Creating a Webex Webinar Experience using Webex Meetings

Faculty, students, and staff can use Webex Meetings for one-way dissemination of information. While Webex Webinars has more event-specific features, users can still run a simple event using Meetings.

Using the Livestream as a Privacy and Safety tool

Consider whether you need your audience to use the built-in Webex Chat, Q&A or breakout sessions. If these are not necessary, then you may consider using the Livestream to reach your audience. You would then send a regular Meeting invite to only the Panelists, and then livestream to your audience. From the public's point of view, watching the livestream is functionally equivalent to watching a YouTube video; they do not establish a two-way connection like they would with Meetings/Webinars; they can only view. Depending on which platform you use to host your Livestream, you may have a chat function available for your viewers. Learn how to live stream at Webex Live-Streaming.

Webex Meetings

Has limited registration options and cannot limit entry to invited participants.
Does not have a Panelist / Attendee distinction:
- Does have Host+Cohost / Participant distinction
Cannot limit camera privilege to certain users but can limit microphone privilege.
- Learn how to set the Stage and synchronize it with all viewers: Webex Stage and Synchronizing your View to All
- Otherwise, all users will appear as a tile in the Grid View whether they have their camera on or not.
- If the session is being recorded, review how to change the Recorder's layout in order to hide non-speakers at Webex Recording Options.
Can restrict sharing to a certain Participant (similar to the Presenter role in Webinars).
Can recur (unlike Webinars).

If any of these qualities are deal-breakers, please use Webex Webinars.

For more information about Webex Webinars, see Webex Webinars.
Please feel free to reach out to techsupport@uconn.edu for help in your decision.

Setting Up Your Meeting

Go to s.uconn.edu/webex .
Enter your UConn NetID and NetID password to sign in.
From the lefthand menu choose Calendar and then click on the Schedule button.
Give your Meeting an appropriate name in the Meeting topic field.
Enter a name for this "event."
Choose the Date & Time. Enable a recurrence if needed.
Add your Cohosts ("Panelists") by email address in the Attendees field. If they are a UConn member, be sure to use their @uconn.edu address so they can be designated as a Cohost by clicking on the person icon next to their name.
1. If they do not have a UConn address, they can be designated as Cohost after the Meeting begins; right-click on their name and Change role to → Cohost during the session.
Click on Audio connection options.
In the Mute attendees section, uncheck Allow attendees to unmute themselves in the meeting and check Always mute attendees when they join the meeting. This gives only the Host and Cohosts the ability to unmute participants.
1. Click on Audio connection options again to collapse the menu.
Click on Advanced options to expand the next set of options.
1. Registration can help you learn more about who is joining your event. After creating this scheduling, you will have two links: one that leads to the registration page and one that will bring people right into the session. Remember, you cannot restrict entry to only those who registered. If you need to restrict entry, use Webex Webinars. Learn more about Webex Registration - Information
Click on Edit attendee privileges.
1. Uncheck Share Content to prevent participants from sharing their screen. You will need to make a Participant the Presenter during the session.
2. To have a Webex Webinars-like experience, uncheck View participant list.
3. Uncheck Control application so you will not receive prompts from the audience to control your screen.
4. To have a Webex Webinars-like experience, leave only Participate in private chat with: Host checked to have a Webex Webinars-like experience.
  Note: This only affects the Private Chat; you will need to restrict the Public (or "global") Chat once the Meeting begins. See the bullet point below in the "Running this session" section of this guide.
Click Schedule to finish scheduling the session.

Sharing the Session information

If you are using the Livestream as mentioned in the green Tip above, remember to only send the join link to your speaking participants. The audience should only receive the livestream link or information on how to view it.
To share the information with non-invited participants: Sharing Webex Information Online.

Running the Session

This session will run as a regular Meeting with the increased restrictions you have enabled.
To restrict the Public Chat: Click on the Participant menu then Assign Privileges.… In the Communicate tab, uncheck the boxes to disable their respective feature.
To designate the "Panelists," you (the Host) must right-click on the correct Participants and Change role to → Cohost (if you did not do so during the Scheduling process, e.g., non-UConn participant).
- Once the user is a Cohost, they have the privilege of unmuting themselves and others.
- Since you disabled Anyone can share, the Presenter role must be passed around if a user wants to share content. Drag the Webex icon from Participant to Participant in the Participant Panel to transfer the Presenter role or right-click on the correct Participant and Change role to → Presenter.
If you would like to unmute an Attendee, find their name in the Participant Panel and click on the red microphone icon to request that they permission to unmute.
Optional: Set the Stage and synchronize it with all viewers: Webex Stage and Synchronizing your View to All

Information Technology