Voodoo Video Conference Preparation and Technical Tips

for Administrators, Moderators, and Presenters

by Khouzhan Athena

SPELLMAKER ALBUQUERQUE VOODOO VIDEO CONFERENCE OCTOBER 23 and 24, 2010

Hello, Albuquerque Voodoo Video Conference

presenters and moderators! 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 present and/or moderate during in the Spellmaker Voodoo Video Conference

Overview

Getting Ready

For lights, camera, and lots of chatting action!

TokBox video calls 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

Essential Items: Webcam

If your camcorder has DV output it is possible to use it

with TokBox DV output is the connection that allows you to play

your videos from the camera onto your computer so you can then edit them

You can plug the DV output into your computer's firewire port (this port comes built into Macs, but most PCS do not include these – it can however be purchased)

Once you have done this, your camcorder will become an available option in your TokBox cam/mic settings

Using a Camcorder?

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

Essential Items: 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

Presenting a Demo, Lecture, Class, or Leading

a Workshop

Tips for Presenters

Please provide a descriptive title of your talk If you're offering video clips, please keep them

brief since this is an interactive event To maximize interaction, please take questions

during your talk Move your main points to the start of your talk in

case you run out of time due to questions and discussion

Most presentation formats are welcome, and attendees will appreciate creative and innovative presentations

Presentation Content

Having an electronic presentation is not required. However, if

you have presentations, videos or photos to share, set them up in advance to prevent any last minute panics

Click the “TV icon” at the top of the page for your Broadcast Video Chat

Add the URLs for your videos, presentations, etc. and click “Queue”

Several types of media can be shared during your conference: YouTube videos SlideShare presentations Flickr albums Picasa albums

When you come back to start the chat, they will be there ready for you to share

Upload Your Media

Presenters can either use a webcam or video camera and

record themselves speaking, edit it with video software, then upload to Youtube

You could also create a Powerpoint and use Camtasia to record themselves explaining each slide, and upload to Youtube

Once uploaded to Youtube, conference administrators link to the Youtube video from within the conference invitation and setup screen

During play, you'll probably want to put everyone on mute and minimize chat interaction

Pre-Recorded Videos

Presenters can create a Powerpoint and upload it

to Slideshare Once uploaded to Slideshare, conference

administrators link to the Slideshare presentation from within the conference invitation and setup screen

During play, the presenter can give a "live" talk, go backward and forward using Slideshare buttons, and explain each slide

You'll probably want to encourage chat interaction

Live Slideshows

Other options for sharing media include:

Flickr albums Picasa albums Etherpad documents (though upon checking, it

appears that Etherpad no longer exists) Khouzhan Athena hasn't played with these

much yet. Anyone planning to use these formats?

Other Media Options

During the Conference

Ground Rules and Guidelines

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

and will be seen and heard by all attendees of the call “Off-screen” participants will be in watch and listen mode

They can view the video call taking place between on-screen participants

They can interact with the main video call by submitting video questions and text chatting

They can also request to be moved on screen When you're selecting contacts to invite to your Video

Conference, you'll have the option to choose whether they appear on-screen or off-screen

By default, all invitees receive an invitation for the audience unless you select the down arrow directly to the right of their name and select on-screen

On-Screen vs Off-Screen

You can control the individual volume for each

participant with controls that become visible when you mouse over their video window

Also, you can control your mic gain, mute, and video pause by mousing over your own video window

Each participant 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

Controlling the Chaos

Tips for Administrators and Moderators

Make sure everyone has the correct URL

for the chat There are two URLs for every Broadcast Video

Chat One is for people who are “on-screen” who will

be doing most of the talking and presenting The other is for “off-screen” participants who

are going to be mainly watching and listening

Two Conference URLs

Appoint a moderator to field video questions,

manage the sharing of presentations and generally make sure things run smoothly

The moderator can produce the chat from off-screen so they can be multi-tasking and not appear distracted on-screen or take up valuable space

Appoint a Moderator

As the moderator you will be given the option to approve

every participant before they join your Video conference There is an option to "always allow“ which will automatically

approve all join requests Only the moderator can play media within the call

If someone submits media to play, you will be prompted to approve it first

Once the Video Conference is in session, mouse over an on-screen participant's video image and a control list will appear You will have the option to: move off-screen, silence, and promote

(to moderator) If you'd like to move an audience member on-screen, mouse over

their name in the Guest list You will also see an option to remove them from the Video

Conference (Note: You can't remove an on-screen participant from the conference until you've moved them to the audience first)

Moderator Controls

Video questions are an optional feature for your Video Conference It's a great way to keep your audience engaged, or if you have a

shy audience (especially at the beginning) If you check this box during setup, audience members that are

off-screen will be able to record and submit a video question to you

The moderator can review this question in advance, then choose whether or not to share it with the entire conference

Ask a few people to think up questions and submit a video question in advance by clicking on the chat URL in advance and then clicking “Record a question”

As the moderator you can then share this in the chat and inspire others to ask a question

Plant Some Questions

If you leave the call, it will remain active,

however there won't be a moderator unless you've promoted someone, so the call will become un-moderated

If you do not want this to happen, you must promote someone to moderator before you leave

Delegating the Moderator Role

Once your Video Meeting has begun, you can

share media by clicking the TV icon in the top right corner of the Video Meeting window

A drop-down menu will appear which lists several options

Select the media source you'd like to use, and paste in the URL

Sharing Media While Presenting

When your Video Meeting is over, click the "x"

in the top right corner of the video call window If you're the moderator of the meeting you will

be given three options: cancel, leave call, or shut down call

If you leave the video call, it will remain active, however there won't be a moderator unless you've promoted someone

Shutting down the call will force all participants out of the call

End of the Session

Include both moderators and speakers roles in

the dress rehearsal Try and get everyone together in advance of

the meeting and make sure they have familiarized themselves with all of the features and functionality, particularly if you are going to ask them to moderate the chat at any point

Dress Rehearsal!

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: some 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