Voodoo Video Conference Preparation and Technical

Tipsfor Participants

by Khouzhan Athena

SPELLMAKER ALBUQUERQUE VOODOO VIDEO CONFERENCE OCTOBER 23 and 24, 2010

Hello, Albuquerque Voodoo Video Conference

participants! Khouzhan Athena will be your technical help

administrator in preparation for and during the upcoming conference

On the following slides, she gives you a few pointers and things to consider about using TokBox to participate in the Spellmaker Voodoo Video Conference

Overview

Getting Ready

For lights, camera, and lots of chatting action!

If you do not desire to be seen or heard, you

don't need a web cam At minimum, you will need a computer and a

decent Internet connection Recommended settings, versions, and system

requirements are covered on the following slides

You will be able to type in your questions and/or participation remarks

Chat Only

If you desire to interact "in person" on screen and speak in

person, or submit a video-recorded question to the moderator,…

You will need a web cam and headphones (recommended) or microphone TokBox will work with a standard webcam; the higher the

resolution on the webcam (not megapixels), the better A webcam with a price range of $30-$50.00 should provide very

good quality, where a $10.00 one probably won't provide you with the quality you want

TokBox recommends: Logitech QuickCam Communicate Deluxe Microsoft LifeCam VX-3000 Logitech Pro 9000

Interact! with a Webcam

Many computers have built-in microphones which work

well with TokBox Note: While TokBox uses echo cancellation software to

improve the sound quality, the built-in speakers and microphone on your computer may still cause some echo

We therefore recommend using a headset (headphones with a microphone) for the best audio quality

TokBox recommends: Logitech USB Desktop Microphone Logitech ClearChat Stereo Headset (plugs into the

headphone and microphone jacks on your computer) Plantronics Foldable USB Stereo Headset

Headset or Microphone

Mac Supported Platforms:

10.4 (Tiger or higher) Minimum Mac System Requirements: (Less than optimal player experience, especially full screen)

1.83 GHz Intel Core Duo 512MB of RAM 64MB of Video Card RAM Flash 10.0.0

Recommended Mac System Requirements: 2.0 GHz Intel Core 2 Duo or faster 1024MB of RAM or greater 64MB of Video Card RAM or greater Flash 10.x

Windows Supported Platforms: Windows XP, Windows Vista & Windows 7

Minimum Windows System Requirements: 2.2 GHz Pentium 4, 1.83 GHz Intel Core Duo or equivalent 512MB of RAM 64MB of Video Card RAM Flash 10.0.0

Recommended Windows System Requirements: 2.8 GHz Pentium 4 or faster processor 1024MB of RAM or greater 64MB of Video Card RAM or greater Flash 10.x

System Requirements For Video/Audio

Test the setup you will use for the chat (microphone

and webcam) BEFORE the date of the conference Create a TokBox account at http://www.tokbox.com/

Create your account using the free “video chat” option

Start a Chat

If you can see yourself and the audio meter is active, then you’re good to go

Otherwise, click on the “wrench” in the video chat to check the correct camera and microphone are being picked up

Test Your Setup

Optimizing Your Experience

And How to Solve Common Technical

Issues

Make sure that you have the latest version of

Flash installed Go to "Account" in the top menu and select Cam

& Mic Settings from the drop-down menu A set up window will appear; make sure you've

selected the "active" webcam where your image appears

It should be highlighted in yellow Quit all the other programs that might be using

your camera (e.g iChat, Skype, Yahoo Messenger)

Webcam Setup

Check your microphone sensitivity to make

sure it is picking up your voice Go to "Account" and then "Cam & Mic Settings"

from the drop-down menu If you follow this wizard, you will be able to test

your microphone Try doing the same as above, following the

settings on your actual computer Check the volume on your computer and also

the volume on the individual video call windows

Mic Setup

We recommend at least a standard DSL line - the

faster your connection, the better your video call experience will be

Wi-fi is not as stable as a wired connection & we would recommend video calls on a wired connection

If you’re behind a firewall… In order to access TokBox, you'll need to have port

80 or port 1935 open Avoid downloading large items while video

conferencing

Internet Connection

Get the most recent version of Adobe Flash (The

recommended version for the Adobe Flash player is 10.0.45.2): http://get.adobe.com/flashplayer/

Set your Adobe Flash storage settings to unlimited. More information: http://www.macromedia.com/support/documentation/en/flashplayer/help/settings_manager07.html

Get the most recent version of your Internet browser: Mozilla Firefox: http://www.mozilla.com/en-US/ Microsoft Internet Explorer: http://tinyurl.com/3242ra Apple Safari: http://www.apple.com/safari/download/ Opera: http://www.opera.com/ Please note that TokBox doesn't support Linux or Chrome at this

time Make sure your operating system is updated with all recent

performance and security upgrades

Browser Crashing?

Sometimes we may experience…

a delay in audio between endpoints not everyone can hear each other text chat failure video can drop the application can freeze and stutter

Please close applications or web tabs/windows you're not utilizing Having too many tabs or windows open can lead to

performance issues, including browser crashes Use patience and liberal use of the refresh button (on

the TokBox window) will allow us to push through

Video Freezing or Audio Delays?

While TokBox uses echo cancellation software to improve the

sound quality, the built-in speakers and microphone on your computer may still cause some echo/feedback loop, or ambient noise

To reduce sound-related interferences: Be in a quiet location to limit ambient noise Use a headset (headphones with microphone) to reduce

the echo Mute your microphone when you're not speaking Close other applications Close any unused browser windows as well Use the most recent version of Flash

If multiple people are in the same room, using the same computer, you might want to use an external microphone to prevent issues with echo

If there is excessive ambient noise or echoing, we may need to mute everyone

Dealing with Echo Echo Echo

During the Conference

Ground Rules and Guidelines

People “on-screen” will be doing the talking and

presenting “Off-screen” participants will be in watch and listen

mode During the majority of the conference, we will move you

“off-screen” to allow the moderator and/or presenter to have the stage and to improve performance

There will be times during the conference that everyone will be on-screen (e.g. social time) Everything that is said is heard by all and if you want to

talk to someone in the group, then all must wait This tends to bias the conversation toward those who are

not afraid to interrupt During times when we are all on screen together, please

be courteous to each other and let everyone get a chance to speak

On-Screen vs Off-Screen

Audience members may submit video

questions (if you have a webcam and microphone) as well as participate via text chat

Off-screen participants may also click the green "Ask to go on-screen" button in the bottom left corner of the call window

The Moderator of the call will be notified of the request

Participation Tips

You can control your mic gain, mute, and

video pause by mousing over your own video window

You may need to tweak these settings rather frequently during a chat

When the refresh button is used, these settings reset, thus requiring more adjustment

Volume Controls

Set your privacy settings for Instant

Messages to “allow from anyone” This will enable you to follow all the text chat

that takes place within the Broadcast Video Chat

Simply go to My Account and select Privacy Set the Instant Message option to “Allow from

anyone”

Privacy Settings

To get technical support from Khouzhan Athena before

the conference, or to request a test conference/chat, please email me at: athena@spellmaker.com

Preferably as soon as possible so that I can help with any possible problems

Ask me and I’ll make myself available for a test chat

Warning: Mac users have reported some difficulties with the TokBox, so if you want to chat from a Mac, PLEASE let me know ahead of time so that we can test ahead of time

Getting Technical Help