Setup & planning for moderators and presenters

How can you publish a RealTime meeting?
There are basically three ways to publish an IMS RealTime meeting:

• Sending the meeting url; the meeting opens in every browser window, an app or other installation is not necessary
• Call within an iframe; the meeting can thus be integrated on any website or platform
• Implementation in the IMS event and video platform; so you can use countless other functionalities

Functionalities when integrated into the IMS event and video platform:

• Individual design and event management
• Login / registration, invitation management, single sign-on
• Linking with live streams, workshops or “breakout room” concepts
• Interactivity with participants via chat windows, polls, votes, elections, and much more

How can participants enter the meeting room?

Once the meeting url is published, attendees can access it. You have the following options under > Rooms:

> Room is closed:

• Admission is granted by the moderator
• Admission takes place as soon as the moderator has entered the room

> Room is open

• Participant enters their name before entering
• Participants receive an additional password that they have to enter

> Access without additional registration:

• Single sign on: login data is taken from the platform’s database (effort varies, or depending on the platform)

What do your participants see when they enter the meeting room?
You can not only determine when and how your participants enter the room, but also what they then see and what rights they have access.

• Show a welcome board as the first page or slide of your subsequent presentation
• Lobby – allow the arriving guests to chat in a relaxed manner by releasing their audio / video from the start. Use the > restrict participant rights function to mute everyone and deactivate their video at the start of the meeting
• In due course, you can then approve individual participants and thus > enable them to actively participate with your audio and / or video

How do I control the view (video / presentation) for the participant?

• You can show and hide the ppt (make it visible from the start). Attention: the presentation is only completely hidden or invisible to the participant by deleting it. In other words, it is necessary to have enough presentations available or already uploaded to be able to “delete” one of them
• We recommend showing a presentation at the beginning. Here the participant can be welcomed and informed about the topic and functions of the meeting

Should I brief my participants?
It is relatively easy for attendees to attend a RealTime meeting. It is barrier-free, no installation of an additional app is required – the meeting can be opened directly via a link in the browser. In order to ensure the optimal view and a smooth process during the meetings, it is best to set rules in advance. These can include include the following:

• When (e.g. at any time or at the end) and in what form (e. g. only via news, audio, audio / video) questions can be asked
• How does the questioner draw attention to himself (e. g. by changing the status: “raise hand”)
• How do other presenters draw attention to themselves (e. g. by changing the status: “thumbs up”)
• Anyone who does not present or speak can switch their audio / microphone off and on again by themselves
• At the beginning, everyone can activate or consciously deactivate the transmission of their own camera signal

Provide technical advice:

• Each participant has to release audio / video for data protection reasons. If questioners or presenters are called, they have to activate their audio and / or video themselves if desired

Notes on viewing:
The participant has various options to change his or her view. Decide for yourself how many of the following options you want to inform the participant about. We tried to sort it by relevance.

• Show / hide the presentation: In order to see a presentation, the participants may have to leave the (video) full-screen mode. If a presentation is visible, it can be hidden by clicking on the > hide presentation icon in the upper right-hand corner of the screen. The presentation can be made visible again by clicking on the > restore presentation icon at the bottom right
• Enlarge the presentation: if a presentation is added to a transmission of video(s), this is displayed below the video windows. When the mouse pointer moves between the top video window and the presentation below, the pointer icon changes to an arrow. With a click on the left mouse button, this arrow and thus the presentation window can be enlarged or reduced
• Enlarge the video window: if you have three or more video windows, you can enlarge the video window by clicking on the participant’s name (at the bottom of the video)
• Repositioning windows: As soon as several windows are available, they can be repositioned by holding down the left mouse button