A how to guide based on the way in which we use Adobe Connect at the Technology Strategy Board to create webinars that we run in parallel to our live events.

1. Using Adobe Connect to run webinars
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2. What we’ll cover
Marketing activities
• Timeline of activities to drive engagement before, during and after
Pre-broadcast set up
• AV/IT requirements
• The people – who does what & tips
• Set up Adobe Connect – back end admin
• Set up Adobe Connect – meeting room
On the day
• Video set up
• Sound set up
• Lectern laptop set up
• Questions laptop set up
• Managing and moderating the webinar
• Start chatting with the webinar host & peers
Post event
• Sharing the on-demand webinar recording

3. Marketing engagement timeline
6. Follow up email
2. Confirmation email 5. Webinar including links to
includes URL to the on-demand
webinar, background 4. On the morning webinar recording
on the agenda, and reminder to and slide
how to use Adobe registrants presentation
Connect inc link to including URL
on-demand example
3. 3 days to go event
reminder to registrants
inc URL
1. Event publicised on
_connect; campaign to drive
traffic to _connect
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4. Pre-broadcast set up
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5. Pre-broadcast set up: AV requirements
You should be able to get hold of:
• Video camera
• Tripod
• Laptop
• 2 cunning devices
o to get the picture into your laptop
o to get the sound nicely into the laptop
• A small piece of $20 video software:
http://www.trackercam.com/TCamWeb/dvdriver.htm
• Extension cable
• TEST IT ALL WORKS BEFORE USING IN ANGER!
For a live event/simulcast you’ll need:
• A sound engineer
• Sound desk
• Microphones
• Broadband connections
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6. The people: Who
does what
1. Speakers
• At the lectern
• Wearing lapel mics 3 1
• Talking to the live audience in the
physical venue
2. Webinar host
• Near the sound desk
• ‘Driving’ the webinar
3. Webinar support
• On the top table
• Watching for online questions
• ‘Mirroring’ the live presentation
4 2
4. AV person
• Making sure sound and visual in the physical
venue is optimal
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7. Set up Adobe Connect: back end admin
1. Login to adobe connect>meeting>new
meeting
2. Give it a name - this will be public
3. Use the custom url - helps you as the
organiser, and the customer, to remember
the URL
4. Don't bother with summary, start time or
duration
5. Select template> my templatesCompetition
Briefing Webinar v3
6. Select access: Anyone who has the URL for
the meeting can enter the room (this is
because people get the URL once
registered)
7. Audio Conference Settings> Do not include
any audio conference with this meeting. We
run the webinars using VOIP only and live
webinar broadcast chat is the way we
interact with the online audience
8. Click Finish
9. Take the URL that's been generated and use
this in the registration confirmation email
10. Share the URL with your team: speakers and
panellist/host who will be asking the
questions on behalf of the online audience

8. Set up Adobe Connect: the meeting room
1.Welcome lobby
2.Main presentation
3.Networking
4.Feedback

9. Set up Adobe Connect: Welcome Lobby
1 2 3
4 5 6
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10. Set up Adobe Connect: Main Presentation
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2
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11. Set up Adobe Connect: Networking Walls
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12. Set up Adobe Connect: Feedback
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13. The ‘flow’
Welcome lobby>Main
Presentation>Networking
>Main Presentation>
Feedback>Networking

14. On the day of the event webinar set up
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15. On the day: Video set up 1/2
You should carry out the following actions:
• Run Dvdriver
• Camera: Plug in power, open shutter, power
on, stick on tripod and stick in main position
- can be tweaked later
• Attach the camera's video output cable
(RGB) to the ADVC-55 digital to analogue
converter(- this can also be the USB dongle)
(red, yellow, and white cables (composite
cable)); attach power to the ADVC-55
device; attach the silver fire wire cable (6-
4pin)
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16. On the day: Video set up 2/2
1. Select take no action if this box appears
2. Adobe connect: right click in the video
pod, select settings, select webcam option,
and chose DVDriver from the drop down.
3a. If you see a black screen with
3. Start my webcam > start sharing.
DVDriver on it you haven't activated the
DVDriver software - go to step one again.
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17. On the day: Sound set up 1/3
Aim is to get sound from the sound desk at the live event into the
laptop.
• Make friends with the AV guy
• The nice AV guy should have widget that basically reduces the volume
coming into the laptop - this should plug into your mic socket; if not use
the DSAN LSP-1 Laptop Sound Port. Plug this into your laptop mic in
socket.
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18. On the day: Sound set up 2/3
2. In adobe connect:
connect my audio>
see the sound
waves> adjust the
volume
1. Accept the line in option
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19. On the day: Sound set up 3/3
Ensure your laptop sound controls Audio tab>Sound & Audio tab push all
are set as: volume's up
Start> control panel>sounds and
audio devices

20. On the day set up: Top table laptop
Webinar support
• On the top table
• Watching for online questions
• ‘Mirroring’ the live presentation
Questions laptop
• Run a third laptop on the top table,
with a broadband connection.
• Person should be given host rights
- but main responsibility is to view
the online questions from the
'Open and answered questions'
pod and at the appropriate point
ask the live speaker the question
on behalf of the online audience.
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21. On the day of the event: Managing,
hosting and moderating the webinar
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22. You’re off...
Let the people in by toggling off the block incoming attendees:
Meeting>manage access & entry> block incoming attendees
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23. You’re off...
Otherwise you’re going to have let
people in one by one
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24. Record the meeting
Stop the recording at the end by pressing
the red button
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25. In the Welcome Lobby
• Go live 1hr before the main
presentation
• Use the general chat for banter and
instructions e.g use the networking
wall to post a profile of yourself, tell
them mics are closed, or they
should hear music - can you see
and hear us - please respond etc
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26. In the Main Presentation
Use Q&A chat pod for encouraging
interaction and to share info : “now
on stage, enter questions these will
be asked on your behalf...”
Scoop questions into the Open and
Answered questions area; moving
answered questions down into the
answered category. These questions
are asked out load in the live event
by the chair to the speaker.
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27. In the Main Presentation - Recommendations
Use the start private chat function to talk with your colleagues
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28. In the Main Presentation - Recommendations
Meeting>preferences>chat pod - untick enable private chat for participants
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29. In the Main Presentation - Recommendations
Meeting>preferences>attendees pod> tick disable raise hand
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30. Closing the webinar
Tell the audience you’re going to close
Tick this box so your preferred website appears
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31. After the event: publishing the on-
demand webinar
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32. Publishing the on-demand webinar
Make the recording public In adobe connect admin go to meetings>select
meeting>recordings> make public
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33. Publishing the on-demand webinar
• Click on the
meeting name and
find the url to share
• Add it to the word
doc template>PDF
and upload to
_connect comp
docs library
• Take the doc url
and share via the
Communigator
post-event follow
up email and/or
post in a
community article
• Make offline – add
to youtube
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34. Thanks for listening
Huw Jones
07824599655
Huw.jones@tsb.gov.uk
@huw_j
http://uk.linkedin.com/in/huwgjones
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