Show Visuals Web Conferencing Training

Welcome to…

Part 1 – Scheduling Shows

The Show Visuals website as your central access point

What types of shows can I schedule?

Starting a show now, includes:

Submitting and previewing content

Selecting audio conference options

Scheduling a show

Standard Scheduled show, includes:

Specifying invitation options

Custom Scheduled show, includes:

Additional custom services

Choosing archive types

Agenda

Agenda Part 2 – Leader Skills

Joining ShowsLeader RolesThe LobbyThe Leader WorkspaceLeader Toolbar OverviewChanging PresentersSharing Content:

Presenting PowerPoint SlidesNavigating with AnimationsApplication SharingCollaborating with App ControlWeb TouringAnnotating

Centralized Audience ManagementChat MessagingVoting and PollingStreaming ShowsExiting the ShowOnline Help

Agenda Part 3 – Manage Your Account

Additional Account Management features

The Show List

The Content Library

Audience Lists

Security options

My Profile

Reports

Show reports

Archive tracking

Customer Support

Agenda Part 1 – Scheduling a Show The main website is the central access

point for all show activity. Go to www.showvisuals.com to

1. Join a show

2. Lead a show

3. Manage My Account

Enter your username and password to enter Studio, the show scheduling service.

Start shows now

Schedule shows for a later time

Introduction to Your Account

Left navigationStart and Schedule Shows

Show List (all details)

Content Library

Audience List

Registration Page Library

Survey Page Library

Central areaList of Future Shows

Start a Show Now

Schedule a Show

Administration areaShow News

My Profile

FAQs

Contact Details

Log Out

The Studio homepage – three main areas

What Show Types Can I Schedule?

Now Show Standard Scheduled show

Custom Scheduled show

Fully automated, self-service solution

Show starts immediately

Available 24 x 7

Optional unattended audio conference

Secure shows

Optional Billing Code

Registration Page Library

Post show participant landing page (Web Page or Survey Page Library)

Fully automated, self-service solution

Schedule for future time

Minimum of 15 minutes lead time

Automatic invitations and reminders

Show readiness notifications

Support for up to 150 attendees

Optional unattended audio conference

Secure shows

Optional Billing Code

Registration Page Library

Post show participant landing page (Web Page or Survey Page Library)

Event Manager support

Schedule for future time

Customized show content, such as Flash animations

Streaming Audio/Video

Registration

Slide and Full archives for on-demand viewing

Operator-assisted audio conference

Dedicated leader support during show

Secure shows

Optional Billing Code

Registration Page Library

Post show participant landing page (Web Page or Survey Page Library)

Main features of each show type

Start a Show Now…

Now shows are the most basic show type.

Set up and start your show just before your meeting is scheduled to begin.

Log in to your account:

1. Go to www.showvisuals.com and click Manage my Account.

2. Enter your username and log in to Studio.

From the Studio home page, select Start a Show Now.

Click Start a Show Now.

Start a Show Now… Overview Enter a name for your show

Select from three content options:

No content – uses a default background

Select content from library

Submit new content

Select a teleconference option:

No audio conference support

Use your Studio audio conference number

Add another audio conference number

Read the Connection Instructions for details on helping your participants join you on the show.

Additional Options available

Click Start Show to move directly into the show.

Make sure you connect to the show before your participants.

Start a Show Now – Additional Options

Start a Show Now - Additional Options

Secure Show (using SSL)

Billing Code

Registration Page

Default Registration Page

Select registration page from library

Create New Registration Page

Post Show Participant Landing Page:

Standard participant landing page

Select post show survey page from library

Create New Post Show Survey

Surf to the following web page

None

Schedule a Standard Show… OverviewFully automated, 24x7, schedule for future time, with invitations

A Standard Scheduled show is a fully-automated self-service solution

Standard Scheduled shows are the same as a Now show but with following additional options

You schedule shows for a future time

You receive automated invitations and reminders

Minimum of 15 minutes lead time From the Studio home page, click

Schedule a Show, then click Standard Scheduled.

Schedule a Standard Show > Step 1 When reserving a Standard Scheduled

show, additional information is required because: You are scheduling for a later time, and Invitations and reminders are provided.

Enter the date and time of the show Specify the duration of the show and the

lobby Estimate the number of participants

(150 max) There is an additional content option –

because the show is scheduled for a later time, you can choose to Submit Content later.

Note that if you don’t submit content in time, the default content will be used instead.

Click Next to move to Step 2

Select an Audio Conference OptionSame options as Now shows

No audio conferenceMost commonly chosen for in-house meetings that use your company’s internal phone system.

Use my Personal Audio ConferenceThis is the audio conference number supplied with your Studio account.

I will supply an alternate audio conferenceIf you choose to use another audio conference number, you can enter the details here and the numbers will be available in the show time software for the participants.

Specify Invitation RequirementsStep 2 of Standard Scheduled shows Standard templates are provided for all

accounts. Preview your templates in the Invitation Details section. Add time zones if necessary. Add details specific to the show in the “Optional Show Description” box.

Have invitations sent to your address so that you can forward to your own list of invitees.NOTE: If you choose this option, be sure to send the leader invitation only to those people who will be leading the show.

Set up an audience list within Studio and have invitations automatically sent to that list. We’ll look at Audience Lists in more detail shortly…

Only allow participants included in the invitations list to join. Add an additional level of security to your event by only allowing those directly sent an invitation from Studio to join your web conference.

Request reminders for your invitees. Reminders are available if the show if the show is scheduled 36 hours in advance. They are sent 18 hours before the scheduled start time.

Specify whether to include a Calendar Appointment attachment. This will allow an invitee to automatically add the show to their electronic calendar.

Set Up an Audience ListStep 2 of Standard Scheduled shows

You can set up an audience list within Studio for use on a particular show. You can save the list and re-use it for other shows.

Your email address is the default for invitation bounce-backs. You can change this, if necessary.

Add individuals by clicking Add Individual and entering contact details for each person including name, email, company name, and phone number. Then click Save.

Save time by searching the Studio database for your invitees. Type the individual's email address and click Find. If they’ve been invited to a show before, they’ll be in the master database.

You can import lists from Microsoft Outlook, Outlook Express, and Excel. Click Import External List and follow the instructions and Help in the wizard.

To delete participants from the list, check the box beside the name, then click Remove Selected.

To change a participant to a leader and vice versa, click the hyper linked name and change the role in the Update Individual window.

Click Save when you have finished.

Standard Scheduled Additional Options

Show passwordsSet passwords for leaders and participants to enter the show. They can be different or the same and they are available in the invitations.

Exclude participant names from all lists during showTo preserve participant anonymity during the show, select this option.

Allow participants to message GroupIf you would like participants to broadcast messages to everyone on the show, select this option.

Allow participants to Raise Hand

All other Additional Options same as for Now Shows

Schedule a Standard Show > Click Finish

When you’ve finished making your selections, click Finish.

Invitations are sent at this time.

A Show Confirmation providesyou with the high-level details of the reservation you have just made.

Schedule a Custom Show… OverviewFull service, customized services for special events

A Custom Scheduled show is our full-service option. Custom Scheduled shows offer the same features as Standard Scheduled shows plus these options: Customized show content, such as Flash

animations

Individually Customized Registration Pages

Streaming Audio/Video

Show archives for on-demand viewing

Operator-assisted audio conference

Leader support during show

Event Management services

From the Studio home page, click Schedule a Show, then click Custom Scheduled.

Schedule a Custom Show > Step 1Name and Schedule, Content Options

Provide the same information as for Standard Scheduled shows.

Estimated audience count is not restricted, however 500 is the maximum for shows using the App Share feature and SSL

Custom Scheduled shows have an additional content option –customized Slide content.

Click Next to move to Step 2.

Schedule a Custom Show > Step 2 Same as for Standard Scheduled shows

plus additional option to reserve an operator-assisted audio conference.

Select operator-assisted in the following cases: When using streaming audio and/or

video. If you anticipate an extensive Q&A

session. When you request an archive. When you request international dial-in

locations. Streaming Audio – Select the streaming

audio player or players you want to reserve for your event.

Streaming Video - Select the streaming audio player or players you want to reserve for your event.

Note - It is always a good idea to select streaming audio as a backup on all shows with streaming video in case your participants do not have enough bandwidth to view streaming video.

Audio Conference and Streaming Options

Schedule a Custom Show > Step 2Invitation Options

Invitation options

Same as for Standard Scheduled Shows.

Invitations are sent by Show Management.

Advise Show Management if different invitation and reminder timeframes are required.

Click Next to move to Step 3.

Schedule a Custom Show > Step 3

Additional Options

Additional Options are the same as for Standard Scheduled Shows.

There is an additional option under Registration Page – Customized Registration page, allowing you to more fully customize the registration page with your company look and feel.

There is also an additional option under Post Show Participant Landing Web Page – Customized Survey Page, allowing you to more fully customize the survey page with your company look and feel.

Additional Options and Additional Services

Schedule a Custom Show > Step 3Additional Services

Dedicated leader support during showOne-on-one support to take over controls and provide assistance, a.k.a. “Show Techs.”

Event management services One-on-one Leader Training Pre-Show Rehearsal with Event Manager Event Manager as Dedicated Leader

Support on Live Show Show Consultation with Event Manager

Archiving Archives provide on-demand viewing of the show for people unable to attend or who want to

review/recap the show. Two types of archive available:

Slide archives – slides synchronized with audio/video. Full archives – Slides, App Share, Annotation, and Web Tour synchronized with audio/video.

Choose from Windows Media and Real Networks format. We can host archives for a specified period or you can take delivery of the archive on CD-

Rom.Comments or Special Instructions If you have special requests for your Event Manager such as specifying when invitations and

reminders should be sent, or any special teleconference requests, enter them here.Click Finish.

Show Reservation Confirmation

When you’ve completed your reservation, you’ll see a confirmation screen.

If there are tasks outstanding, you’ll see them listed here.

Whenever you schedule a custom show, you should always contact your Event Manager to discuss the details.

Agenda Part 2 – Leader Skills

Joining ShowsLeader RolesThe LobbyThe Leader WorkspaceLeader Toolbar OverviewChanging PresentersSharing Content:

Presenting PowerPoint SlidesNavigating with AnimationsApplication SharingCollaborating with App ControlWeb TouringAnnotating

Centralized Audience ManagementChat MessagingVoting and PollingStreaming ShowsExiting the ShowOnline Help

Joining Shows

Go to www.showvisuals.com to Join a show Lead a show

-OR-

Join via email invitation.

Leader RolesDivision of show tasks between multiple leaders

Active leader/presenter – the active leader/presenter is the leader who is sharing content with the audience. The presenter’s name appears on the leader toolbar.

Co-leaders – can take over the presentation at any time by clicking on any of the content buttons, i.e. Slide, App Share, and Web Tour.

Chair – The first leader who joins the show is the chair. Responsibilities of the chair include:

Starting and ending the showDemoting and promoting leaders as necessaryRemoving leadersPassing chair controls to another leaderIf there is only one leader on the show, they are the chair by default.

Leader with Chair controls has a key in the status area of toolbar

The lobby is a series of rotating introductory slides prior to the show starting.

Lobby slides can include information about the show, the speakers, the agenda, etc.

Leaders can preview all slides in the Content Viewer panel to the right of the screen.

Before the Leader Starts the Show…Leaders and participants gather in avirtual lobby

The Leader Workspace

The leader workspace is comprised of three sections:

Toolbar - at the top of the screen provides show controls

Content Viewer - on the right side of the screen provides preview of content and navigation

Viewing Area – the area for viewing slides, App Share, and Web Tours.

Conducting the Show

Leader ToolbarLocated at the top of the screen, the Leader toolbar provides all of the controls for leading your shows.

Content presentation tools

Number of connected participants

Connection status

window

Show timer

Active leader / presenter name

Minimize the toolbar

Participant and leader interaction

management

Leader status and request

notification area

Slide – changes the presentation to display PowerPoint slides.

App Share – allows leaders to share any software application on their PC with the audience. Note: Audience members can also request control of the demonstrated software.

Web Tour – allows leaders to share the content of their web browser with the entire audience as well as be able to direct audience browsers’ to a specified web site.

Annotate – provides tools to highlight, underline, and make notes on the screen in real-time; use during Slide presentations, App Share, and Web Tours.

Full Screen - present slides, application share or conduct a web tour with your participants in full screen view.

Audience – provides four tabs to view lists of connected meeting participants, and to manage incoming App Share and Raise Hand requests from participants; also allows management of responsibilities with other leaders.

Message – opens the Message window to send and receive text messages. 

Exit – allows leaders to leave and/or end the show. Can also use the X in the upper right corner.

? Help – provides online Help for show leaders. _ Minimize – minimize the toolbar.

Leader Toolbar Buttons

When you start a show the default mode is Slide mode and you are sharing PowerPoint slides with the audience.

The green border around the Slide button indicates that you are the presenter and you are sharing your PowerPoint presentation.

Return to your slides after an App Share or Web Tour session by clicking the Slide button.

With one click, you can quickly change modes between Slides, App Share, and Web Tour.

Presenting PowerPoint Slides

Click Slide button to change to Slide mode

Navigate with Next and Previous buttons

Click the Next or Back buttons on the leader toolbar – available when in Slide mode as seen on previous slide.

Use the Content ViewerClick the arrows on the Content Viewer to move forward or backward one slide.

Use the Content ViewerClick a slide image in the Content Viewer to advance directly to that slide.

Navigating Your Slides

NOTE: The Content Viewer is available only to show leaders and is used for content preview and navigation purposes.

Navigate to next or previous slide

Checkmark indicates previously viewed slide

Green border highlights current slide for presenter. Co-leaders see a red border around current slide.

Action figure denotes an animated slide

Three ways to navigate slides

Animate text, graphics, charts, and other objects on your slides.

Use this powerful feature to control the flow of information, focus on important points, and add interest to your presentation.

Time-based animationsNavigate to your slide and allow the slide to build as designed within PowerPoint.

Event-based animationsNavigate to your slide and click anywhere on the screen when you are ready to move to the next build.

To move to the next slide:Click the navigation buttons on the toolbar or on the Content Viewer.

The blue action figure in the Content Viewer denotes an animated slide.

Navigating With AnimationsPowerPoint Animations Are Supported

Application Sharing Overview

Use App Share to share software with your audience or collaborate creatively on documents.Audience members can view software without installation.You can share one application at a time or share your computer desktop.Use the Content Viewer to view a thumbnail of what you are sharing.You can extend App Share with App Control – this allows audience members to drive the applications on your computer.

Click Select App to choose an application to share.

Click App Control to select an audience member to drive an application on your computer.

A powerful tool for collaboration, demonstrations, and training

Web Touring: 2 Tour Types

Shared Web Browser - Share the content of your web browser with the entire audience. You control exactly what your audience views

Can be used for Internet, Intranet, and password protected sites

Web links are not active so participants cannot deviate from the presentation

Use Annotate to highlight important information

Thumbnail view in the Content Viewer

Group Web Surf- Direct all audience browsers’ to a specified web site. Your audience can navigate the web on their own.

Can be used for participants to fill out online forms or surveys

Participants can navigate on their own and click on any links

Use Annotate to highlight important information

You can annotate any content at any time during a show – PowerPoint slides App Share Web Tour content

Click Annotate on the toolbar and start annotating with the annotation tools.

Change the colors, fonts, and sizes. Annotate on a white board by selecting Blank

Annotator. Click Annotate to turn off annotations, or

click Next Slide. If you changing presenters during slide

annotations, the annotations are maintained.

— Select drawn objects

— Freehand pen

— Straight lines

— Rectangles

— Ovals

— Right arrow

— Exclamation point

— Text tool

— Undo action

— Erase / blank annotator

— Change line or text color

— Highlighter

AnnotatingHighlight important information with real-time annotations

Centralized Audience Management

The Audience button contains the following tabs:

There are actions associated with each list to make audience management easier for all leaders.

The Audience View allows leaders to manage all audience requests

Map View Audience members listed by continent

Audience List A complete list of all leaders and participants as well as the options to lock a show or remove a participant

Requests A complete list of all current requests from co-leaders and participants

Leaders A list of all leaders on the show and associated actions

The Message button flashes yellow when a new message arrives.

Click the Message button to open the message window.

You can resize or move the message window to a convenient location on your screen.

Click Send to drop down menu to select and send text messages to entire group, other leaders or individual participants.

Select Message IDs to view message numbers.

Uncheck Auto Scroll to freeze your message display when fielding questions from the audience.

Save messages to your PC in a text format. To do this, click Save then browse to the location on your PC where you would like to save the text file. Be sure to do this before ending the show.

Chat Messaging

Voting and Polling

Use the Q&A feature to poll your audience.

Can also be used for testing. Present the question slide,

allow time for responses. You can preview responses

as they are coming in from the audience by clicking the preview button in the Content Viewer.

Click Next to move to the next slide and to display the results to the audience.

Review the results later in your post show report.

Get feedback from your audience in real time

Streaming ShowsThe participants’ perspective

During the show, participants click Listen by Phone to obtain teleconference information.

To switch to streaming audio and/or video, participants click Listen by Streaming.

Depending on the show set up, participants may be able to choose between Real Player and Windows Media Player. The player information is included in show invitations.

Participant toolbar on teleconference

Participant toolbar on streaming

To exit the show, click the Exit button on the leader toolbar.

If there are multiple leaders, you can can leave the show early with this option. If you are currently leading, the controls will be passed automatically to the next leader if you select to close your toolbar and leave the show running.

If you are the only leader, you’ll be prompted to end the show when you select this option.

If the show is over and you want to end the show, be sure to select End Show to ensure accurate billing.

Exiting the Show

Exiting a show with multiple leaders

Click Help button for online Help specific to leaders.

Participants have their own Help topics specific to the participant experience.

Help Click ? for online help during the show.

Agenda

Part 3 – Manage Your Account

Additional Account Management featuresThe Show ListThe Content LibraryAudience ListsSecurity optionsMy Profile

Show Reports

Customer Support

Show List

Click the hyperlinked show name to return to the reservation screen to make any changes.

Click the Join show icon to start and enter your show immediately.

Let’s look at the other items…

Displays a list of all past and future shows in your account. Sort the list in various ways by clicking the headings.

Search for a show with the search features, or change the display to show a particular day of shows.

Show List

Click Copy to create a new reservation using the same show information.

Click Cancel to cancel a show reservation. You can also send cancellation notifications to participants.

Click Show Report on past shows to see show details and download a CSV version of show data.

Click Archive tracking on past shows to see who has viewed the show archive, for how long, and with which type media player.

Click Summary for a detailed summary of the reservation. Let’s look at this screen next…

Show List > Show Summary

Displays the show details and completion status.

Can be used to monitor status until all steps are complete.

Next, let’s look at the Show Report.

Show Report After the show, go back to the Show List to

view the Show Report.

Report links allow easy access to all data associated with show:

Provides time and date, leader and participant details.

Scheduled VS Actual details.

Reservation details.

Studio Invitee list when applicable

Pre-Show Registrant list when applicable

Pre-Show Registration Question results when applicable

Show Attendee list.

Registration Questions results when applicable.

Polling Question results when applicable.

Post-Show Survey Question results when applicable.

Live Show statistics with OS, streaming (when applicable), and browser version breakdown.

Archive Usage

Reports posted almost immediately.

Data can be exported in CSV format.

Archive EnhancementsTwo types of archives

Slide Archive Slides synchronized with audio/video.

Full ArchiveSlides, App Share, Annotation and Web Tour synchronized with audio/video.

View archives using same link for joining your original show

Archive tracking details available in StudioAvailable from the Show List page in Studio, you can now see details of archive viewing including:

Names of viewersTimes of viewingWhich player was usedAverage viewing times

Available for export in CSV format.

Content Library

Submit new content

View list of content with current show associations

Replace, download, or delete content files

Preview content to change optimization and slide location for show

Store content in the Content Library for later use.

Take care of all content management activities via the Library

Status link allows Studio to delete inactive content automatically, save important content indefinitely.

Download the PowerPoint plug-in from this page. The plug-in enables you to create your own voting and polling slides

All content submitted here, can be accessed from the content drop-down list when you reserve a show or start a NOW show.

Audience Lists

Same process as for setting up an audience list while making a show reservation.

Main purpose is to set up the list ahead of time so that it can be selected from the drop-down list during reservation set up.

Set up once, then apply the same list to multiple shows.

Only difference is that you do not designate who is a leader and who is a participant; this is done during the show reservation.

Set up your Audience Lists ahead of time; use for multiple shows

My Profile

Update your personal data in My Profile.

Change contact details.

Change password.

Change My Personal Teleconference information.

Customer Support If you have questions when scheduling your

shows:

Online Help available on each screen

Contact Customer Support toll free within the US at 1-877-842-5407 or outside the US at 1-706-643-5794

Thank You

This concludes today’s training.

Thank you for taking time to train with us.

Questions?