Remote Participation for the Hall A Collaboration Meeting

EVO Meeting room : JLab Hall A Collaboration

EVO Phone bridge : 1 631 344 6100 (ID: 7 8199)

In case the EVO audio is poor or fails, we will also have a standard conference call available.

Alternate Telephone Line : 1-219-509-8111  ( Access code : 70777 )

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EVO HELP (thanks to Ole Hansen who wrote the original version of this howto).

Prerequisite: You must have Java installed.

The basic steps for joining the video conference are as follows:

1. Go to the EVO web site . Register if necessary to create your personal log-in.

2. Click "Start EVO". A confirmation box may appear, asking you to confirm downloading of the Koala Java client. Click "OK". The client will be downloaded and started, which may take a few minutes. If this fails, see below.

3. Once the client is running, it will ask you to log in. This will take you to the main EVO window. You can now quit or minimize your web browser.

4. Double check the configuration if you are starting for the first time: In the "Configuration" menu, select "Videoconference Client", then click the "EVO Tools" radiobutton if not already selected. Close the configuration window.

5. In the list of meetings, find the "JLab Hall A Collaboration" (in the "Universe" community), scheduled to start at 8 am EST (1 hour allowance for setup). The meeting will only appear in the list shortly before it is scheduled to start.

6. Click the meeting name, and agree to “join the meeting?”

7. A new window, titled "ViEVO", will appear, representing a virtual meeting room. Clicking the webcam icon at the top of the window will toggle on/off the transmission of video from your camera. Next to the webcam icon are two small arrows. Clicking on these arrows reveals a few simple menus, but you most likely will not need to modify anything here.

8. The other window “EVO Koala” shows an icon for all participants in the meeting. Just below the participant icons are s buttons which allow you to toggle on/off transmission of your video and audio.

9. Video sent from any of the participants will appear in the ViEVO window. On Linux, you may have to click on the participant's icon(s) whose video you would like to watch to bring up separate, larger video windows. Audio will be played either from only the "speaker" or from all of the participants, depending on your settings.

10. Note that it is not necessary to have a camera and/or a microphone attached to your computer. You can watch a meeting entirely passively or participate only via text messages in the chat window.

Troubleshooting: If the Java client does not start, but instead you immediately get an error, try this: Open the Java Control Panel (on Windows: Start->Control Panel->Java). On the "General" tab, under "Temporary Internet Files", click "Settings...". Make sure that "Keep temporary files on my computer" is checked. Also, make sure that "Set the amount of disk space for storing temporary files" is at least 50 MB. Exit with "OK".