A Collaborate Ultra Large Event is defined as a session consisting of 250 - 500 concurrent attendees. Many customers can now configure their own Large Event sessions using the steps provided below. Customers that do not have the option to configure their own Large Event sessions can request a Large Event by submitting a support case to the Collaborate Support team. Click here for requisites and steps to submit a request for a Large Event.
REQUISITES - IMPORTANT
- Moderator Access Licenses are limited to a maximum of 100 users per session and therefore do not qualify to have a Large Event under this license type.
- The session name must contain only alphanumeric characters.
- Collaborate Ultra Large Events should not exceed 4 hours in duration.
- Recurring sessions are not supported for Collaborate Ultra Large Events; please create a new session for each event.
- Collaborate Ultra Large Events will have chat, whiteboard editing, webcam and microphone sharing disabled upon entry for participants. Participant chat can be enabled in session by a moderator via My Settings > Session Settings. Breakout Groups are also unavailable for Large Events.
- Collaborate Ultra Large Event sessions can now be scheduled through an LMS as follows:
Supported LMS Platforms
Unsupported LMS Platforms
- Blackboard Collaborate (Original) Building Block for Learn.
- Collaborate Ultra Plugin for Moodle configured with SOAP Credentials.
Creating a Blackboard Collaborate Ultra Large Event Session
Users can create a Collaborate Ultra Large Event Session from the Collaborate Scheduler (au.bbcollab.com, ca.bbcollab.com, eu.bbcollab.com, us.bbcollab.com)
Some users can also create Collaborate Ultra Large Event sessions from their LMS Courses. Click here for a list of supported platforms.
The session creation page is broken down into four sections:
Session information, Event Details, Invitations, Session Settings.
The topmost portion of the Session creation form contains basic information about the session including session name, telephony information, and guest link.
The event details section contains all information pertaining to Date and Time of session.
A Collaborate Ultra Large Event session cannot be a repeating session.
A Collaborate Ultra Large Event session cannot be an open ended session with no end time.
A Collaborate Ultra Large Event session must have a specified Start and End time no more than 4 - 6 hours apart.
Users may set an Early Entry time for their Collaborate Ultra Large Event if desired.
There are 2 ways to invite guests to Collaborate Ultra sessions.
- Enable guest access and send out the session guest link - The session guest link is not tied to a specific individual. Upon joining a session, guests will be prompted to enter their name. All guests joining the Large Event session via the guest link will join with the Participant role.
- Email Invitation (Scheduler Only) - users may invite guests to their session by creating an invitation and entering the guest's name, email address and specifying a role for the guest (Participant, Presenter, Moderator).
To create an Invitation, expand the "Invitations" section of the session creation form.
Click the plus sign to invite a guest.
Enter guest's full name, email address and choose a role for the guest (participant, presenter, moderator)
Click Invite Attendee
When creating a Large Event session from an LMS course, users will not have access to the Invitations section of the form.
Instead, users will need to enable guest access and send the guest link to all guests.
During the Large Event, guests can be promoted to presenter or moderator by opening the Attendee panel, clicking the ellipses next to the guest's name and selecting either Make Moderator or Make Presenter.
You may select any settings that you desire under Session Settings.
You must select "Allow 250+ attendees to join" in order for your session to be treated as a Large Event.
Please note that "Share Audio, Share Video, Post Chat Messages and Write on Whiteboard or Files" will be deselected by the system upon saving the Large Event Session.
Requisites for Submitting a Request to Collaborate Support
- Requests should be submitted to Collaborate Support at least 2 business days prior to the event.
- Please set the appropriate date, start time and end time for the Collaborate Ultra session before submitting a support case.
- When submitting a request for more than one session, please fill out the Large Event request TEMPLATE and attach it to your support case.
- When submitting a Large Event request, please provide Valid guest links for each session.
- Please create a session invitation for the instructor and set the role to Moderator.
- When submitting a Large Event request, please do not provide the guest link to participants until Support confirms that the session is configured.
Process for Submitting a Request to Collaborate Support
Requests should be submitted to Collaborate Support when a session is expected to consist of 250 - 500 concurrent attendees.
Requests are submitted by way of a support case via the Support Portal using the following fields where applicable:
- Product: Web Conferencing
- Issue Topic: Ultra Experience
- Functional Area: Large Event Request
- Subject/Error Message: Large Event Request (or similar)
- Case Description should include the following:
- Session Contact
- Session Date/Time
- Duration of Session
- # of Expected Attendees
- Session Name
- Guest Link
- Any additional details
Best Practices for Moderators in Large Events when using Collaborate Ultra:
- Let your participants join the session early. This gives new participants a chance to get familiar with the room and what they can and can't do. Join the session early yourself and practice using the tools.
- Upload files and arrange any application windows that you'll need during the session.
- All moderators should access the settings to configure their audio before the session begins. This can be done within the session by clicking My Settings > Set up your camera and microphone. To learn more, click here.
- Mute yourself when not speaking. Nothing is more distracting than hearing outside sounds like typing or a side conversation.
- Chat for participants is disabled by default, but can be enable by a Moderator in the session under My Settings > Session Settings. We suggest leaving the chat disabled during the presentation and having designated Question and Answer periods when the chat is enabled so users can ask questions.