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GoToMeeting / GoToWebinar
Webinar and collaboration tool
 Create a trial account at
https://www1.gotomeeting.com/s/isr/2dc/
g2w/try
 Only one account is needed per team
 GoToWebinar is the product that will be
used for ICE presentations

GoToWebinar Roles

Organizer
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Account holder
Creates the webinar
Receives webinar invitations
Starts the webinar
Can present / share screen
Can record webinar
Has audio controls
Controls Q&A
Controls polls
Panelist
 Should be made the Presenter
 Has audio controls
GoToWebinar Roles

Presenter
 User who is actively presenting

Attendee
 Listen-only mode
 Can ask questions via Questions panel
 Can answer polls
Create a Webinar
Login at http://www.gotomeeting.com
 Expand My Webinars from the menu on
the left
 Click Schedule a Webinar

Title & Description
Webinar Name must include “McIntire
Student Webinar:” and a few words to
describe the project
 Description – includes a few sentences
to describe the presentation

Date & Time

Enter the Date and Time of your webinar
Audio

Accept the default options for audio
Panelists

Panelists are people that will share their
screen(s)
Click Edit to add Panelist
Enter your team name in the Name field
Enter the email address of one team member

Click Save and Continue
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Branding and Theme
Theme settings determine look of the
webinar invitation and registration page
 The Waiting Room is what attendees will
see when they arrive online and until a
presenter shares his/her screen

Theme

Add a logo
 Maximum 400 x 200
pixels
 100kb maximum
Choose a Theme
 Add an image

 Maximum 200 x 200
pixels
 100kb maximum
Theme

Select Preview Theme at the bottom of
the page
Waiting Room
Waiting Room
Add names for each person in team
 Insert images for each (optional)

Waiting Room

Preview the Waiting Room
Registration
Registration

Select Clear All to remove all questions
except First Name, Last Name, and
Email Address
Registration

As an option, questions specific to your
project can be added to the registration
page
Registration

Click Preview to view the registration
page
Webinar Creation
Click
to complete basic
setup
 Panelist invitation sent to Panelist(s)
 Attendee invitation sent to Organizer

Invitations
The invitation must be sent to Attendees
 Forward the message that is sent to the
Organizer
 Attendee must follow link in message to
pre-register for webinar

Invitations
Attendee Registration
Creating Polls
Create polls by
logging into the
GoToWebinar website
 Select Polls from
the Change
Session Settings
list

Creating Polls
Determine the
Question Type
 Enter the
Question
 Enter Answer
options
 Click Create

Setting Email Notifications
Notifications are sent to
registered attendees based
on the intervals you choose
 Edit notifications by logging
into the GoToWebinar
website
 Navigate to My Webinars
 Select Email Notifications
from the Change Session
Settings menu

Setting Email Notifications
Confirmation Email – Message
that is sent to attendees after
registration
 Reminder Email

 Select 3 Hours before
 Select 1 Day before

Follow-Up Email
 De-select this option
Obtaining the Webinar ID

Click the View link to the right of the
Settings menu
Prior To Final Webinar Delivery
Email Suzy Peng at
[email protected] with the
following information:
 Block Number
 Group / Team Number
 Name of Webinar
 Name and Email of group contact if
necessary during webinar
 Webinar ID
Starting the Webinar
When delivering the Webinar, all group
members should be in the same room
 There should be two computers online

 The Organizer will be logged into GoToWebinar
on one computer
○ Ideally the Organizer’s laptop should be hard-
wired using the Ethernet connection in the room
 The Panelist will be logged into the other
The Organizer must use a Windowsbased computer
 The Organizer should remain muted

Organizer - Start the Webinar

Start the webinar by logging in and
clicking the Start button

Panelists join the session using links in
the email messages previously sent
Organizer - Webinar Start
Attendees On Hold
 Attendees see the Waiting
Room information
 Organizer and Panelists can
talk or use Chat

Organizer Control Panel
Dashboard
 Audience View
 Attendee List
 Audio
 Polls
 Questions
 Chat

Organizer Settings
Click the Options Menu
 De-select the Attendees Can Raise
Hands option

Organizer Settings
Click the View menu
 Select Recording
 De-select Auto-Hide the
Control Panel

Attendee List
Shows Staff (Organizers
and Panelists) and Attendee
details
 Right-click on any Attendee
to send a message or
change status

Audience View
A live snapshot of what the
Attendees currently see
 When another person is
presenting, the Audience
View will switch to the
GoToWebinar Viewer

Dashboard

Displays statistics such
as attendance,
attentiveness, and
number of questions for
current webinar
Audio
Select to change Audio Mode
 Click Edit to turn off “OnHold Beeps”

Attendee View
Audio Mode
 Questions Panel

Attendee View
Viewer Panel
 Click Arrow to
expand
 Full-screen
button
 Attendees see
Waiting Room
until
presentation
begins

Organizer - Make Panelist the
Presenter
Click the Change Presenter
button
 Select the Panelist

Presenter
Have slideshow ready and running
 Exit all other running applications such
as web browsers and anything that
would cause notifications or sounds
 This is the only computer that should be
unmuted in your room!

Presenter – Show Options
The Presenter may
select from the options in
the Show My menu
 The default is to show
the entire screen
 Choose the ScreenCLEAN option

Presenter – Screen Shared
Organizer - Recording
Click the Start Recording
button to begin recording
 Recording is not
automatic
 Select from the View
menu
 Recording is saved locally
 Recording is not available
for Organizers using Mac
OS X.

Organizer - Recording

Access the
Recording Defaults
by clicking Settings
in the Recording
panel or in File |
Preferences
Organizer - Start Broadcast
For Attendees to hear the
webinar presentation, the
Organizer must first start
the meeting
 Presenter / Panelist should
ensure that screen is
shared
 Click the Start Broadcast
button which starts the
audio portion of the Webinar

Organizer – During Webinar
Ask a Question - Attendee
Attendees may ask
questions during the
webinar by typing in the
Question panel
 Questions are sent to the
Organizer

Question - Organizer

The Organizer
receives the question
in the Questions
panel
Question - Organizer

When answering the
question, the
Organizer can send
the response to the
asker or to the entire
audience
Question - Asker

The answer is displayed
in the Questions panel
Polls – Organizer View
When one or more polls
are created, the polls are
available in the panel
 Select a poll and click
Launch to immediately
display the poll to
attendees
 While displaying a poll,
screen sharing is
disabled

Polls – Attendee View

When the poll is
launched, the
attendee’s Viewer
will display the poll
Polls – Organizer View
While the poll is
open, the current
results are displayed
to the Organizer
 Click Close to close
the poll

Polls – Organizer View

To share the results
of the poll, click
Share
Polls – Attendee View
Recording Reminders
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Remember, only the organizer can record
You must start it manually
The organizer machine must be Windows!
Keep the default GoToMeeting recording
setting
Copy the recording to the student shared drive
for your Block
 S:\Webinars\BlockX

Student VPN automatically Maps the S drive
 http://www.comm.virginia.edu/aboutus/technology/do
wnloads/Pages/index.aspx
Best Practices


PRACTICE – Create another webinar to test
Use at lest two computers
 Organizer
 Presenter – Have a clean desktop
 Possible third computer as Attendee
Enable microphone for only the presenter
computer
 Be sure to start Recording
 Consider bringing a set of headphones to
allow you to hear what the audience is
hearing

Best Practices
Consider using an Intro Slide
 Start sharing your screen before
broadcasting audio
 Allows you to:

 Provide a more customized experience for
attendees
 Instructions for Q and A
 More graphic and photo options
Sample Instructions for
Attendees
Select auto-hide options
from the View menu
Click the arrow to
minimize the
control panel
Type questions in
this box.
Exploring Industrial Waste
Management in Peru
Block 1, Group 5
Thomas Jefferson
James Madison
George Washington
James Monroe
Select auto-hide options
from the View menu
Click the
arrow to
minimize the
control panel
During the presentation,
attendees will be in listenonly mode.
Please feel free to ask
questions at any time using
the Questions box. We will
answer as many questions
as possible at the end of
the presentation
Type
questions in
this box.
GoToWebinar Resources
45 Day Trial:
https://www1.gotomeeting.com/s/isr/2dc/g2
w/try
 Quick Start:
http://support.citrixonline.com/en_US/GoTo
Webinar/video/GTWV00003
 User Guide:
http://support.citrixonline.com/en_US/GoTo
Webinar/downloaddocument/GTWD00007
Support & Training:
http://support.citrixonline.com/en_US/GoTo
Webinar
