Live Event Guide

Streaming Mode

Organizers and Moderators have the same rights and privileges for the live event. For the purpose of this user guide, both roles will be referred to as Moderators. 

Moderators and Presenters can join scheduled events up to 30 minutes before the scheduled start time. This time can be used to test connectivity, prepare content for the meeting and see/hear what the attendee experience will be like during the live event. 

 

Open the EventBuilder Console by clicking on the green console icon 

Join the presentation environment by clicking on the Microsoft Teams or Skype for Business icon. 

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Manage your event using your EventBuilder Console.

Screenshot: Moderator Console event control options (Stream/Recording Controls, Meeting Controls).

Your event will automatically start and end at the scheduled time. Take control of the start time by clicking Delay 15 minutes.

If you are ready to begin before the scheduled start time, click Start Stream up to 30 minutes before the scheduled start time.

To extend the duration of your event, click Extend 15 minutes

You can click Delay 15 Minutes or Extend 15 minutes to give yourself an additional 15 minutes of time. These buttons can be pressed as many times as you like. 

To stop the stream before your scheduled start time, click End Stream. 

 

6 vital steps for managing your event

  1. Log in between 30 - 5 minutes prior to start time.
  2. Click Delay 15 minutes (click twice to delay 30 minutes if needed)
  3. When ready to present, click Start Stream.
  4. Click Extend 15 minutes as soon as it appears.
  5. If you anticipate your event running beyond the extended time, click Extend 15 minutes again (this can be done at any time during the live event, but before the stream has ended). 
  6. When ready to conclude your event, click End Stream.

 

Meeting Controls - allow you to customize the attendee LiveMeetingControlsviewing experience.   

Show Video - displays MP4 video content from the presentation environment.

Set Attendee View - by default the event information panel will appear on the left side. Select which panel (Messages or Files) you would like to appear to your attendees.

 

Upload File adds a file for your attendees to download. Once the file is uploaded a paperclip icon will appear in the stream and your attendees will be able to download it. You can add as many files as you like. 

 

 

Attendance

Attendance for your event is organized in three views.  

Attendees view lists the people who are currently in your live event. 

Staff view lists everyone with presenter, moderator or organizer privileges. 

Registrants view lists everyone who registered for your event. 

Raise Hand 

Ask an informal verbal question and receive instant results by asking them to raise their hand. View the results on the Attendance Pane. Quickly dismiss the raised hands by clicking the raised hand tally or individually by clicking the hand next to their name. Please note responses to raised hands are not recorded. 

 

Options

Click on the gear icon next to each attendee name to send a message to that attendee as well as view basic troubleshooting information and other individual management tools. 

Refresh Attendee Browser this button resets the stream that the attendee is receiving and resolves nearly any viewing anomaly. Mute Stream mutes the individual attendee's audio stream. 

 

 

 

 

 

 

 

Private Message allows you to send a private message to an attendee. Click the private message icon, type in your message and click Send. The message will appear as a pop-out in front of the presentation. 

Block Attendee removes an attendee from your event. 

 

 

 

 

Event Messages

Pending Messages view displays messages sent by attendees. Click the arrow next to the messages to respond and type your reply in the text box. You have the option of replying privately to that one individual or publicly to all attendees. Replying publicly, the question will be posted as well as the response. 

Once a response has been sent the message is removed from the Pending Messages view. 

Message Log view displays all messages responses and announcements. 

Announcements are located at the bottom of the event messages view. Type your message in the text box and click Announcement. Use this feature to post information to all attendees.

Enable New Message Alert provides a sound cue when a new message is received.

 

Attendee Viewing Console - Q&A View   

 

Announcements are posted in Green.  

 

Questions from the attendees are in blue, while responses are in orange. 

 

 

 

 

 

 Attendee Viewing Console - Polling View  

When asked, polling questions will automatically appear on the left side of the attendee view. 

 

 

 

 

 

 

Troubleshooting Tools 

LiveTroubleShootingTools

Refresh all Browsers allows you to reset the stream that the attendees are receiving and resolves nearly any viewing anomaly. 

Refresh EventBuilder Bot allows you to reconnect the EventBuilder bot to your presentation environment if content or audio are not operating in the stream as expected. 

Change Presentation Environment allows the EventBuilder bot to join a different presentation environment on the fly. 

Stream View is visible at the bottom of the EventBuilder console. Once the content has been presented (PowerPoint, whiteboard, desktop share) this view allows you to confirm that content and audio are streaming as expected. 

Unmute the preview using the volume control in the bottom left corner. Speak while connected to Teams or Skype audio to ensure your audio is connected in the stream. After you have verified audio, make sure to re-mute the preview to avoid distraction.  Please note: There is approximately an 8-12 second delay between when you speak in your presentation environment and when you will hear it on the preview. 

Troubleshooting for when the audio and or video is not streaming correctly for the entire audience

  • Confirm all presenters have joined your Teams or Skype room and are connected to video and audio. 

  • Confirm the EventBuilder Bot has joined your Teams or Skype room and is connected to video and audio. 

If not, click Refresh EventBuilder Bot in Troubleshooting to reset the EventBuilder Bot's connection.

Troubleshooting for Individual Attendees:

  • Refresh your browser
  • Click the Help button on the information view of the Attendee Console to launch the system test page
  • Try connecting via a different browser
  • Ensure you are not viewing through a VPN
  • Audio is streamed via device speakers
  • Ensure speakers are unmuted and the volume is turned up

Best Practices - Post this announcement to your attendees before the stream starts:

If you have issues viewing the presentation, please refresh your browser by clicking on the refresh button or by pressing CTRL+F5 on your keyboard. For additional troubleshooting assistance click the information icon on the bottom left, then click the Help button.

 



 

Simulated-Live Mode

Simulated -live events provide you the opportunity to present pre-recorded content while using the same Engagement Tools available in Streaming Mode events. The recording playback will start at the scheduled event time. You can delay and extend the event if needed.  

Please ensure the scheduled time of the event covers the entire duration of the pre-recorded content. 

At the time of the live event, your attendees will see the selected opening hold image before the pre-recorded content begins. When the playback has completed your audience will see the closing hold image and may continue with live Q&A until the scheduled end time of the event. 

 

 

 

 

 

On-Demand Mode 

Capture registration on your pre-recorded content. 

 

Your attendees will be asked to register for the event before viewing.  

You can attach files to be available during the playback and survey questions that are displayed after the recorded content has ended. 

 

 

 

 

Live Webinar no Streaming 

Organizers and Moderators have the same rights and privileges for the live event. For the purpose of this user guide, both roles will be referred to as Moderators.  

Moderators and Presenters can join the EventBuilder console up to 30 minutes before the live event. This time can be used to test connectivity, prepare content for the meeting. 

Open The EventBuilder Console by clicking on the green image-162console icon next to your event. Join the presentation environment by clicking on the Microsoft Teams or Skype for Business icon next to your event.

 

Manage your recording using your EventBuilder Console 

 

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Your recording will automatically start and end at the scheduled time. Take control of the recording start time by clicking Delay 15 minutes.   

If you are ready to begin the recording before the scheduled start time, click Start Stream up to 30 minutes before the scheduled start time. 

To stop the recording before your scheduled end time, click End Stream

Meeting Controls allow you to customize the recording. 

Recording View is visible in the lower right corner of the EventBuilder console. Once the content has been presented (PowerPoint, whiteboard, desktop share), this view allows you to confirm that content will be recorded.  

There is approximately an 8-12 second delay between when you speak in your presentation environment and when you will hear it on the preview. 

 

Manage your recording with @eb commands in Skype for Business 

As an alternative to the buttons in the EventBuilder Console, you can manage your event with EventBuilder commands in the Skype for Business IM/Conversation section. A list of the available commands is below: 

EventBuilder commands:
@ebhelp: List commands
@ebstart: Start the Event
@ebend: Stop the Event
@ebdelay: Delay the event 15 minutes
@ebextend: Extend the event 15 minutes
@ebshowspeaker: Shows speakers
@ebhidespeaker: Hides speakers
@ebmuteaudio: Mute the stream/recording audio
@ebunmuteaudio: Unmute the stream/recording audio