Version 1, March 14 2017
FS Guide for Hosting Webinars with Adobe Connect
Purpose
This serves as a guide for Forest Service employees hosting webinars using Adobe Connect and AT&T phone lines.
There are additional resources for employees just getting started with Adobe Connect and for hosting virtual
meetings and other virtual events at the FSTEAMS Collaboration Site and the Greening Your Events Website.
Share your lessons and successes by submitting a Green Event Feedback Form, which is available on the
Resources & Support page of the Greening Your Events Web site!
This document is organized by timing:
As Early as Possible: .................................................................................................................................................. 1
Prior to the Dry Run .................................................................................................................................................. 2
Host a Dry Run with Moderator(s) and Presenter(s) ................................................................................................ 4
Day of the Webinar ................................................................................................................................................... 5
After the Webinar ..................................................................................................................................................... 7
Appendix I. Example Participant Connection Instructions ....................................................................................... 9
Appendix II. Example Tips for Presenters ............................................................................................................... 10
As Early as Possible (as you are deciding on dates for the webinar):

Check Availability and Schedule Adobe Connect Seminar Room Sessions for the Webinar and a Dry Run.

If you need hosting access to Adobe Connect, please request this at the FSTEAMS Collaboration Site.

Instructions for how to check for Seminar Room availability and reserve your sessions are on the
FSTEAMS Collaboration Site, How to Schedule a Session page. Make sure to look at the Seminar
Calendar view to see all Events and Seminar Sessions scheduled.

Note: if you have a 100-seat Named Host license and will not have more than 100 connections, use
your Named Host license instead. If you may have over 100, then use one of the Seminar Licenses and
either schedule a Seminar Session or an Event.

If necessary, also reserve a conference room (e.g., if you will have participants gather to present and
participant from your location).
Adobe Connect Event Manager:
Adobe Connect Event Manager is used to set up registration for live and on demand events, create an
event landing page, create a catalog (e.g., for a series of related sessions), track registration and
participation, send event reminder emails, retrieve event reports, and more.
To use Event Manager, log into the FS Adobe Connect Admin Site, click on “Event Management” (at the
top), and click the “New Event” button.
To learn more about Event Manager:
 Adobe Connect quick-start guides (there is an “Adobe Connect Event Checklist”)
 YouTube Video overview of the Events Module
 Adobe Connect weekly training schedule (look for the “Events Made Easy” webinar)

Decide (and potentially schedule) the Phone Line You Will Use for the Webinar and Dry Run.

Note: Our reservationless lines allow 250 participants. It is recommended for webinars that you allow
participants to either listen through the computer or dial into a phone line (provide both options) and
typically at least half of participants tend to choose to listen through the computer.
Adobe Connect support number: 800-422-3623
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If you expect over 250 phone participants (or for more formal webinars), you need to reserve a larger
AT&T phone line (moderated by AT&T). AT&T Connect Event Services (ATTCES) is a good option for
this (they only charge for the phone lines used and they will also join you in the Adobe Connect
meeting room). If you decide to use ATTCES, make sure to request that service for both the webinar
and dry run early (at the time you are confirming dates for the webinar).
Form a Team! It helps to have a few people work together to plan the logistics and help with hosting. For
example, during the webinar, you can have one person focus on the presenters (elevate them to presenter
and watch for webcam/audio issues, etc.) and one person focus on the participants (monitor the Chat pod
for technical issues, help moderate questions, monitor the captions, etc.). For large webinars, it is also a
good idea to have hosts in different locations to provide a backup in case the internet or power goes down
in one location (the other host can continue the webinar with the participants).
Prior to the Dry Run



Create an Audio Profile in Adobe Connect Central (admin site) for the Participant Phone Number.

Instructions for how to set up an Audio Profile for use with AT&T Reservationless Lines.
Enter the participant phone number and access code, so Adobe Connect will dial into the phone line
as a participant (not a presenter).
Note: if you are the only host and it is best for you to connect with VOIP audio (e.g., the computer
microphone audio works better than phone audio), you will want Adobe Connect to dial in with the
leader code. Follow the instructions at the above link, but select the Audio Provider “ATT
Reservationless Leader Dial In” instead. If you go with this setup, make sure you understand how to
manage audio using the AT&T Online Monitor (you won’t be able to use touchtone commands).
This setup allows you to broadcast audio from the phone through the computer (participants can
chose which way to listen) and allows Adobe Connect to capture the phone audio for the recording.
If you are using ATTCES for phone audio, follow the above instructions, except select the Audio
Provider, “AT&T Connect Event Services.” As time gets closer, make sure to send the ATTCES contact
your agenda and a script for any announcements, etc. you would like them to make or help with.
Note: if the participant phone number and access code is the same for the webinar as the dry run,
then you can create one audio profile to use for both. If they are different, you will need one audio
profile for the webinar and one for the dry run.

If using an AT&T Reservationless line, learn how to manage audio using touchtone commands or the
AT&T Online Monitor. This webinar recording has more information for managing AT&T audio. For
webinars it is recommended that you set the call for “Silent Entry” (no beeps), “Mute All” lines or use
“Broadcast Mode,” and “Conference Continuation” without the host (so the participants will stay
connected if you accidentally hang up). See the above links to learn how to set these options.
Learn More About Accessibility:

Check out this brief with tips for accessible virtual events for resources to create accessible ppts, to
become familiar with keyboard commands, and for general information about providing captions.

Reserve Captioning: from Federal Relay, Caption Colorado. In that request form, provide the
participant connection phone number and Adobe Connect url. Instructions for requesting captions.
When you have it ready, email the agenda and another materials for the webinar to Caption Colorado
(to help them caption more accurately).
Send the Webinar Announcement to Participants by Email and Outlook Invite.
See example participant instructions in Appendix I.
Adobe Connect support number: 800-422-3623
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
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Prepare the Presenters, Moderators, and Presentation Materials:

Send presenters the connection information for the webinar and dry run and ask them to provide
their ppt, handouts, and poll questions ahead of time (as relevant). Also ask them to have/borrow a
webcam for both the dry run and webinar and, if possible, to connect to the dry run from the place
where they will be during the webinar. See Appendix II for tips to send presenters.

Download the 508 Accessibility Brochure for ppt from the FS CIO 508 Accessibility/Resources page
and the more detailed guide for accessible ppt presentations on the Education and Training page of
the FS Accessibility Web site. Share these resources with your presenters and double-check the ppts
for accessibility when you receive them (before you load them into Adobe Connect).

Tips for PowerPoint Presentations:
 Keep animations and transitions simple: they do often work when uploaded in Adobe Connect,
but load the ppt into Adobe Connect to ensure the formatting and effects appear as desired.1
 Keep font sizing larger then you normally would (since the share pod will be just one pod in the
Adobe Connect meeting room).
 Limit the amount of text or bullets on each slide.
 Fonts that work best in Adobe Connect are: Helvetica, Arial, Times New Roman, Verdana, and
Tahoma.
 Make sure websites on ppt slides have active hyperlinks. This allows participants to click on the
link during the webinar or in the recording and go to the website in a separate browser window.
 From within PowerPoint, compress all images to screen resolution (video to learn how).
Set up Adobe Connect Room:

Think about how you will engage the participants throughout the webinar, set up layouts, load and
check ppts, create poll questions, add instructions into a notes pod (or in a welcome ppt), etc.

Bring the Captions Pod into the room (see instructions for the captions pod). Note: if you have more
than one layout, keep the same captions pod in same location on each layout (the easiest way to do
this is to create one layout with the captions pod where you want it, and then duplicate this layout).

Set up audio: under the “Audio Menu”, select, “Audio Conference Settings,” select the Audio Profile
you created above, and click the “Save” button. Select the options to configure audio for how you
want it for the webinar. A typical audio conference settings for a webinar is shown below.
Note: if the ppt formatting is extremely messed up when Adobe Connect converts the file and you have limited time to
work with the original, you can alternatively convert the ppt file to a PDF, however PDF are not as accessible in Adobe
Connect (screen readers cannot access the content of a PDF loaded into Adobe Connect).
Adobe Connect support number: 800-422-3623
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Note: if you did not schedule this as an Event (which allows you to have participants enter contact
info when they join), you can use a poll pod to ask participants to share their email address if they
would like to receive follow-up from you after the webinar (e.g., the webinar recording, etc.).
If you have multiple presenters and are concerned about them sticking with their allotted speaking
time, you can use the Stage Lights app in Adobe Connect. This app is loaded into a Share Pod in the
Presenter Only Area (so only hosts and presenters see it). You set the time and start it and it starts at
green, turns yellow at 3 minutes remaining, and then turns red at 1.5 minutes remaining.
Host a Dry Run (or Run Through) Session with Moderator(s) and Presenter(s)

Double Check the Adobe Connect Setup: layouts, presenter ppts and other materials, and Audio
Conference Settings before the dry run starts.

Plug earbuds or headphones into your computer (to monitor the computer audio).

If you are using an AT&T Reservationless line, use touchtone commands or the AT&T Online Monitor to
configure the phone line. The following setup is recommended for webinars:

Silent Entry (*3): no beeps or names announced as people connect.

Mute All (*78) which mutes all but the leader line and allows speakers and participants to selfunmute with *6 (note, if you want to open all lines back up, dial *70); or Broadcast Mode (*71),
which mutes all but the leader line (not allowing others to self-unmute).

Conference Continuation (*8): this keeps all participants connected in the event the person who
dialed in with the leader code accidently hangs up or gets disconnected (allowing the leader to dial
back in and the call to continue).
See the above links or watch the managing AT&T phone lines webinar recording to learn how to set these.

When you have dialed into the phone line (phone line is active), back in Adobe Connect, select “Audio”
and then “Start Meeting Audio.” Check that the appropriate sound is streaming through the computer.

During the dry run: orient presenters to the technology (how to advance their slides, how the presenter
area works, stage lights, etc.); decide for each presenter if they will advance slides or if you (or someone
else) will, depending upon the comfort level of the presenter with the technology; do webcam and sound
checks; run through the flow for the agenda and practice the “hand-offs” or transitions; and discuss how
you will manage questions (practice using the Chat or Q&A pod, whichever one you plan to have available
for participants to ask questions). Use this webinar run through checklist to help you cover key items.
Adobe Connect support number: 800-422-3623
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Day of the Webinar
Up to 30 Minutes Prior to Start Time:

Final Setup of Adobe Connect: Double check the Adobe Connect layout(s), presenter ppts and other
materials, and Audio Conference Settings. If you have any major issues with Adobe Connect, call Adobe
Connect support at: 800-422-3623.

Configure Captions Pod: with confirmation number from Caption Colorado. Instructions for configuring
captions. Watch for the captioner to joins (usually 10 mins. prior) to ensure the “standby for realtime
captions” message streams. Note: If you don’t see this “standby” message 8-9 minutes before webinar is
scheduled to start, first double-check your configuration in the captions pod (correct event number,
captions connected, and broadcast captions checked). If that all looks good, log into the Relay Conference
Captioning Web site with the captions confirmation number and communicate to the captioning person
through there (ask them to stream the standby message). If on that page it says the captioner is not
present, then call the captions support phone number: 800-590-4197.

Get Audio Started:

Plug your earbuds or headphones into Adobe Connect (to keep your computer speakers on and avoid
feedback through the phone line).

Dial into the phone line (depending upon which option you are using: either dial into the
reservationless phone line with the leader code OR the ATTCES phone line with speaker code).

In Adobe Connect, go to Audio > Start Meeting Audio.

Check sound through the computer with your earbuds or headphones.
If using ATTCES: Promote the ATTCES operator to presenter when they log in to Adobe Connect. The
ATTCES moderator should start identifying all the speaker lines as they join and perform sound checks
with each speaker (on the private speaker bridge which participants cannot hear). Hold music should be
playing on the participant line (you can monitor this via computer audio with your earbuds).

Start meeting recording: “Meeting” > “Record Meeting” early and then “Pause” until start time.

Watch for your presenters and others helping with the webinar to connect to Adobe Connect and
promote them to presenter. As presenters join, invite them to do a quick webcam check and sound check.
5 Minutes Before Webinar Start Time:

Welcome participants that have connected already:
If using ATTCES, you can ask the ATTCES moderator to give make these announcement to participants:
 Welcome to the [name of webinar]. We’ll get started in 5 minutes.
 You can either listen through the computer or phone (whichever works best for you).
 If you are listening to the webinar through the phone rather than your computer, please make sure
that your computer speakers are off or muted to prevent feedback.
 If you are listening to the webinar through your computer, please note that you will NOT be able speak
up with questions. However, you will be able to type questions in Adobe Connect.
 If you are using a chat pod (that everyone can see), invite them to introduce themselves in the chat.
Consider repeating these instructions again before start time (as more of the participants are connected).
Adobe Connect support number: 800-422-3623
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
Watch for captions “standby” message (if it had not already streamed). See instructions above for what to
do if this doesn’t stream. Note: don’t panic if the above announcement to participants is not captioned
(sometimes these pre-event announcements are not captioned).

Make sure speakers are promoted to presenter in Adobe Connect and do final sound checks.
At Webinar Start Time:

Double-check that speakers and moderators are ready to go. If using ATTCES, let the AT&T moderator
know you are ready to begin. He or she will connect the speaker bridge to the participant line, will give any
last instructions to participants (if you asked for that), and will then introduce the first speaker or
moderator (as you have instructed).

Resume meeting recording BEFORE any moderators or speakers start presenting.

Example welcome for participants at start time (if using ATTCES, you can give them the script ahead of
time and ask them do these announcements):
 Welcome to the [name of webinar]! My name is [intro yourself]. Today’s webinar will be [insert length]
and will feature [insert one sentence overview of the webinar, speaker names, etc.].
 You can either listen through the computer or phone, whichever works best for you). If you are
listening through the computer, you will NOT be able speak up with questions, but can type your
questions and comments into the [Chat / Q & A] pod in Adobe Connect. If you are listening through the
phone rather than your computer, please make sure that your computer speakers are off or muted to
prevent feedback.
 Captions are streaming in the captions pod. You can adjust the font size and color contrast in the
menu at the top of the captions pod and then click the bar beneath the menu so more caption lines
will stream.
 There will be opportunities to ask questions at [indicate where in the agenda]. Please type questions
into the [Chat / Q&A] pod as you think of them.
 Today’s webinar will be recorded. Following the webinar, the recording will be available [indicate
where]. Also announce whether the ppt will be available (either at the end of the webinar via a file
share pod or elsewhere).

Introduce webinar moderator or first presenter.
Throughout the Webinar:

Continue to monitor:
 Audio (via phone and periodically via computer with earbuds or headphones)
 Captions pod—to make sure the captions are still streaming.
 Chat/Q&A pod—monitor for technical issues/questions, etc. If individual participants complain that
the audio is poor (and it seems fine from what you can hear), it is probably an issue on their end.
Respond to them (through the Chat or Q&A), e.g., “If audio is not coming through clear for you, if you
are listening through the computer, try phone audio instead (or vice versa).”
 Monitor/assist speakers: make sure slides are advancing, webcam is working, monitor Presenters
Chat (in Presenter Only Area) and respond as necessary, and continue to watch that presenters have
stay logged in, etc..

Set time and start stage lights at beginning of each presentation.
Adobe Connect support number: 800-422-3623
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Facilitate Q&A: alternate between taking questions from the Chat/Q&A Pod (read off the question one at a
time to the presenters) and from the phone line. If using ATTCES, ask them to provide instructions and
facilitate the phone questions.
Technology Notes:

If participants complain that they are hearing an echo or reverb, they might either be listening both
through the computer and via phone or they may be accidentally logged into Adobe Connect twice (in
which case they should close out one log-in instance).

Some individuals find Adobe Connect works better outside of VPN (but then you will not have access to
Skype, email, etc.). If you are participants are experiencing connectivity issues, you (or they) can try
disconnecting from VPN and log into Adobe Connect (note: this seems to be sporatic, i.e., VPN and Adobe
Connect works fine for many, but appears to create an issue for others).
After the Webinar

Email a copy of the Chat Pod transcript to yourself (from Adobe Connect) and/or save the Q&A log.

Save Poll Input and List of Participants: Take screen shots of any multiple choice polls questions from
within the Adobe Connect seminar or meeting room and download the results for open-ended poll
questions and the list of participants (as they typed their name when logging into Adobe Connect) from the
Seminar or Meeting Room page on FS Adobe Connect admin site.

Clear Chat and Q&A pods and re-set polls.

When you are done in Adobe Connect, select End Meeting from the Meeting menu. Note: you can place a
url in this box as you end the meeting, to navigate participants to when Adobe Connect closes out.

Make Recording Available:
1. In the FS Adobe Connect admin site:

If you used a Seminar Room: click on the “Seminars” tab at the very top. Then click on the name
of the Seminar Room you used from the list of Seminar Sessions or navigate to the Seminar Room
page: Shared Seminars> FS Seminar Room Licenses > choose the appropriate folder for the
Seminar Room you used (FS 1000-Seat Seminar License or FS 500-Seat Seminar License) and click
on the name of the Seminar Room you used.

If you used a Name Host Meeting Room: click on the “Meetings” tab at the very top. Then either
navigate the “Shared Meetings” or “User Meetings” list and click on the Meeting Room you used.
2. On this page for your Seminar or Meeting Room, click on: Recordings
3. Find the appropriate recording in the list and click in the check box to the left of the recording. Then
click the “Access Type” button (above the list of recording) and change Access Type to Public and Save.
4. Click on name of the recording (back where the list of recordings are) to get URL to share. The
Recording Information page will have the “URL for Viewing.” Highlight and copy that link for
sharing/posting elsewhere.
Note: you can also click on the recording URL from here to view it and you can select “Edit Recording”
from the “Actions” menu to crop sections of the recording, add bookmarks, and make other edits.
For accessibility (keyboard commands and screen reader access) and the dynamic features (ability to click
on link in a ppt and download handouts from a File Pod), it is best to leave the recording on the Adobe
Connect server instead of downloading it and posting or sharing the recording file. However, you can save
the recording as an MP4 file from the “Actions” menu on the Recording Information page.
Instructions for editing and downloading Adobe Connect recordings.
Adobe Connect support number: 800-422-3623
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Note: Adobe Connect recordings remain available as long as we have the FS account.
If you would like to track the number of views for a specific recording, check out this Adobe Connect tip and
video for Tracking Adobe Connect Recordings.

Share your lessons and successes by submitting a Green Event Feedback Form available on the
Resources & Support page of the Greening Your Events Web site!
Adobe Connect support number: 800-422-3623
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Appendix I. Example Participant Connection Instructions
 Connect to Adobe Connect: <insert URL>
(1) Keep “Enter as a Guest” selected, (2) type your name in the “name” box, and (3) click “Enter
Room.”
 For audio (two options):
 Audio through the computer: make sure your computer speakers are on and listen with
speakers or headphones.
OR
 Phone: mute your computer speakers and call <insert #>; access code: <insert #>
Note: If you listen through the computer, you will not be able to speak up with questions, but will be able
to type questions in the web meeting. Phone audio will allow you to both listen and speak up with
questions.
Although it is best to connect from a computer with a hard-wired connection (not wireless), you can join
from certain mobile devices with the free Adobe Connect Mobile app (for iPad or iPhone, download the
iTunes App; for Android devices, download the Android App). You can test your connection prior to the
webinar by running the Adobe Connect Test. Note: the Adobe Connect “add-in” is not required for
participants.
Accessibility: Live captions will be provided and keyboard commands provide accessibility in Adobe
Connect. Please log in with a computer (not mobile device) if you want to see the captions. If you have any
additional special access needs, contact <insert name and contact info>.
Need Help Connecting? If you need help connecting to the web meeting, contact Adobe Connect support
online or at 800-422-3623.
Adobe Connect support number: 800-422-3623
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Appendix II. Example Tips for Presenters
We are using Adobe Connect for this webinar. Reference this Adobe Connect Quick Start Guide for more
information if you have not used Adobe Connect before.
 Connect 15-20 minutes early, to the web meeting: [insert url]
Enter your full name in the “Name” box and click “Enter Room.”
Mute your computer speakers
Mute cell phone(s) and place far away from the main phone
AND call in by phone: <insert #>, access code: <insert#>
Note: if use ATTCES, speakers will have a different access code than participants.

If you are not promoted to presenter soon after you log in, click the “raise hand” button.
This will alert us that you have logged in, so we will promote you to presenter in Adobe Connect.
When made a presenter, you can change the size of the Presenter Only Area (area to the right with
the stage lights), by sliding the bar between the presenter’s and participant’s areas left or right.
You can also chat with the logistics team through the “Presenter Chat.”
Do a quick webcam check to make sure you have the correct webcam selected in Adobe Connect
(if using a USB webcam) and to check your webcam placement and room lighting.

When the webinar starts, please mute your phone yourself when you are not speaking
Note: if using an AT&T reservationless phone line, you may need to dial *6 to un-mute your phone
line when the call leader mutes the lines. If using ATTCES, the AT&T moderator may mute your line
if he/she detects noise on your line. If that happens, you will hear that your line was muted and
you’ll need to dial *6 to unmute (when it is time for you to speak).

As you are being introduced, unmute your phone and START your webcam: either click the
“START” button at the top of the video pod or click the webcam symbol in the bar at the very top
of the meeting room.

Advance your slides with the arrow buttons to the lower left of the ppt (or alternatively use
the left and right keyboard arrows).

Do not click on the Sync, Draw, or Stop Sharing buttons.

In the Presenter Only Area of Adobe Connect, you can see the “stage lights” timer. While
you are presenting, watch the “stage lights” for the timing for your presentation:
 Starts Green
 Turns Yellow when 3 minutes remain (stays yellow = 1 ½ to 3 minutes remaining)
 Turns Red when 1 ½ minutes remain (stays red = less than 1 ½ minutes remaining)

When you are DONE speaking, STOP your webcam and then re-mute your phone line.

Monitor the Chat/Q&A Pod for Questions: You can type replies to questions that appear in the
Chat/Q&A pod after you are done speaking. If there is time for verbal Q&A later, jot down
questions coming into the Chat/Q&A pod to address verbally during the Q&A.
Adobe Connect support number: 800-422-3623
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