Using BlueJeans Events

Aside from the meeting organizer, there are three distinct roles used in BlueJeans Events. Each has their own set of privileges and a different experience for its users. In this article we'll walk through how to use BlueJeans Events for each role.

Before You Start 

You will need the following before you can complete this task: 

  • An invite to a BlueJeans Event

Moderator

Best Practices

Being a moderator is a big responsibility. You're in charge of running the event from behind the scenes. Here is a list of things you can do to ensure the event runs as smoothly as possible: 

  • Wear a headset with a microphone for best audio quality. Not doing so can leave room for feedback issues and allow room noise to clutter the audio being sent from you to the participants. 
  • Ensure a stable internet connection. Use a hard-wired internet connection to mitigate the risk of a poor connection. If your computer doesn't have an Ethernet port, sit as close to your WiFi router as possible.  
  • Prepare to be on video. Those appearing on video during the event should:
    • Sit in a well lit area.
    • Avoid having bright lights behind you. Always position lights in front of you and off camera to avoid blinding your audience. 
    • Declutter your background to avoid audience distractions.
    • Wear solid colored clothing. Busy patterns will pull the audience's attention away from the content. 
  • Know the plan. Coordinate closely with your meeting organizer/event planner. They've gone through the event-planning phase and should be able to give you a clear picture of what you're responsible for.
  • Prepare for content sharing. If you have content you’ll be sharing from your computer:
    • Verify you've received the latest versions of any content the speakers will be discussing well in advance.
    • Upload all video content to BlueJeans at least the day before the event.
  • Use the app. Join the event from the BlueJeans Events app.
  • Check the technology. As the presenters arrive, run through the tech checklist with each of them individually. If there's more than one speaker it can be difficult to manage all of them at once. During setup everyone should be muted except the person you're helping.
  • Begin the countdown. Keeping the event on time is crucial. The five minutes before the event begins should be used to prepare everyone to go live. 
    • Five minutes before the event is scheduled to begin you will put all speakers on mute, reiterate the production timeline for everyone and answer any last minute questions. 
    • One minute prior to the event start you will mute your video and audio, announce there's one minute until the broadcast starts and unmute the first presenter's audio and video. 
    • If the event is being recorded, remind the host or first presenter to wait until they hear "Recording has started" before they speak. Anything they say prior will not be captured on the recording.
    • With 5-10 seconds left until the start of the broadcast, begin counting down so the speaker can be fully prepared prior to beginning.
  • Verify the recording has started. If the event should be recorded and was set to auto-record, the recording will start after you've clicked the Start Broadcast button. Be sure to verify that it has started. If the event should be recorded but was not set up to auto-record by the meeting organizer you'll need to click the Start Rec button after you've started the broadcast. 

Join an Event Using the App

Before you join the event as the moderator:

Click Read More to learn how to join a meeting as a moderator.

Tech Check Checklist

When each presenter enters the greenroom you'll be responsible for helping them test their technology. If you have more than one speaker, things could get a little messy and time is precious. This tech check should be performed during the dry run and before the live event. Click Read More to learn how best to manage the process and check each presenter's technology in a timely manner.

Using the Moderator Controls

Welcome to the moderator dashboard! Upon entering the event's greenroom your video and audio will be muted by default. You can unmute yourself when/if the time is right. By this point the meeting organizer will have advised you of your expected duties. Click Read More to learn how to use the moderator controls you've been assigned. 

 

Presenter

Best Practices

You've been invited to present at a virtual event, which can be a little unnerving. We've put together a list of best practices to ensure your presentation runs as smoothly as possible. 

  • Wear a headset with a microphone for best audio quality. Not doing so can leave room for feedback issues and allow noise within the room to clutter the audio being sent from you to the participants. 
  • Ensure a stable internet connection. Use a hard-wired internet connection to mitigate the risk of a poor connection. If your computer doesn't have an Ethernet port, sit as close to your WiFi router as possible.  
  • Prepare to be on video. When appearing on video during the event you will need to:
    • Sit in a well lit area.
    • Avoid having bright light behind you. Always position lights in front of you and off camera to avoid blinding your audience.
    • Declutter your background to avoid audience distractions.
    • Wear solid colored clothing. Busy patterns will pull the audience's attention away from your content. 
  • Know the plan. Coordinate closely with your meeting organizer / event planner. They've gone through the pre-planning checklist and should be able to give you a clear production timeline.
  • Prepare to share content. If you're sharing content from your computer:
    • Save the final copy to your computer the day before the event. Try not to make any last-minute edits.
    • Verify the content you have ready to present is the latest version.
    • Upload all video content to BlueJeans at least the day before the event.
  • Prepare the moderator to share your content. If you're providing your content to a moderator for them to share, send all final copies of your content, including videos, to the moderator team at least two days before the event start. They'll need time to upload the content and verify it works properly. Try to avoid any last-minute changes. 
  • Practice and time your presentation, as you would in preparation for any on-campus event. 
  • Plan for key transitions. Be sure to specify where the pertinent transitions are in your presentation so that the moderators can properly prepare, if needed. For example, if you plan to request the attendees participate in a poll on Slide 7 of your presentation you should come up with a verbal cue for that transition that you use during the practice and live events. The moderators should all know what the verbal cues are so they are prepared to start the poll when you get to that point. 
  • Use the app. Join the event from the BlueJeans Events app.
  • Check your technology. Run through your preliminary tech check before joining the meeting. The moderator will also run through a tech check with you but this will help save some time.
  • Open your presentation with housekeeping items. Take the first couple minutes of your presentation to let the audience know how and when you will handle interaction. (i.e. "please post all questions in Q&A during my presentation. There will be a Q&A session at the end, moderated by Sue Smith")

Join an Event Using the App

Before you join the event as a presenter:

Click Read More to learn how to join a meeting as a presenter.

Use the Presenter Controls

Presenter controls are a small subset of those of a moderator. Click Read More to learn how to operate BlueJeans Events as a presenter.

Attendee

Join an Event Using Google Chrome

Before joining the event as an attendee:

  • Register for the event
  • Download the Google Chrome browser
  • Log in 48 hours before to make sure you can access event.

As an attendee you will enter the event in listen only mode. Click Read More to learn how to join an event using the app.

Using the Attendee Panel

BlueJeans Events allows you to interact with your fellow attendees, event organizers and presenters. Click Read More to learn what you can do.

Additional Assistance

Review our Getting Started with BlueJeans Events and Scheduling an Event with BlueJeans Events articles to get started using the platform.

Visit the BlueJeans website for more articles and videos.

Contact your Wharton Computing Representative to request access to BlueJeans Events.

Request a consultation, training or ask additional questions by emailing class-tech@wharton.upenn.edu.