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GUIDELINES FOR HOSTING/ATTENDING ONLINE MEETINGS
INTRODUCTION
Online meetings participants can collaborate on documents, deliver presentations, perform product demonstrations and securely share confidential information from anywhere, at any time.
ETSI online meetings tool incorporates industry-standard security features and end-to-end SSL encryption to ensure that login information and meeting data are secure.
ETSI online meetings tool offers also an extended choice of integrated audio conferencing services at no additional cost: online meetings participants can choose between phone conferencing and Voice over Internet Protocol (VoIP) or allow both options.
SYSTEMS REQUIREMENTS
For PC-based users:
Required
• Windows® 7, Vista, XP or 2003 Server
• Internet Explorer® 7.0 or newer, Mozilla® Firefox® 3.0 or newer or Google™ Chrome™5.0 or newer (JavaScript™ and Java™ enabled)
• Internet connection, with cable modem, DSL or better recommended
Recommended
• Minimum of Pentium® class 1GHz CPU with 512 MB of RAM (2 GB of RAM for Windows® Vista.
For Mac-based users:
Required
• Mac OS® X v10.4.11 Tiger or newer
• Safari™ 3.0 or newer, Firefox® 3.0 or newer or Google™ Chrome™ 5.0 or newer (JavaScript™ and Java™ enabled)
• Internet connection, with cable modem, DSL or better recommended
Recommended
• PowerPC G4/G5 or an Intel processor, with 512 MB of RAM or better.
For iPad-based users:
Required
• Free GoToMeeting app from the Apple App Store
• Organizer must be using GoToMeeting v4.0 build 320 or higher
• WiFi connection to use VoIP
To use a microphone and speakers (VoIP):
Required
• A fast broadband connection, with 384 kbps or more recommended
• Microphone and speakers, with a USB headset recommended
To record a meeting (PC only):
Required
• Windows Media® Player Version 9.0 or newer
• Minimum of 800 x 600 Super VGA, with 1024 x 768 or higher screen resolution recommended
• 1 GB of hard disk space
Note:Recording a meeting is only available using a PC.
INTEGRATIONS
Microsoft® Office®: Microsoft® Office® 2002 or later
Microsoft® Outlook®: Microsoft® Outlook® 2000 or later
Lotus Notes®: IBM® Lotus Notes Version 7.0 or later
Instant-Messaging Integration:Yahoo!® Messenger™, Windows Live™ Messenger, Skype™Chat, Microsoft® Communicator, Google Talk™
Note: Instant-Messaging Integration options are only available for use by GoToMeeting organizers
FIREWALLS
Using GoToMeeting with personal firewalls
If you can't connect and have a personal firewall installed:
• make sure that GoToMeeting is not being blocked. If so, unblock GoToMeeting and try again.
• additionally, you can configure your personal firewall to enable GoToMeeting to access the Internet anytime you need it to.
The first time you run GoToMeeting on a PC that has a firewall installed, you will set off the firewall and be prompted to allow GoToMeeting to access the Internet.
• Select the check box to Remember the answer each time I use this program.
• Click Yes to enable GoToMeeting to access the Internet.
Using GoToMeeting within a corporate Environment
If you do not have a personal firewall but are in a corporate environment, you may have a hardware firewall. Please provide the document available from [1] to your IT department so that they may allow GoToMeeting to connect.
If a connection still cannot be established, please contact Global Customer Support at [2]
SOFTWARE INSTALLATION
You are welcome to install GoToMeeting on as many of your computers as you like but keep in mind you can only host a meeting from one computer at a time.
To install or reinstall GoToMeeting prior to the meeting:
From any PC or Mac simply host a practice meeting from [3] to start the installation process. Enter your Email and GoToMeeting password and then click Log In. Click Meet Now and host a practice meeting,the application is installed!
For PC users, the GoToMeeting icon appears at the bottom-right of your screen in the system tray and is ready for use.
For Mac users, the GoToMeeting Suite icon appears on your desktop. Once downloaded, GoToMeeting can be moved from your desktop to a location of your choice, including your dock.
PRIOR TO MEETING START
Presenter Role
If you plan to share your entire desktop, turn off any instant-messaging applications, notification software or other programs that may interrupt or distract from the meeting. Turn off any streaming media applications that may take up bandwidth and resource-intensive applications that may be taxing processor ability. Set the desktop display to a neutral background and adjust display settings to a mid-range resolution (e.g., 1024 x 768) to improve the display for attendees with lesser settings. This is also the optimal setting for recording a meeting. Clean up your desktop before a meeting. Eliminate wallpaper and icons that may distract your attendees. Have the documents you wish to share ready to be accessed in one or two clicks. Run a trial meeting with a friend to anticipate questions and to familiarize yourself with the format of your online presentation.
MANAGING THE MEETING
Arrive a few minutes early to greet the attendees as they arrive and start the meeting on time. It also helps to have a welcome presentation running during this time. Your presence in these opening minutes can help establish the tone and direction of the meeting. Provide an agenda at the start of the meeting, including estimated duration, and stick to it. Inform attendees what the purpose/goal of the meeting is, what to expect and when and how to ask questions and participate in the meeting. Provide information on how to use equipment or services and how to get assistance if needed. End the meeting clearly. Make sure all the attendees know that the meeting is formally over and stay on the line to address any last questions.
MANAGING THE CONFERENCE CALL
Call in to the meeting from a location where there is little background noise. CONSIDER GLOBALLY MUTING PARTICIPANTS AT THE START OF THE MEETING TO AVOID NOISE ISSUES. Avoid using cellular and cordless phones because of static and use the phone handset or a headset instead of speakerphones because of background noise, tunnel effect and sentence clipping. Turn off your call waiting. The beep of a new call on another line is heard by everyone on the teleconference. Avoid putting your phone on hold during a teleconference, your hold music will play into the conference call. Introduce yourself when you begin speaking and ask other attendees to also identify themselves before speaking. Not everyone in the meeting may know everyone else’s voice. If you find you are having a sound quality issue, hang up and dial back in. Sometimes these problems clear themselves up when the bad connection is terminated.
ATTENDING A MEETING
Attendee Role Overview
A meeting attendee can be any person with an Internet connection. All that is needed to join a meeting is the meeting ID and, if required, the meeting password.
Attendees do not need to subscribe to GoToMeeting; they meet at no cost to them as guests of the organizer.
Attendees may be given the role of organizer and/or presenter from the original meeting organizer at any time once a meeting has started.
JOINING A MEETING
To join a meeting from an email invitation, Outlook or Lotus Notes meeting appointment or instant message
Open the email, appointment or instant message that contains the meeting invitation. Click the link provided in the email to join the meeting. If prompted, click Yes, Grant or Trust to accept the download. If requested, enter the meeting password provided by your meeting organizer. When prompted, type in your name and optionally, your email address. Upon clicking OK in the Name and Email dialog, you will be entered into the meeting. The attendee Control Panel and the GoToMeeting Viewer window will appear.
To join a meeting from the GoToMeeting Web site
Open an Internet browser and go to [4] or [5] Click the Join Meeting button. If prompted, click Yes, Grant or Trust to accept the download. On the Join a Meeting window, enter the meeting ID you received from your meeting organizer. If requested, enter the meeting password provided by your meeting organizer. When prompted, type in your name and optionally, your email address. Upon clicking OK in the Name and Email dialog, you will be entered into the meeting. The attendee Control Panel and the GoToMeeting Viewer window will appear.
FAQs
How does GoToMeeting work with firewalls?
When GoToMeeting software is activated on a computer, it initiates one or more outbound, SSL-protected TCP connections with the GoToMeeting service, using ports that are already open in most firewalls and proxies (ports 8200, 443. and/or 80). Whichever connection responds first is used, and the others are dropped. It thus provides a high degree of compatibility with your existing network security.
How do I ensure that only invited attendees can gain access to my meetings?
In addition to the randomly generated 9-digit meeting ID, meeting organizers can specify and require a password, which is never transmitted to Citrix Online in any form. Since we cannot prevent invited attendees from sharing meeting IDs and passwords with others, we recommend that meeting organizers stress the importance of keeping meeting invitations confidential to their invitees. Finally, meeting organizers can always dismiss an unwanted attendee by clicking the name in the Attendee List and selecting Dismiss from the drop-down menu.
What is the cost for voice conferencing?
GoToMeeting includes its Total Audio conference call service at no extra cost to you. You may decide to use this service or choose another method of bringing audio to your online meetings. With Total Audio you can opt to use phone conferencing or VoIP exclusively, or allow participants to choose between both options. Our phone conferencing service provides a phone number and meeting code that can be dialed by all meeting participants. Participants are then charged their standard long-distance rate for calling this number, just as if they made a regular long-distance call. You and your attendees can also talk for free by choosing the “Mic and Speakers” option. Our free VoIP (Voice over Internet Protocol) service enables meeting participants to transmit and receive audio over the Internet at no cost to them using a microphone and speakers connected to their computers. (A USB headset is recommended for those speaking.)
Do I need to set my browser to accept cookies in order to use your Web site?
You can browse our Web site without having cookies enabled. However, if you want to sign up to try or buy one of our products online, or if you need to log in to an existing account, you will need to adjust your browser’s privacy settings to accept cookies. We primarily use cookies to provide you with secure access to your account. Is my online meeting session secure? Your GoToMeeting session is completely private and secure. GoToMeeting uses built-in, always-on security measures to protect user privacy and access to data and computers. It is the only online meeting solution that uses end-to-end 128-bit AES (Advanced Encryption Standard) encryption for all meeting data, which includes screen images, files, keyboard and mouse input and chat text.
