EVO Client Setup for Hall A Collaboration Meeting

Prerequisite: You must have Java installed.

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

  1. Go to the EVO web site
  2. Register if necessary to create your personal log-in
  3. Click "Start". 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.
  4. Once the client is running, it will ask you to log in. The will take you to the main EVO window.
  5. 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.
  6. In the list of meetings, find the "Jefferson Lab Hall A Collaboration Meeting" (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.
  7. Double-click the meeting name.
  8. A new window, titled "vievo", will appear, representing a virtual meeting room. There will be one icon (or one row) per participant.
  9. On Windows, video sent from any of the participants will appear in the 3-D vievo window directly. 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. Please read the documentation for further details, including information on how to send your own audio/video. 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".
Ole Hansen <ole@jlab.org>
Last modified: Sat Dec 12 17:21:19 EST 2009