Can send chat messages among team members.
  • Cannot receive chat messages sent by attendees.
  • Can send chat messages to attendees by selecting All Attendees in the Send to drop-down list.
Document sharingCannot view any documents, presentations, or applications opened before the host starts the practice session.
Application or desktop sharingThe host must stop any desktop or application sharing before starting the practice session.Any desktop or application shared within the practice session can be viewed only by the production team.
Browser sharing
  • The host must stop any browser sharing before starting the practice session.
  • Any browser shared within the practice session can be viewed only by the production team.
Recording and playbackAvailable to the production team.
Polling
  • The poll coordinator can open a poll that was created or loaded (but not opened) outside the practice session.
  • Can prepare poll questionnaires, and test opening and closing the polls.
VideoCan view video within the practice session.
TeleconferenceAutomatically enters into a subconference. The audio conversations are private within the practice session.
Integrated VoIPThe host can start an Integrated VoIP conference within the practice session.Can join an Integrated VoIP conference and speak within the practice session.

 

Attendees outside of the practice session:

 

FunctionAttendee Access
Participants panelThe Panelists list appears grayed out and is unavailable.
Q&A sessionsCan send questions to the production team.
Chat
  • Cannot view chat messages within the practice session unless a production team member sends chat messages to All Attendees.
  • Cannot chat with the production team.
  • If the host grants chat privileges, an attendee can chat with other attendees by sending chat messages to All Attendees.
Document sharing
  • Can view documents, presentations, and Web content shared before the host starts the practice session.
  • Cannot view any documents or presentations shared during the practice session.
Application or desktop sharingCannot view desktop or applications shared during the practice session.
Browser sharingCannot view browsers shared during the practice session.
Recording and playbackRecording and playback is available to attendees, although attendees can record only the presentations outside the practice session.
Polling
  • Can view a poll opened before the host starts the practice session.
  • Cannot view any polls opened within the practice session.
  • If, within the practice session, the poll coordinator closes a poll that the attendees are viewing, the poll closes for them.
VideoCannot view video after the host starts a practice session.
TeleconferenceCan join and stay in the main teleconference, but they cannot hear conversations in the practice session.
Integrated VoIP

Can join and stay in the Integrated VoIP conference.

Cannot hear the conversations in the practice session.

 

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