Guidelines to host a student webinar

1. The lecture

A significant benefit of a webinar, is that the webinar allows students and the lecturer to interact with each other. For lectures with a large audience, the lecture might want to decide to have a Q&A session after the lecture. With smaller audiences, it is possible to agree that viewers may interrupt the instructor during the presentation. We leave this decision up to the lecturer and the host. The standard language of the lectures is English.

The lecture

A significant benefit of a webinar, is that the webinar allows students and the lecturer to interact with each other. For lectures with a large audience, the lecture might want to decide to have a Q&A session after the lecture. With smaller audiences, it is possible to agree that viewers may interrupt the instructor during the presentation. We leave this decision up to the lecturer and the host. The standard language of the lectures is English.

 

Planning

As soon as we have received a confirmation from the host to participate, we will contact both the lecturer and the host to schedule a date for a test session and the lecture.

 

Equipment

The host will need to provide the following equipment:

1. Computer with fast internet connection
2. Webcam
3. Large screen or beamer
4. Phone landline or microphone

You can host the webinar on any modern computer with a webcam. Previous sessions have taught us that calling in with a phone landline works best for the audio connection. However, if your internet connection turns out to be very stable and fast during the test session, you can use a microphone connected to the computer.

 

Test session

Since the technique relies on good connections, we will plan a test session to check if everything is working according to our standards. Moreover, it provides everyone with the possibility to explore the software and to discuss any relevant details. It has been proven that most technical issues on the day of the lecture can be prevented by checking them beforehand. Ideally, there will be at least two weeks between the test session and the actual lecture.

 

The presentation

We try to simulate a face to face situation as much as possible. Therefore, we ask instructor and participants to put their phones on silent mode. When there is a long period during which you do not need your microphone (mainly while the instructor is giving the first hour of presentation) we ask you to click on ‘Mute me’. This way the noise in the connection can be reduced.

WebEx

For the webinars we use software from WebEx. It can run in your browser without the need to install additional software (Temporary Application) or it will be installed as a separate add-on to the system. Therefore, it is important to check if all firewall and administrator settings of your computer are compatible with the application. We will do this together with you during the test session. Once the session is scheduled in WebEx, you will receive an email that contains a web link which opens the WebEx Meeting console (Meeting Center).

The lecture

A significant benefit of a webinar, is that the webinar allows students and the lecturer to interact with each other. For lectures with a large audience, the lecture might want to decide to have a Q&A session after the lecture. With smaller audiences, it is possible to agree that viewers may interrupt the instructor during the presentation. We leave this decision up to the lecturer and the host. The standard language of the lectures is English.

 

Planning

As soon as we have received a confirmation from the host to participate, we will contact both the lecturer and the host to schedule a date for a test session and the lecture.

 

Equipment

The host will need to provide the following equipment:

1. Computer with fast internet connection
2. Webcam
3. Large screen or beamer
4. Phone landline or microphone

You can host the webinar on any modern computer with a webcam. Previous sessions have taught us that calling in with a phone landline works best for the audio connection. However, if your internet connection turns out to be very stable and fast during the test session, you can use a microphone connected to the computer.

 

Test session

Since the technique relies on good connections, we will plan a test session to check if everything is working according to our standards. Moreover, it provides everyone with the possibility to explore the software and to discuss any relevant details. It has been proven that most technical issues on the day of the lecture can be prevented by checking them beforehand. Ideally, there will be at least two weeks between the test session and the actual lecture.

 

The presentation

We try to simulate a face to face situation as much as possible. Therefore, we ask instructor and participants to put their phones on silent mode. When there is a long period during which you do not need your microphone (mainly while the instructor is giving the first hour of presentation) we ask you to click on ‘Mute me’. This way the noise in the connection can be reduced.

WebEx

For the webinars we use software from WebEx. It can run in your browser without the need to install additional software (Temporary Application) or it will be installed as a separate add-on to the system. Therefore, it is important to check if all firewall and administrator settings of your computer are compatible with the application. We will do this together with you during the test session. Once the session is scheduled in WebEx, you will receive an email that contains a web link which opens the WebEx Meeting console (Meeting Center).

2. The planning
As soon as we have received a confirmation from the host to participate, we will contact both the lecturer and the host to schedule a date for a test session and the lecture.
3.The equipmenrt
The host will need to provide the following equipment:

1. Computer with fast internet connection
2. Webcam
3. Large screen or beamer
4. Phone landline or microphone

You can host the webinar on any modern computer with a webcam. Previous sessions have taught us that calling in with a phone landline works best for the audio connection. However, if your internet connection turns out to be very stable and fast during the test session, you can use a microphone connected to the computer.
4. The test session
Since the technique relies on good connections, we will plan a test session to check if everything is working according to our standards. Moreover, it provides everyone with the possibility to explore the software and to discuss any relevant details. It has been proven that most technical issues on the day of the lecture can be prevented by checking them beforehand. Ideally, there will be at least two weeks between the test session and the actual lecture.
5.The presentation
We try to simulate a face to face situation as much as possible. Therefore, we ask instructor and participants to put their phones on silent mode. When there is a long period during which you do not need your microphone (mainly while the instructor is giving the first hour of presentation) we ask you to click on ‘Mute me’. This way the noise in the connection can be reduced.
6. WebEx
For the webinars we use software from WebEx. It can run in your browser without the need to install additional software (Temporary Application) or it will be installed as a separate add-on to the system. Therefore, it is important to check if all firewall and administrator settings of your computer are compatible with the application. We will do this together with you during the test session. Once the session is scheduled in WebEx, you will receive an email that contains a web link which opens the WebEx Meeting console (Meeting Center).

 

Host a student webinar at your university

Any university (universities with EAGE Student Chapters are given priority) with the right equipment can host one of the EAGE webinars. Please note that the host is responsible for the equipment, as well as to promote the webinar within the university. Before applying to host a webinar, please carefully read the webinar guidelineshere. 

Have you read the guidelines and would you like to host one of the student webinars at your university? Complete and submit the below application form and we will contact you as soon as possible!

Hosting a Student Lecture Tour

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