How to Participate in a Webinar or Videoconference

Videoconferencing is a popular means to share information where participants can see a presentation on their computer screen from over the internet and hear a commentator and fellow participants either over the internet or via telephone. The word "webinar" is a spin-off of the words web and seminar. Where the purpose of a webinar and videoconference may vary, the technical sides are quite similar.

Before signing up for a webinar or videoconference, make sure that your computer has the capability to run the software needed to participate in these types of internet-based group audio/visual events. The site at which you register or the email invitation to attend will include information or links to information describing minimum computer requirements. In addition, you will be informed on how the audio portion will be conveyed, which could be on the internet (you need speakers and microphone or computer connected headset) and/or via telephone. And if by phone, they will indicate whether they use a conference call service (meaning toll free for you) or if the call is possibly a long distance charge that you have to pay.

Instructions

1. So you have confirmed through the provider that you have the equipment you need and have registered for the webinar or videoconference. You will have received from the provider a link to the event and directions on how to access the webinar/videoconference. At least one day before the event, download any necessary software as directed by the event provider. The provider may make available a test link for you to ensure your computer is properly setup.

2. At least 15 minutes before the start of the event:

   If you are organizing the webinar or videoconference for a group of people to watch, you will have already made sure that a conference room with screen and an operational projector that can attach to a computer are available. Hookup the projector. If you are participating in the event from your own desk and computer, make sure your computer and internet connection are functioning. You may want to make a trip to the restroom or grab a beverage.

3. At least 5 minutes before the start of the event:

   Using the link provided in the email confirmation provided by the event provider, connect to the webinar or videoconference. If the audio portion is provided through a conference call service, as noted in the email confirmation from the provider, call the number. Depending on the setup used by the event provider, you may or may not be able to hear fellow participants at this time. Close down all other programs on your computer, especially email. Be prepared to close your door at the time the event is scheduled to start.

4. The video portion of the event will display with no need for you to advance the pages, the commentator does that with the web conference software. The event coordinator may keep the audio portion open so anyone can speak up during the presentation. If the audio is open, others can hear you and hear what's going on around you (more reason not to be typing an email during the event). If you are in a noisy location, muting your phone until you want to speak would be the courteous thing to do.

5. Take advantage of question and answer portion of the presentation. When you speak, start by giving your first name and perhaps your location, like "This is Bob in Detroit."