Adobe Connect Webinar Checklist Unit One: Unit Two: Unit Three: Unit Four: Pre-Webinar Entering Meeting

Information Entering Event Information Entering Calendar Information

Adobe Connect Process

Created by: Edward Bender March 7, 2012

Adobe Connect Pre-Webinar Unit One

1. Presenter a. Check Professional Development webinar calendar to confirm that dates are available b. contact Adobe Connect Manager to confirm General considerations limit webinars to one hour leave hour between webinars if possible try not to stack webinars on same day unless audiences are different 2. Presenter provides Adobe Connect Webinar Request Form

a. b. c. d. e. f. g. h. i. j. k.

Submitted by: Contact Information in case of questions: Name of Webinar: Brief Summary: Date of Webinar: Start Time: Length/duration: Full Description: Presenter(s) name(s) List all email addresses. Please send copy of PPTs and documents

3. Adobe Connect Login: (Helpful hint have the above form open so you can cut and paste information from the document) a. Login: partnerops2aconnect@4-h.org b. Password: XXXXXXXXXXX

END UNIT ONE

Adobe Connect Process

Adobe Connect Webinar Entering Meeting Information Unit Two

1. Enter Meeting Information: {Home Screen/My Meetings tab view} Click on: Create New: MEETING

Adobe Connect Process

Select Participants

Send Invitations

Congratulations, you have completed Step One Create New Meeting. You will now begin Step Two Create Event (you will need the same information). In Event Management, you will need to locate this meeting. From Meeting Information click on Home in gray tab Confirm that your meeting is listed under My Meetings Tab

END UNIT TWO

Adobe Connect Process

Adobe Connect Webinar Entering Event Information Unit Three

2. Enter Event Information Create an Event

After you create your Meeting, confirm that your Meeting is listed.

Next click on Event Management Tab in upper gray bar

Click on New Event

Adobe Connect Process

Make sure you have the completed Adobe Connect Webinar Request Form ready.

The Event Information Page will look similar to the Meeting Information Page. Type or cut and paste the information from the Webinar Request Form into the page

Adobe Connect Process

Select Content

Click the button next to your meeting name.

Then press Next

Create Registration

There are four defaults that are already chosen and are the minimum required

Press Next W We are going to create 2 more

Click on New Short Answer.

Adobe Connect Process

Type in University or Organization.

Check the box requiring response.

Then press Save.

Repeat for New Yes/No

Enter: Are you a member of my4-H? Check box requiring response. Then press Save.

On the next page you will press Next. Adobe Connect Process

Participant Management Partner Ops Aconnect 2 Host partnerops2aconnect@4-h.org is default

Click on Add Guest

Enter email addresses for yourself and for the person(people) that is hosting the event (Since you will have the partnerops2aconnect account and password, you will be able to access the event to help manage it) Include everyone that is presenting Also add my email address (ebender@fourhcouncil.edu) so I can forward the registration link to state liaisons If you are working with a special interest group (i.e. Robotics) add all of the emails to the list you would like, separated by comma Example: ebender@fourhcouncil.edu, gtabachow@fourhcouncil.edu, kwells@fourhcouncil.edu Once you enter each email, you can highlight each person on the list and Set User Role and choose role: Host, Presenter or Participant. Make sure that the person(s) presenting the webinar is set as Host. You can always change their status when you are hosting as well Import/Export List You can import a .csv (comma separated value) file if you have your contacts saved that way by browsing your computer and uploading Because your name was added as a Guest, a registration email will come to you and you can send that to your distribution lists already in your email If you develop an extensive list in Add Guest screen, you can download the list as a .csv file from this screen and use that to upload the next time. Now that you have completed Participant Management click Next .

Adobe Connect Process

E-mail Options The first five (5) boxes are checked as default. You will want to make some changes. Before you press finish, you need to click Customize for Remind participants closer to event. When you get into the reminder, set reminder for five days prior, check MS Calendar option, and press Save Send event Invitations Notify users approval pending Notify users when approved Notify users when denied Show reminder when updates need to be sent Remind participants closer to event ** Send absentee Send thank you Notify me when participants attend Uncheck box Uncheck box Set five (5) days prior Uncheck box

Customize

**

On next page press Finish. Adobe Connect Process

You will see Event Information Confirm all of the information, including event information, times, and presentation name. The Edit URL: is the link that will be sent to your participants for the event. You can cut and paste this as well. As soon as you press PUBLISH, an email with the event information will be sent to everyone you listed as a guest. That email can be forwarded to anyone else you would like. The events will be emailed to all 4-H Science State liaisons by Ed Bender. Event Information page You will have the registration link on this page: the URL link with /event/ in it as well as in your email. You can use either to enter into 4-H.org calendar and my4-H Events. Make sure to add me as a guest (ebender@psu.edu) under Participant Management, so I receive the email notification. When I receive that, I will then enter the information into 4H.org calendar.

END UNIT THREE

Adobe Connect Process

Adobe Connect Webinar Entering Info into Calendars Unit Four

6. Enter into my4-H Events. Go to Events Page and click on Add an Event in the Science Hub Enter information accordingly: In description box, add Register here: and paste the URL from the Event page that has /event/ in the link Once you enter Event click on link to verify that it takes you to the Registration Page 7. Enter into 4-H.org Calendar Go to 4-h.org Staging Area: http://staging.4-h.org/staginglogin.aspx 1. Press Login button in upper left corner 2. Fill in User: and Pwd: then press Login 3. When new screen appears click on staging 4-h.org You will then come to a screen that looks like 4-H.org 1. Enter Resource Library/Professional Development/Science like normal 2. Click on the calendar to open it 3. Double click on date to open 4. Complete information Title Location: Webinar Include title, date and description, target audience, name of presenter Uncheck All Day Box Complete Start and End dates and times Press Save Go through Citrix and complete a Help Desk ticket

End Unit Four

Adobe Connect Process