Show Visuals Web Conferencing Training

1. Welcome to… Show Visuals Web Conferencing Training

2. Agenda • 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

3. Agenda • Part 2 – Leader Skills • Joining Shows • Leader Roles • The Lobby • The Leader Workspace • Leader Toolbar Overview • Changing Presenters • Sharing Content: • Presenting PowerPoint Slides • Navigating with Animations • Application Sharing • Collaborating with App Control • Web Touring • Annotating • Centralized Audience Management • Chat Messaging • Voting and Polling • Streaming Shows • Exiting the Show • Online Help

4. 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

5. Agenda • Part 1 – Scheduling a Show • The main website is the central access point for all show activity. • Go to www.showvisuals.com to • Join a show • Lead a show • Manage My Account • Enter your username and password to enter Studio, the show scheduling service. • Start shows now • Schedule shows for a later time

6. Introduction to Your Account The Studio homepage – three main areas Left navigation • Start and Schedule Shows • Show List (all details) • Content Library • Audience List • Registration Page Library • Survey Page Library • Administration area • Show News • My Profile • FAQs • Contact Details • Log Out • Central area • List of Future Shows • Start a Show Now • Schedule a Show

7. What Show Types Can I Schedule? Main features of each show type

8. 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: • Go to www.showvisuals.com and click Manage my Account. • Enter your username and log in to Studio. • From the Studio home page, select Start a Show Now. Click Start a Show Now.

9. 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 Start a Show Now… Overview • 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.

10. 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 Start a Show Now – Additional Options

11. Schedule a Standard Show… Overview Fully 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.

12. 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

13. Select an Audio Conference Option Same 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.

14. Specify Invitation Requirements Step 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.

15. Set Up an Audience List Step 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.

16. 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

17. 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.

18. Schedule a Custom Show… Overview Full 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.

19. Schedule a Custom Show > Step 1 Name 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.

20. Schedule a Custom Show > Step 2 Audio Conference and Streaming Options • 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.

21. Schedule a Custom Show > Step 2 Invitation 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.

22. Schedule a Custom Show > Step 3 Additional Options and Additional Services 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.

23. Schedule a Custom Show > Step 3 Additional 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.

24. 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.

25. Agenda • Part 2 – Leader Skills • Joining Shows • Leader Roles • The Lobby • The Leader Workspace • Leader Toolbar Overview • Changing Presenters • Sharing Content: • Presenting PowerPoint Slides • Navigating with Animations • Application Sharing • Collaborating with App Control • Web Touring • Annotating • Centralized Audience Management • Chat Messaging • Voting and Polling • Streaming Shows • Exiting the Show • Online Help

26. Joining Shows • Go to www.showvisuals.com to • Join a show • Lead a show-OR- • Join via email invitation.

27. Leader Roles Division 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 show • Demoting and promoting leaders as necessary • Removing leaders • Passing chair controls to another leader • If 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

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

29. The Leader Workspace Conducting the Show 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.

30. Leader Toolbar Located at the top of the screen, the Leader toolbar provides all of the controls for leading your shows. Minimize the toolbar Participant and leader interactionmanagement Content presentation tools Connection status window Active leader / presenter name Leader status and request notification area Show timer Number of connected participants

31. Leader Toolbar Buttons • 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.

32. Presenting PowerPoint Slides • 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. Click Slide button to change to Slide mode Navigate with Next and Previous buttons

33. Navigating Your Slides Navigate to next or previous slide Three ways to navigate slides Action figure denotes an animated slide • 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. Checkmark indicates previously viewed slide Green border highlights current slide for presenter. Co-leaders see a red border around current slide. • NOTE: The Content Viewer is available only to show leaders and is used for content preview and navigation purposes.

34. Navigating With Animations PowerPoint Animations Are Supported • 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 tothe 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.

35. Application Sharing Overview A powerful tool for collaboration, demonstrations, and training • 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 anapplication on your computer.

36. 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

37. 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 Annotating Highlight important information with real-time annotations • 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.

38. Centralized Audience Management The Audience View allows leaders to manage all audience requests • The Audience button contains the following tabs: • There are actions associated with each list to make audience management easier for all leaders.

39. Chat Messaging • 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.

40. Voting and Polling Get feedback from your audience in real time • 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.

41. Streaming Shows The participants’ perspective Participant toolbar on streaming Participant toolbar on teleconference • 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.

42. Exiting the Show • 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 a show with multiple leaders

43. Help Click ? for online help during the show. • Click Help button for online Help specific to leaders. • Participants have their own Help topics specific to the participant experience.

44. Agenda • Part 3 – Manage Your Account • Additional Account Management features • The Show List • The Content Library • Audience Lists • Security options • My Profile • Show Reports • Customer Support

45. Show List • 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. • 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…

46. 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…

47. 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.

48. 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.

49. Archive Enhancements • Two types of archives • Slide Archive Slides synchronized with audio/video. • Full Archive • Slides, 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 Studio • Available from the Show List page in Studio, you can now see details of archive viewing including: • Names of viewers • Times of viewing • Which player was used • Average viewing times • Available for export in CSV format.

50. Content Library Take care of all content management activities via the 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. • 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.