Net Cnferencing User Guide: Advanced and Custmized Net Cnference with Micrsft Office Live Meeting Event Registratin Event Registratin User Guide Event Registratin is a feature f Advanced and Custmized Net Cnference with Micrsft Office Live Meeting and is designed t help facilitate large meetings and events. This quick reference card prvides the basic steps fr creating and scheduling an event using Advanced r Custmized Net Cnference with Micrsft Office Live Meeting 2007. Befre yu create an event Make sure yu have an Advanced Net Cnference with Micrsft Office Live Meeting accunt. Determine whether the event will cnsist f scheduled Live Meeting sessins r recrded sessins. Gather infrmatin that yu want t display t invitees abut the presenters. Decide wh yu will invite t the event. After yu create the event, yu can add invitees e-mail addresses and send invitatins. Optinal features t cnsider Decide whether yu want t include the fllwing ptinal infrmatin: Registratin questins (presented t attendees as they register). Entry questins (presented t attendees as they jin the event). Branding (page clrs and graphics that display n the event registratin and entry pages). Surveys (sent t attendees as a fllw-up after the event). Tests (administered during r after the event). T sign in t Live Meeting Registratin Sign int yur Advanced Net Cnference hmepage either thrugh Manage My Meetings r the site URL directly. Enter yur Manage My Meetings username and passwrd. Click n Events 1
T Create an Event Click n New Event Yu can enter basic event infrmatin when creating the event. Later, yu can add ther details, such as live meetings, recrdings, presenter infrmatin, surveys, and tests. Step 1: Event Basics Sectin Enter a Title and Descriptin. In The event has sectin, select Live Meetings r Recrded Sessins. In Registratin apprval, select Autmatic r Manual (requires yu t apprve registrants). Select Make the event public t allw attendees frm utside yur cnference center. Step 2: Event Details sectin Click the fllwing as apprpriate: Registratin Frm t add questins that peple see as they register. Select frm the list r add new questins (see Questin Types ). E-mail Ntificatins t send ntificatins t attendees r presenters, r t send alerts t yurself (see E-mail Ntificatin Types ). Entry Questins t create entry questins that display fr the attendees immediately after they jin the meeting (see Questin Types ). Event Branding t add visual elements t the registratin and entry pages fr the event, including page clrs and graphics. Surveys t send a fllw-up survey t peple wh attended the event (see Questin Types ). 2
Step 3: Event Meetings (r Event Recrdings) sectin Click the fllwing as apprpriate: If the event has recrded sessins, click Add t add a recrding f a live meeting t the event. This will take yu t the Assign Recrdings sectin where yu may select the recrding that is t be assigned t yur event. If the event has live meetings, click New Meeting t schedule live meetings fr the event. The Schedule an event Meeting page appears. Enter the meeting details - Start time, End time, Registratin clse date, Time zne and Available seats. Then click Save 3
Step 4: Meeting Elements r Recrding Elements Click the fllwing, as apprpriate: Event Presenters (nly fr events with Live Meetings) t add prfiles abut the presenters fr each Live Meeting sessin. Presenter prfiles appear in e-mail invitatins and n the registratin page. Yu can add a new presenter prfile r insert an existing ne. T create a new presenter, enter the Name, E-mail address, Presenter image, Presenter Infrmatin Assign presenter t event meetings Click Save 4
Meeting Handuts (nly fr events with Live Meetings) t add handuts t the Live Meeting sessins that attendees can dwnlad during the sessins. Tests t create tests that can be administered t attendees during r after the event. T create a test, select New Enter Title, Authr, Descriptin, Instructins Select New under Test Questins t add questins t the test. In Assign tests t event meetings, identify the event(s) t which the test is t be assigned. Click Save 5
After Steps 1 thrugh 4 are cmpleted, Click Save, Summary, Publish Nw r Cancel Preview and Publish the Event Yu shuld nt publish an event until all details fr the event are prepared and ready fr registrants t use, including meetings, registratin frms, presenters, and surveys. At a minimum, the meeting must have assciated meetings r recrdings, befre yu can publish the event. T preview and publish the event On the My Hme page, click Events. On the Events page, In the drp-dwn view list, select Unpublished r All. Click the event title. The Event Summary page appears. T preview the event, pint t Preview, and then click Registratin Page, Entry Page, r Survey. Click Back. T publish the event, click Publish Nw. 6
Send Invitatins fr the Event After yu create the event, yu can send e-mail invitatins t ptential attendees. The e-mail invitatin includes the event title and descriptin, presenter prfiles (if entered), and a link t the registratin page. Yu can send invitatins befre the event is published, but invitees can register nly after the event is published. T send e-mail invitatins fr the event On the Events page, find the event fr which yu want t send invitatins. In the list f events, click the title f the event. On the Event Summary page, pint t Send E-mail, and then click Send Invites. On the Send E-mail Invitatins page, in the T text bx, type the recipients e-mail addresses. Separate multiple addresses with a cmma (,) r a semi-cln (;). In the Subject text bx, type a subject. In the Message text bx, type a message. T preview the invitatin, click Preview. Click Dne. T send the invitatin, click Send. 7
Attendees will receive the email invite t register fr the Event. The Registrant will click the registratin link embedded in the email. After Attendees cmplete the Event Registratin frm, they will click Submit/Register. 8
Attendees will receive a cnfirmatin f their event registratin. Manage Registratin If yu selected autmatic registratin apprval, Live Meeting autmatically apprves each registrant. If yu selected manual registratin apprval, registrants are added t a pending list fr the event, and yu manually apprve r deny each registrant individually. When a participant s registratin is apprved, Live Meeting autmatically sends a cnfirmatin e-mail that cntains a Jin Meeting link fr the registrant t jin the event. T manually apprve r deny registrants fr an event On the Events page, find the event fr which yu want t apprve r deny registrants. In the Pending Apprvals clumn, click the number (this is the number f registratins that are pending apprval). Select the registrants yu want t apprve, and then click Apprve. Select the registrants yu want t deny, and then click Reject. Click Dne. The Status and Cnfirmatin Number will be updated fr each Registrant upn being Apprved. 9
Find and Edit Existing Events Use the Events page t find all f yur events. By default, the Events page shws upcming events (published events with at least ne upcming meeting), but yu can change this view. T find events Lg int yur Advanced Net Cnference with Micrsft Live Meeting service via Manage My Meetings r the site URL directly. Enter yur Manage My Meetings username and passwrd. On the My Hme page, click Events. On the Events page, select ne f the fllwing ptins: Past. Displays events with past meetings, events withut assciated meetings, and events with recrded sessins. Unpublished. Displays events that have nt yet been published. All. Displays all published and unpublished events. T view event details Under the Title clumn, click the event title. The Event Summary page fr that event appears. T edit an event Select the check bx next t the event, and then click Edit Event. The Create r Edit Event page will appear. 10
Edit the event and Click Save Delete an Event When yu delete an event, yu remve the event frm the Events page and yu delete all meetings, reprts and registrant respnses fr the event frm the Live Meeting. T Delete an Event On the Events page, find the event yu want t delete. Click the bx next t the event yu want t delete and click Delete 11
Questin Types The questin types described in Table 1 are available fr registratin frm questins, entry questins, and surveys. Table 1. Questin types fr registratin, entry, and survey questins Questin Type Single answer (Radi Buttns) Multiple answers (Checkbxes) Single line text answer (Text Field) Multiple lines text answer (Text Field) Single answer (Drp-Dwn) Multiple answers (List Bx) Descriptin Multiple chice questin where respndents can chse exactly ne respnse. Multiple chice questin where respndents can chse multiple respnses. Respndents can type a single-line respnse. Respndents can type a multiple-line respnse. Multiple chice questin where respndents can chse ne respnse frm a list. Multiple chice questin where respndents can chse multiple respnses frm a list by hlding dwn the CTRL key. The questin types described in Table 2 are available fr tests. Table 2. Questin types fr tests Questin Type Multiple select Single select Fill in the blank True/False Descriptin Multiple chice questin where respndents can chse multiple respnses. Multiple chice questin where respndents can chse exactly ne respnse. Yu specify the crrect wrd r phrase in brackets [ ] t cmplete a sentence. The answer that the respndent types must match the crrect answer. Respndents can answer True r False. E-mail Ntificatin Types When creating an event, in Step 2 - Event Details, yu can set up six kinds f e-mail ntificatins, as described in Table 3. Table 3. E-mail ntificatins Ntificatin Type Cnfirmatin Registrant Denial Presenter Pending Requests Pst meeting nte t attendees Pst meeting nte t nnattendees Descriptin Send cnfirmatin and reminder t apprved registrants. Include pre-meeting reading material. Infrm registrants that their registratin was denied. Send meeting pinters and event details t presenters. Receive alerts when there are pending requests. Send ntificatins after the meeting is ver. Include surveys, thank yu ntes, and s n. Send ntificatins after the meeting is ver. Include surveys, tests, and s n. Cntact Us Call the Prduct Help Desk at 1-800-857-8777 (US Only) r 1-210-795-0369 fr questins. Micrsft is either a registered trademark r trademark f Micrsft Crpratin in the United States and/r ther cuntries. All ther trademarks and service marks are the prperty f their respective wners. 12