Starting a live session (Webex Webinars)

 

Before we start, it’s vital to note that Stage Managers must use a Windows or Mac laptop or desktop computer to host a live stage. If you use a different operating system or a mobile device, you won’t be able to access or run sessions on Webex.

 

See these articles for more technical requirements and need-to-know info: Stage Manager Guidelines (Webex Webinars)

 

How do admins open the Webex Webinars room?

 

Conference admins see more than those who are stage managers only. Please check out the next section to view the process for opening a Webex room if you are stage manager, but not an admin. 

Step 1: Navigate to the Virtual Builder

 

 

Step 2: Navigate to the Stages tab

 

 

Step 3: Open the upcoming event

 

Click on the upcoming event you wish to open. The Upcoming title will show events that are happening soon. Events starting the following day or further in the future will not be visible until closer to the actual session date and time.

 

 

Step 4: Click on the Host this Stage Day button

 

 

 

Step 4: Click Start in Webex to open the stage

 

 

Step 5: Start the webinar when the Webex App opens

 

How do stage managers open the Webex Webinars room?

 

This section shows the full process on how stage managers that do not also have administrative access can start Webex meetings. 

Step 1) Navigate to the Stage Day

 

To begin, navigate into the Virtual Builder and click on the meeting you need to open.

 

You will only see meetings assigned to you in the virtual builder for the upcoming day. If the meeting is starting tomorrow or in the future, it will not be visible in the Upcoming Stage Days list.

 

Step 2: Start Hosting the Stage 

 

Click on the upcoming meeting to navigate to the detailed page where you can open the meeting room You can open the meeting room up to one hour before the actual start time. To do so, click on Host this Event.

 

 

Step 3: Click on start in Webex

 

By clicking on the button above you will be brought to Cisco Webex and see a screen similar to the one below. Click Start to launch the Webex app.

 

 

Step 4: Click Start Webinar in the app

 

You will be brought through to the Webex Event and get a screen similar to the one below. Click Start to open the room.

 

Starting your Live Stage FAQs

 

I am in the Webex meeting room. What should I do next?

Once you have started the Webex Webinar, you should prepare the stage based by enabling or disabling functions based on how you would like to run your event. For more information, check out this article on Stage Manager Guidelines (Webex Webinars). Reach out to the conference organisers directly if you aren't sure what they need you to do!

 

Great stuff! I am ready to welcome the attendees. Can they join the meeting a little early?

No. Attendees cannot join until the exact start time of a session. If the session begins at 10am, attendees can join at 10am, but not at 9:59.

 

I am logged in but I do not see the virtual builder. What is happening here?

You are most likely logged in with the wrong email address. Conference organisers grant access to the virtual builder to specific accounts only. You must log in using the correct email to access the virtual builder. We recommend trying an alternative email if you think you know which one the conference organisers used for your account. If in doubt, please reach out to support@exordo.com.

 

Do I have to download the Webex app or can I host through my browser?

All stage managers need to download the Webex app to run meetings. Check out our article on technical specifications for more information.

 

I am running late or I cannot start the stage at all. Can Ex Ordo start my stage for me?

No. Please reach out to the conference organisers directly. They are the only ones who can change the stage manager assignments and find cover if you cannot run the stage.