Hello and welcome, I’m Alex and this is a tutorial on how to book Webcast and/or Recording for an event in Indico, and how to create and/or join a Vidyo room. Go to your event management page. Make sure that you select a room that is equipped with webcast and Recording for your event. To see which rooms these are, please go to the Indico “Room booking” page, and click on “book a room”. Use the filter banner to display only rooms equipped for Webcast and Recording. You will see the list of candidate rooms. Before selecting one of them, make sure it is available at the time of your event. On the left banner of your event MANAGEMENT PAGE, click on logistics, under the services tab. And click on Webcast/Recording. NOW YOU CAN PROCEED WITH RESERVING YOUR SERVICES. HOVER OVER THE QUESTION MARKS FOR EXPLANATIONS. REMEMBER THAT WEBCAST MAKES YOUR EVENT AVAILABLE ON THE WEB WITH A LIVE STREAM, IT DOES NOT LEAVE ANY TRACE AFTERWARDS. IF YOU CLICK ON WEBCAST YOU WILL BE ASKED TO DEFINE RESTRICTIONS FOR THE COMMUNITY ELIGIBLE TO VIEW THE WEBCAST, IF ANY. (((((MONTRER LES OPTIONS)))))) **RECORDING** ALLOWS YOUR COMMUNITY TO WATCH YOUR EVENT AFTERWARDS, FROM THE CERN DOCUMENT SERVER. SPEAKERS OF YOUR EVENT, WILL BE ASKED TO ELECTRONICALLY SIGN THEIR AGREEMENT TO BE RECORDED AND MADE PUBLICLY AVAILABLE. IF YOU CLICK ON RECORDING YOU WILL BE ASKED TO INFORM THE EXPERTS’ TEAM ABOUT ADDITIONAL RESTRICTIONS, IF ANY. (((((((MONTRER IL HIGHLIGHT DE CE QUE APPARAIT QUAND ON CLIQUE SUR “RECORDING”))))))) LEAVE ADDITTIONAL COMMENTS TO THE WEBCASTING RECORDING EXPERTS IN THE RELEVANT BOX, IF NEEDED. CLICK ON “SEND REQUEST”. YOUR REQUEST IS PENDING APPROVAL. AS EVENT MANAGER AND YOU WILL RECEIVE AN EMAIL INFORMING YOU ABOUT THE STATUS OF THE WEBCAST/RECORDING REQUEST. You can click on “Webcast/recording” if you want to modify or withdraw your request. ===============SMILE SMILE SMILE SMILE SMILE ===================== CONGRATULATIONS, YOU NOW KNOW HOW TO BOOK WEBCAST AND RECORDING IN INDICO. ======================== NOW LET’S SEE HOW TO DO A VIDYO BOOKING. ==================== IN THE MANAGEMENT PAGE OF YOUR EVENT, CLICK ON “VIDEOCONFERENCE” UNDER THE TAB “SERVICES” OF THE LEFT BANNER. YOU CAN CREATE A NEW VIDYO ROOM OR YOU CAN ADD AN EXISTING ONE. FOR EXAMPLE, LET’S CLICK ON “ADD EXISTING ROOM”. START TYPING THE ROOM’S NAME, A LIST WILL BE SUGGESTED, SELECT THE ONE YOU ARE LOOKING FOR. SIMPLY CLICK ON SAVE. YOU WILL SEE THAT THE ROOM IS NOW ATTACHED TO YOUR EVENT. NOW LET’S CREATE A NEW VIDYO ROOM. THE NAME OF YOUR EVENT IS THERE BY DEFAULT, You can change IT TO SOMETHING MORE GENERIC FOR FUTURE USE if you want. IF YOU HAVE CONTRIBUTIONS IN YOUR EVENT YOU MAY SELECT YOUR VIDYO ROOM TO BE LINKED TO THEM. IN THE DESCRIPTION FIELD WRITE SOMETHING HELPFUL FOR YOUR USERS WHO WILL BE JOINING IN THE FUTURE. THE DEFAULT OWNER OF THE ROOM IS YOU, BUT YOU CAN *CHOOSE* SOMEONE ELSE WHO WILL BE RESPONSIBLE ON THE LONG TERM, THEN YOU CAN enter A MODERATION PIN, if YOU WANT TO RESTRICT THE ROOM. IF YOU WANT THE PARTICIPANTS WHO WILL JOIN THE ROOM TO BE MUTED BY DEFAULT, MAKE SURE THAT YOUR AUTO OPTION IS SELECTED ON “ON”. CLICK ON “SAVE”. ON THIS page, YOU CAN CHECK YOUR VIDEOCONFERENCE STATUS, YOU CAN EDIT YOUR ROOM, YOU CAN DETACH IT FROM THE EVENT. AND FINALLY YOU CAN JOIN THE ROOM. Click on join and you will be directed to a Vidyo page. Make sure you have Vidyo installed before doing this. As a user, enter your name and click on “connect”. A Vidyo window will appear. In the Vidyo window, if you hover over the video screen, you can see a banner with a few options. The most useful ones are “Display participants” (which you absolutely need if you make minutes of your event, and you need to list who attended). “Group chats” (a very useful area to exchange web links and make comments about the Vidyo performance itself, for example if you can’t hear what’s being said). “Screen share” is useful for interactive discussions and for navigating through slides. Then you can mute the audio and enable or disable video. It is a good idea to mute your microphone when you don’t speak to avoid background noise affecting the entire room. Finally, you can click on the gear icon for some Vidyo configuration options, for example concerning your audio source. ALTERNATIVELY, YOU CAN JOIN THE VIDYO ROOM USING THIS URL,: https://vidyowebrtc.web.cern.ch ONCE ON THIS PAGE, YOU WILL NEED THE URL OF YOUR VIDYO ROOM. YOU CAN SEE IT IN YOUR EVENT DISPLAY VIEW. BY CLICKING ON THE ARROW AT THE RIGHT OF “JOIN”. IN THIS FRAME, YOU CAN ALSO SEE THE EXTENSION NUMBER THAT YOU HAVE TO USE IF YOU JOIN A VIDYO ROOM BY PHONE. CLICK ON “PHONE NUMBERS” TO SEE THE PHONE NUMBER TO DIAL PER COUNTRY. IN ORDER TO ACCESS THE ROOM USING A WEB RTC (“REAL TIME COMMUNICATION“), COPY THE URL, AND PASTE IT INTO YOUR ROOM URL FIELD. IF THE ROOM HAS AN ACCESS PIN, YOU CAN TYPE IT IN. IN CASE YOU DON’T KNOW IT, YOU CAN CONTACT THE ROOM OWNER YOU SEE FROM THE SAME LOCATION. CLICK ON “JOIN THE ROOM”. A WINDOW WILL APPEAR ASKING YOU TO ALLOW THE VIDYO WEBRTC TO USE YOUR CAMERA AND MICROPHONE. CLICK ON ALLOW. THE SAME ICONS MENTIONED BEFORE ARE AVAILABLE TO YOU. ===============SMILE SMILE SMILE SMILE SMILE ===================== CONGRATULATIONS, YOU NOW KNOW HOW TO BOOK WEBCAST AND RECORDING IN INDICO. THANK YOU FOR YOUR ATTENTION, AND SEE YOU IN THE NEXT TUTORIAL.