+ Host Guide: Hosting a Live Event

+ newrow_ Live User Guide

_Signing In & Creating Meeting Rooms

To access your virtual newrow_ meeting room(s), you will log in from newrow.com and you will land in your Meeting Room Directory, where you will eventually see the names and thumbnail images associated with each of your virtual meeting rooms. Simply click on a thumbnail to enter the meeting.

First, you will need to create a virtual meeting room. Each room represents a dedicated space with its own unique url to send to the intended audience of the virtual event or program that will be hosted in that room. You can have as many audience members in a single meeting room as your contract allows; simply send them the link! (If you would like to see the participant view of a meeting room, which differs from the host view, just navigate to the link in another tab or browser from where you are signed in as the host.)

You can have up to 25 people “on stage” - that is visible and audible via webcam to the rest of the audience - at once in any room at any given time.

To create a meeting room, click “create room” on the left after logging into your new account:


             

You will be prompted to choose some basic settings for the room:


Here you can begin to customize your room by giving it a name and uploading an image associated with your brand or meeting topic.

 

     

You may also set login restrictions for your participants by electing to force login via social media credentials, or as a Guest by entering a name and an email address. You may also limit access to your room to invited guests only by creating a password and making the room password-protected.

 

_Custom Branding

Click “Branding” at the top of your Meeting Room Directory to choose custom colors, logo and background image for your account. This branding will be replicated across all pages in your account and in meeting rooms.

Click the button “Use Custom Branding” to choose your logo, page and text colors, and upload a strip image that will run across the middle of the page:

 

_Account Areas

Beyond branding, there are a few additional areas in your account that you can access from your Meeting Room Directory immediately after logging in - that is, before you enter a specific meeting room. (Note that the “Back” button in the newrow_ interface will always take you back to your Meeting Room Directory from within any meeting room.) Below you will find a brief overview of each space accessible from the directory.

+Content

You can add content prior to entering a meeting room by selecting “Content” from the Meeting Room Directory page:

Once you’ve entered the Content page, you will notice two separate panels. The one on the left shows all the content uploaded to any meeting room as well as all recordings made in your meeting rooms. You can preview your content from the panel on the right by selecting the content from the left as demonstrated in the image below:

Any content you upload to this Content page (or to the Files area accessible via any meeting room) will be available in all meeting rooms in  your account.

+Quick Polls

In the Quick Polls area you will see the results of Quick Polls that you have run in your meeting rooms. (Learn more about creating and running Quick Polls here.)

Select a poll topic from the left side of the page, and then select the date & time on which it was run, for which you wish to see results, on the right:

You will see results listed by person for everyone who voted in the poll. You can export results to Excel by clicking the button on the bottom of the page.

+Video Editor

After you have successfully uploaded or recorded a video file, you may wish to edit the video. You may do so, by going back to your Meeting Room Directory page and selecting Video Editor.

First you must select the video file you wish to edit to the right of the Video Viewer. Then you can select the start and end points of your clip, illustrated in the timeline at the bottom as two red bars.

Click “Trim,” enter the title and description of the video, and then select the file type (mov or avi) to save your clip automatically to your account as a new video. Note that the full length video will still be available. Therefore, you can make multiple smaller clips from a single video.

 

_newrow_ Meeting Room Anatomy

When you enter your virtual newrow_ meeting room, these are the sections you will see on the screen.

     

The square or rectangular section of the meeting room, where you see a newrow_ background (or your own custom-branded background, if purchased), is called the “stage.” Like a physical stage, this is the synchronous presentation space, where all webcams and content appear when the host or moderator puts them live or “on air.”

To the right of the stage is the Chat portal and Participants List. By default, the Participants List is only visible to hosts  and moderators. That can be changed in the meeting room settings.

Along the top left of the stage is a toolbar that allows the host or moderator to upload & search content, access tools like screen share and whiteboard, change meeting room settings, etc. These buttons are available only to the host or moderator, with the exception of the webcam button on the far left. All participants have access to their own webcam and microphone controls.

On the bottom left of the stage is the Playlist. This allows the host to arrange and keep track of files they plan to share during their next meeting.

At the top left above the meeting room interface itself is a menu of additional spaces outside of, but associated with, the virtual meeting room. This includes a file sharing space and an Analytics portal.

 

_Preparing For Your Meeting

Because your newrow_ meeting rooms are available to you at all times, just like a physical conference room, you can load content and create overlays at any time in advance of your meeting.

+ Technical Specifications

Before using newrow_, take a look at the basic platform recommendations on support.newrow.com to optimize your experience and prevent technical issues. Make sure to send these to your guest list or target viewing audience before your events as well.

+ Meeting On/Off

If you want to prevent attendees from entering the meeting room, such as while you’re preparing for your meeting, you can turn the meeting room off. Simply click “meeting is on” at the top right of the stage to change the status to “meeting is off.” Be sure to turn it back on before your live meeting.

+ Test Your Webcam & Mic

When you first enter the meeting room, you can click the “Activate Your Webcam” pop-up, or you can start your webcam by clicking the camera icon on the toolbar at the top left of the stage.

 

Once your webcam is engaged, you can click this camera icon at any time to see your webcam preview (before you go live) and to select between various cameras and microphone inputs that may be attached or built into your computer. Be sure to plug in any hardware input you want to use before entering the meeting room in order for it to be recognized.

Check “Loopback” in your preview window to make sure you can hear yourself. Be careful to always un-check “Loopback” before going live during a meeting, or you will create an echo in the room.

 *You can find more information on webcam and mic controls here.

 

+ Content/Files

To populate content for your meeting, enter your meeting room and click on the document icon on the toolbar.

 

From there you can upload files from your computer and see a list of all previously uploaded files and meeting room recordings. (You can also delete files when you are finished with them by hovering over the file icon and clicking the ‘X’ that appears on the right.)

A single click on any file on your list will add it to the meeting room Playlist, on the bottom left of the stage.

You can also search for image and video files directly from YouTube, Flickr and Photobucket by clicking on the Globe icon on the toolbar and entering your search term.

Again a single click on any video or image result will add that video or image to the Playlist. Note that YouTube videos must be public in order to show up in search results.

When you click on “Playlist” on the bottom left you will see all the files you have added and can drag and drop them into the order in which you plan to present them during meeting. You can also ‘x’ any file off the playlist by hovering over the file icon and clicking the ‘x’ that appears top right on the icon. It will still be available in your file library under the document icon.

Once your playlist is populated, you can call any file up to the stage, where it will be seen/heard by everyone in the room, by simply single-clicking on the file icon on the Playlist. You can watch your videos, click through your presentations and review any other content, to ensure everything is displaying properly on stage. 

*You can find more information on playing content here.

 

+ Create Quick Polls and Overlays

Once you have uploaded/searched content and populated your Playlist, you may want to create layers such as quick polls and timers to use during meeting.

A layer is an image or interactive widget that appears on top of all webcams and files that are currently on stage when you put the layer “on air.” 

A quick poll is a widget that poses a question and a series of answers, allowing each participant to click on an answer.

To create layers, open the Control Room from the Tools menu (wrench icon) across the top.

      

Navigate to the “Layers” tab of the Control Room and click “Add New Layer.” Once your layer widget is created, click “Edit” to customize it. You can pre-populate as many layers as you’d like. 

*You can find more information on layers here.

 

+ Meeting room Settings

 Click on the gear icon on the toolbar to access the Settings menu.

     

Here you can configure your meeting room settings, such as:

  • Give all participants select moderator permissions, like the ability to play content or view the participants list
  • Remove the chat or questions sub-tabs of the Chat section from participant view if you prefer that they post in only the (public) chat or (private) questions sub-tabs
  • Disable hand-raising
  • Choose an embed style and copy the iframe to embed the meeting room on a webpage of your choice. (More information here.)
  • Etc

*You can find more information on settings here.

 

_Holding Your First Meeting

 

+ Invite Participants

Click on the Invite button on the toolbar to send the meeting room link directly to viewers.

   

+ Start the Recording

Before meeting starts, select “Record” from the Tools menu to initiate a screen capture recording of the stage area. You’ll be prompted to choose a recording length, though you can stop a recording at any time before the allotted time limit. When the recording has begun, you’ll see an indicator of time elapsed at the top right of the stage.

To stop the recording at the end of meeting, hover over the time-elapsed indicator and click “Stop.” Then ‘X’ out the pop-up that says “Stopping.” The recording will save as a .mp4 file to your cloud-based file library, alongside any files you’ve uploaded. You can then download it and/or share it with your audience directly on the Files page. 

*You can find more information on recording here.

 

+ Managing Your Audience - Participants List

As participants sign into the meeting room, their names will appear on the Participants List on the right-hand side of the room. It’s up to each individual participant to activate his or her webcam. Once a participant has activated their webcam, the “Live” and “CR” buttons under their name will become clickable for the presenter or moderator.

No participant, presenter, or moderator is seen and heard by others in the room until a host or moderator clicks “Live” under their name to put them “on stage” or “on air.”

If you’d like to preview someone’s webcam to make sure you can see and hear them before they go live: click “CR” under their name, open the Control Room from the Tools menu and select the “Video” tab.

You can assign any individual participant custom or full moderator permissions at any time by clicking the “V” to the right of their name. Selecting “moderator” will give that participant all host permissions within the meeting room. (Note that they still won’t have access to host-only portals outside the meeting room such as Analytics.) Selecting “Custom” allows you to assign specific permissions to that user like the ability to share their computer screen or manage chats.

Whenever someone clicks the raise-hand button in the chat, their name will go to the top of the Participants List and you’ll see the raise-hand icon next to their name. You can click that icon to put their hand down once you’ve answered their question.

*You can find more information on managing participants here.

+ Managing Participants On Stage

To avoid background noise, you might want to use the “mute all” button to mute everyone on stage and then un-mute whomever is presenting. Simply hover over the stage and click “Mute All” on the bottom right. Your cursor will turn into a select tool, allowing you to single-click on one webcam to un-mute it.

When you put participant webcams on stage, you can hover over any webcam to reveal a set of controls:

If you click the “S,” You can drag that webcam on top of another webcam and drop it to swap the positioning of the two. (Wait until you see a green circle with a plus sign to drop the webcam.)

Click the gear icon to open volume controls on that webcam.

Click the chat bubble icon to open a private chat with that participant. Once you have typed them a message and hit “enter,” the private chat window will appear on their screen.

Click the “X” to take the participant off stage.

*You can find more information on managing participants here.

 

+ Managing the Chat

The chat area has 3 sub-tabs: chat, questions and flagged. Only the host or moderators see the flagged column. The chat is public, so everyone in the room sees everyone else’s posts. The questions tab is private, so only hosts or moderators see all users’ posts; participants see only their own posts.

As a host or moderator, you can flag any post in chat or questions by clicking the gray flag on the bottom left of the avatar next to the post. The flag will turn red and the post will be copied to your flagged column. (Flags are by machine; they’re not synced for moderators on different machines.)

You can delete any individual chat/questions post by clicking the ‘x’ on the top right of the post. You can clear all posts from the tab at once by clicking the trashcan icon.

Chat & question posts can be dragged to the stage from any of the three tabs. Just click the avatar next to the post and drag it to the stage, where it will appear as an overlay that you can position anywhere on stage.

Note that you can copy text from a chat post by double-clicking on the text.

*You can find more information on the chat here.

+ Presenting Files

To display the files and videos that you pre-loaded to your playlist, simply click the Playlist button and then single click on the file you want to share with participants. The file will appear on stage, where everyone in the meeting room can see/hear it in real time.

You can hover over your file once it’s on stage and click the diamond/arrows icon at the top right of the file to expand it to full-stage mode. It will cover the webcams on stage, but everyone on stage will still be audible.

Clicking the pen icon on the bottom right of the file once it’s on stage will open up a live annotations tool that allows you to mark up the file in real time for your audience. Your changes will be saved to the playlist so you can return to the same annotations even after switching between files.

You can also pull up a blank whiteboard for annotating from the Tools menu. This will generate a whiteboard file on the playlist so you can switch between the whiteboard and other files without losing your annotations. Using a Wacom tablet or touch-screen computer with a stylus will allow you to write on the whiteboard by hand.

*You can find more information by searching “files” at http://support.newrow.com.

+ More

There are many more features in your newrow_ meeting room. You can find more information on all features and functionality at http://support.newrow.com.

_Post-Meeting: Analytics and File Sharing

 

+ Share Files

Select “Share Files” from the menu at the top of the page to leave the meeting room and access a full file library where you can upload, download and share files with your participants.

Note that the list of files on this page will always be synced with all of the files from every meeting room in your account (and with the Content list that you can access from the room directory outside of your meeting rooms, covered above).

On the Files page, you can click on any file to review it in the preview window on the bottom right. You can also edit the file name, create folders, move files into folders and copy or move files between rooms. Most importantly, you can select any file(s) from your library on the left and click “Add” to add the file(s) to the list of “Shared Files” on the right. You can then click the button to the right of the file to allow participants to download that file.

When participants navigate to this “Shared Files” page, they will see the list of shared files on the right and a larger preview window on the left. They will be able to download any files that you’ve marked for download.

+ Analytics

The Analytics and Quick Polls pages also take you outside the meeting room to separate spaces. On the Analytics page you can specify a date and time range and see attendance and engagement statistics for that time period..

The Analytics space includes an attendance list that shows when each participant entered and left the meeting room, statistics like average viewing time and a full log of chat/questions posts. You can also see a graphical representation of attendance and questions to see when engagement spiked and dropped.

 

_More Information

You can find more information on all account features and functionality at http://support.newrow.com, where you can also chat with a Support representative or Submit a Request.

Have more questions? Submit a request

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