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Webex Meetings

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Webex Meetings

An Event Services Webex Meeting is hosted and managed by a professional Event Producer.

Up to 1,000 attendees may join the webinar by desktop (app or temp.exe) or mobile device (app required). Computer, call-in, and call-me telephone audio options are available, as are video endpoint connections.

This platform is ideal for collaborative, interactive conferences, and includes the option to facilitate small group discussion in Breakout Sessions.

Breakout Sessions

The Webex Meetings platform offers a Breakout Session feature to facilitate small group discussion and collaboration for up to 100 breakout sessions in a single meeting. The distribution of attendees across breakout sessions may be:

Random: Attendees are randomly, evenly split across all breakout sessions

Choice: Attendees select which breakout session to join.

Manual: Attendees are assigned to a breakout session by the Event Producer. You must provide your Event Producer with a list of breakout session names and attendees to assign to each; available for meetings of 100 or less.

Within a breakout session, attendees engage using audio, video and shared content. Certain functionality ability in the general meeting are not available in a breakout session, including captioning, polling, and saving chat. Additionally, breakout sessions are not recorded, and attendees’ participation in specific breakout sessions is not reported.

What to Expect: Organizers

Organizers will initiate a request on this site. Immediately on submission, an email receipt is generated, containing the ticket number that will follow the event throughout its lifecycle.

Our scheduling staff will respond to the ticket within 48 hours with connection details and other necessary information, including an Event ID and a link to real-time registration reporting, if registration is requested.

Organizers should expect to be contacted by email at least 48 hours prior to the event by the assigned Event Producer. If the event will include polling and/or breakout sessions, information will be requested.

Following the event, attendance, chat, and/or polling reports, as applicable, will be delivered by email from the Event Producer. If requested, recording will be delivered for download via a file transfer application.

What to Expect: Speakers

The Webex Meeting platform does not distinguish between speaker and attendee roles; apart from your Event Producer, everyone is an attendee.

To delineate speakers from attendees, Event Services will provide a unique join link for speakers, enabling them to connect to and be immediately allowed entry from the lobby starting 30 minutes prior to the meeting’s scheduled start.

The private 30-minute pre-conference will allow time to prepare for a successful webinar by checking audio and video quality, organizing, and previewing materials, reviewing run-of-show, etc.

To ensure the most complete feature set and best quality, we suggest speakers join via desktop application

If local bandwidth is limited, then telephone audio will ensure audio quality and consistency.

Speakers may connect to the private pre-conference via telephone-only should using the provided speaker dial-in details.

What to Expect: Attendees

The Webex Meeting platform does not distinguish between speaker and attendee roles; apart from the Host, everyone is an attendee.

Attendees may register for or be invited to a meeting, or simply join at the start time. Prior to the start, attendees will be held in the lobby until admitted by the Host.

Once allowed access to the meeting, attendees may join from the desktop (app or temp.exe) or mobile device (app required). Options for computer and telephone audio will be provided.

Attendees should be aware that they may be permitted or asked to share video or audio during the session.

Meeting Reports

If you require pre-registration for your meeting, a link to real-time registration reporting will be delivered at time of scheduling.

Within 24 hours of your meeting, attendance, chat log, and polling reports will be delivered by email from your Event Producer.

Attendance Report FAQ

Attendance reports do not address attendee connections to the main and breakout sessions separately. Rather, an attendee is reported once, encompassing total attendance.

Meeting Recording

Meetings may be recorded, with content delivered as a file (.mp4 or .wmv), which may be accompanied by a written transcript or .srt (caption) file, or hosted for on-demand replay. Note that Slido polling, if utilized, is not part of the recording.

Only the general or plenary session is recorded, with “dead air” during breakout sessions. You may request editing services if you’d like to have that dead air removed from your recording.

Polling

Meeting polling features are flexible and robust. Slido polling supports multiple choice, open text, word cloud, rating, and ranking polls, with summary reporting. Alternatively, native polling functionality offers multiple choice or open text polling with individualized results reporting.

Bring a basic question or two to your private pre-conference and your Event Producer will create them on-the-fly. If your requirements include many or more complex polls, we’ll ask you to provide them at least 24 hours in advance so that your Event Producer can provide the additional service time to prepare them.

Accessibility Features

The Webex Meetings platform provides several features to increase accessibility and comprehension for your attendees.

Webex Meetings include several features to increase accessibility and comprehension for your participants. Automated AI-created captioning is enabled for all meetings with the option to show/hide as desired. Accompanying this feature is a real-time running transcript of the meeting that can be opened/closed as desired.

Automated Transcription: An AI-created, real-time transcript is available for attendees to switch on/off as desired.

AI Captioning: AI-created captions are also available for attendees to switch on/off as desired.

Captioning: Captions created by your professional captioner and presented within your webinar.