Webex Events: Best Practices for Hosting and Attending a Webex

This document highlights the best practices for hosting, moderating, attending, and presenting during a Webex Event.
All Participants
  • Connect via Ethernet over WiFi
  • Limit connection via VPN
  • Use headphones
Host
  • Operational
    • Assign an alternate host
    • Designate one or two moderators from the panelists attending the even for managing chat and Q&A
      • Moderator is not a specific role in Webex
    • Join your hosted event early (15-30 minutes) and enter "Practice Session" mode to setup any settings exclusive to the event session and upload event specific material
      • "Practice Session" mode will also place the host and panelists in their own call to prevent attendees from listening/seeing you during pre-event conversations
    • Allow participants to join the meeting 5-15 minutes for audio and video setup
    • Create a custom document greeting attendees and sharing meeting expectations / agenda (PowerPoint slide / Word document)
    • Create a template for regular occurring events to make scheduling easy
    • If your event requires a post-event destination URL and doesn't fall under currently allowed domains (wisc.edu, uwmadison.co1.qualtrics.com), contact DoIT Help Desk for this to be allowed
    • Ask your audience if it's okay to record the meeting if recording is desired
  • Settings
    • Mute attendees on entry and turn off entry and exit tones
    • Depending on the meeting requirements, limit the available attendee and panelist features such as chat, annotation, participant list, and audio
    • Lock the event to provide additional security once all known participants have joined
    • Turn off "Request attendees to verify rich media players" when setting up the event
Panelists
  • Operational
    • View and answer questions from attendees in the Q&A panel. Answers should be sent publicly or privately depending  on the type of question and response required
    • Prepare poll questions ahead of the event
    • Prepare chat and Q&A panels for monitoring purposes via the navigation bar
    • Avoid utilizing the "Share multimedia" functionality unless you're familiar wit the tool's usage
    • Save chat and Q&A before concluding the event
  • Settings
    • Mute mic and turn off video when not speaking
Presenter
  • Operational
    • Open any applications you want to share before the meetings starts
    • When possible, share an application instead of sharing an entire screen
    • Close any open content / applications that should not be seen by attendees
    • Try not to cover a shared application or web browser with another window on your computer's screen. A crosshatched pattern appears in participant sharing windows where the other window is covering the shared application or browser
  • Settings
    • As the presenter, use the page controls at the top of the tap you are sharing to move forward and backward through a document. You can also set a specific time interval before a document automatically advances by going to the "View" menu and selecting "Automatically Advance Pages"
Attendees
  • Operational
    • If you're not automatically muted on joining the event, mute yourself when joining
    • Be mindful of background noise that your microphone may pick-up
    • Be aware of whether the meeting is being recorded
    • If Q&A is occurring, send any questions that you have to "All Panelists' unless otherwise specified
  • Settings
    • If the event requires Q&A, enabled the panel via the navigation bar under "More Options"
Window Layout
Webex Events Window Layout


Keywordswebex, event, events, webex event, webex events, best, practices, best practices, host, hosting, attendee, attending, presenter, presenting, moderator, moderating, panelist   Doc ID102746
OwnerKeevan B.GroupCisco Webex
Created2020-06-02 11:12:39Updated2020-10-07 13:06:54
SitesCisco Webex, DoIT Help Desk
Feedback  4   0