Before the Event

(Live Meeting 2007_Events Quick Start Guide.pdf) - UI with Callouts

Prior to the actual event, you need to set up the event in LiveMeeting. You can set up event details, meetings, and recordings, send out invitations, and manage registration for the event.

Before you create an event :

Make sure you have an account with your organization’s Microsoft® Office Live Meeting 2007 service conference center. Your account must have Organizer privileges, which allows you to create events and schedule meetings.
Determine whether the event will be made up of scheduled Live Meeting sessions or recorded sessions.
Gather information that you want to display to invitees about the presenters.
Decide whom you will invite to the event. After you create the event, you can add invitees’ e-mail addresses and send invitations. Optional features to consider
Decide whether you want to include the following optional information:
Registration questions and form (presented to attendees as they register).
Entry questions (presented to attendees as they join the event). • Branding (page colors and graphics that display on the event registration and entry pages).
Surveys (sent to attendees as a follow-up after the event).
Tests (administered during or after the event).

Creating an Event

You can enter basic event information when creating the event. Later you can add other details, such as Live Meetings, recordings, presenter information, and surveys and tests.

To set up event basics:

Log into your Live Meeting conference center. On your My Home page, click Events.
Click New Event.
Enter a Title and Description. Then complete the following as appropriate:

In The event has, select Live Meetings or Recorded Sessions.
In Registration approval is, select Automatic or Manual (requires you to approve registrants).
Select Make the event public to allow attendees from outside your conference center. To set up event details:
Click the following as appropriate:

Registration Form to add questions that people see as they register. Select from the list or add new questions (see “Question Types”).
E-mail Notifications to send notifications to attendees or presenters, or to send alerts to yourself (see “E-mail Notification Types”).
Entry questions to create entry questions that display for the attendees immediately after they join the meeting (see “Question Types”).
Event Branding to add visual elements to the registration and entry pages for the event, including page colors and graphics.
Surveys to send a follow-up survey to people who attended the event (see Question types).

To set up event meetings or recordings:

Click the following as appropriate:
- If the event has recorded sessions, click Add New Recording to add a re-cording of a Live Meeting to the event.
- If the event has Live Meetings, click New Meeting to schedule Live Meet-ings for the event.

To set up meeting elements:

Click the following as appropriate:

Event Presenters (only for events with Live Meetings) to add profiles about the presenters for each Live Meeting session. Presenter profiles appear in e-mail invitations and on the registration page. You can add a new presenter profile or insert an existing one.
Meeting Handouts (only for events with Live Meetings) to add hand-outs to the Live Meeting sessions that attendees can download during the sessions.
Tests to create tests that can be administered to attendees during or after the event.

Previewing and Publishing the Event

You should not publish an event until all details for the event are prepared and ready for registrants to use, including meetings, registration forms, presenters, and surveys. At a minimum, the meeting must have associated meetings or recordings before you can publish it.

To preview and publish the event:

On the My Home page, click Events. In the drop-down view list, select Un-published or All.
Click the event title. The Event Summary page appears.
To preview the event, point to Preview, and then click Registration Page, Entry Page, or Survey. Click Back.
Click Publish Now to publish the event.

Sending Invitations for the Event

After you create the event, you can send e-mail invitations to potential attendees. The e-mail invitation includes the event title and description, presenter profiles (if entered), and a link to the registration page. You can send invitations before the event is published, but invitees can register only after the event is published.

To send e-mail invitations for the event:

On the Events page, find the event for which you want to send invitations.

In the list of events, click the title of the event.

On the Event Summary page, point to Send E-mail, and then click Send Invites.

On the Send E-mail Invitations page, in the To text box, type the recipients’ e-mail addresses. Separate multiple addresses by a comma (,) or semi-colon (;).

In the Subject text box, type a subject.

In the Message text box, type a message.

To preview the invitation, click Preview, and then click Done.

To send the invitation, click Send.

Managing Registration

If you selected automatic registration approval, Live Meeting automatically approves each registrant. If you selected manual registration approval, registrants are added to a pending list for the event, and you manually approve or deny each registrant individually. When a participant’s registration is approved, Live Meeting automatically sends a confirmation e-mail that contains a Join Meeting link for the registrant to join the event.

To manually approve or deny registrants for an event:

On the Events page, find the event for which you want to approve or deny registrants. In the Pending Approvals column, click the number (this is the number of registrations that are pending approval).
Select the registrants you want to approve, and then click Approve.
Select the registrants you want to deny, and then click Reject.
Click Done.

Finding and Editing Existing Events

Use the Events page to find all of your events. By default, the Events page shows upcoming events (published events with at least one upcoming meeting), but you can change this view.

To find events:

Log into your Live Meeting conference center.
On the My Home page, click Events.
On the Events page, select one of the following options:

Past. Displays events with past meetings, events without associated meetings, and events with recorded sessions.
Unpublished. Displays events that have not yet been published.
All. Displays all published and unpublished events.

To view event details:

Under the Title column, click the event title. The Event Summary page for that event appears.

To edit an event:

Select the check box next to the event, and then click Edit Event.

Rescheduling and Canceling Events

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Setting Attendee Permissions (OLM2007_Attendee_Permission_Settings)

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Recording Events

By default, a recorded presentation includes the slides shown at the meeting and content added during the meeting, such as questions and edited text slides. You can also choose to record the audio, video, and panoramic video. Meeting recordings are saved in the Windows Media Player format (.wma) and are stored on your Live Meeting conference center or on you computer.

Recordings are especially useful for people who cannot attend the meeting and might want to view it at a more convenient time. If recording is enabled for a meeting, you can begin recording at any time. Before recording your meeting, choose whether you want to save your recording to your computer or your Live Meeting conference center (To Service) and what you want to record.

Important: You can only save a recording on your conference center (To Service) if you have a Live Meeting service account.

To record a meeting:

In the meeting client, click the Recording pane, and select the To My Computer tab or To Service tab, depending on where you will save your recording.
Click Options, and in the Personal or Shared Recording Options dialog box, select what you what to record.
If you are saving the recording to your computer, in the Personal Recording Options dialog box, click Change, and select where on your computer you want to save the recording.
Do one of the following:

To save your setting and record later, click OK.
Or, to start recording, click Record.

To stop, pause, or save a recording

In the Recording pane, click Pause or Stop.
If you clicked Stop, to save the recording, in the Stop Recording dialog box, click Save Recording. After you save a recording, it will be available within approximately 24 hours, depending on the content and duration of the recording.

To view a recording saved to your Live Meeting conference center:

Log on to Live Meeting Manager.
On the My Home page, under View, click Recordings.
Under View recording, in the ID and Recording Key boxes, enter the recording ID and the recording key, respectively. By default, the recording key is the same as the meeting key. If the meeting did not require a meeting key, then by default no recording key is required.

Reference (Question Types and E-Mail Notification Types)

Use the following information for reference when setting up questions and surveys in LiveMeeting.

Question Types

The question types described in Table 1 are available for registration form questions, entry questions, and surveys.

Table 1. Question types for registration, entry, and survey questions

Question Type	Description
RadioGroupList	Multiple choice question where respondents can choose exactly one response.
CheckBoxList	Multiple choice question where respondents can choose multiple responses.
TextBox	Respondents can type a short response (up to 32 characters).
TextArea	Respondents can type response of unlimited length.
DropDownList	Multiple choice question where respondents can choose one response from a list.
ListBox	Multiple choice question where respondents can choose multiple responses from a list by holding down the CTRL key.

The question types described in Table 2 are available for tests.

Table 2. Question types for tests

Question Type	Description
Single select	Multiple choice question where respondents can choose exactly one response.
Multiple select	Multiple choice question where respondents can choose multiple responses.
Fill in the blank	You specify the correct word or phrase in brackets [ ] to complete a sentence. The answer that the respondent types must match the correct answer.
True/False	Respondents can answer “True” or “False.”

Email Notification Types

When creating an event, in Event Details, you can set up six kinds of e-mail notifications as described in Table 3.

Table 3. E-mail notifications

Notification Type	Description
Confirmation	Send confirmation and reminder to approved registrants. Include pre-meeting reading material.
Approval Denied	Inform registrants that their registration was denied.
Presenter	Send meeting pointers and event details to presenters.
Alert me	Receive alerts when there are pending requests.
Post meeting note to attendees	Send notifications after the meeting is over. Include surveys, thank you notes etc.
Post meeting note to non-attendees	Send notifications after the meeting is over. Include surveys, tests etc.

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