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To-Do List - Web Meeting Process

    Scheduling Process

    1. Please email the list of participants and their email addresses to the meeting coordinator for invitation distribution.
    2. If the meeting is by invitation only, it will not be posted on the Gateway.
    3. Open meeting will be posted on the Gateway, so that people will have the opportunity to attend.

    Prior to the Web Meeting

    1. Meeting coordinator will send invitation to the presenter and attendees.
    2. Presenter needs to send the bio and presentation materials to the meeting coordinator, who will then forward them to the Gateway for posting.
    3. Request the meeting coordinator for a test run if you are new to CISCO Webex and want to get familiar with the screen layout.

    Getting to the Web Meeting

    1. CISCO Webex software downloads automatically as you join the web meeting. Since you will need to upload your presentation materials, arrange with the meeting coordinator to login about 15 minutes prior to the meeting schedule.
    2. Select/click the Web Meeting Address URL on the invitation OR if you have problem, copy and paste the URL.
      • Fill out your name and your email address
      • Click “Join Meeting”
      • You will be able to join the meeting as soon as the HOST login
    3. To access the audio part, please do NOT select “Call Me”, but instead click “I Will Call In” and dial the numbers on your phone. You will be asked the security code (given on the invitation).
    4. Presenter will need to upload the presentation materials onto CISCO Webex console during the waiting period, prior to the presentation.
      • Select “File” then “Open and Share” if you only have PowerPoint slides to present.
      • Select “Share”, “My Screen” if you have other presentation materials such as excel spreadsheet.

    Cancellation Process
    Should a cancellation occur, please let the meeting coordinator know immediately so all participants can be notified. For a short notice of cancellation, it’s best for the meeting coordinator to standby on the audio or online with notification about the cancellation, so as the people login they will know about the cancellation.

 
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