Virtual Meetings
Integrate Pasifika uses BigBlueButton for virtual meetings, providing a powerful, user-friendly platform for community collaboration. This guide covers everything you need to know about hosting and participating in virtual meetings.
BigBlueButton Integration
BigBlueButton is seamlessly integrated into Integrate Pasifika, providing professional-grade virtual meeting capabilities:
Key Features
One-Click Access
Join meetings directly from event pages without additional software installation
Automatic Room Creation
Meeting rooms are automatically created when you schedule events
Mobile Compatibility
Works on desktop, tablet, and mobile devices with responsive design
Recording Capability
Record sessions for later viewing by community members
Joining Virtual Meetings
Participating in virtual meetings is straightforward and user-friendly:
- 1. Access the Event - Go to the event page in your community
- 2. Click "Join Meeting" - The join button appears when the meeting is active
- 3. Allow Browser Permissions - Grant access to camera and microphone when prompted
- 4. Enter Your Name - Provide your name for the meeting participant list
- 5. Join the Meeting - Click "Join" to enter the virtual meeting room
Meeting Features and Tools
BigBlueButton provides comprehensive tools for interactive virtual meetings:
Audio and Video
- • HD Video - High-quality video for clear communication
- • Audio Controls - Mute/unmute and volume controls
- • Camera Settings - Turn video on/off as needed
- • Echo Cancellation - Automatic audio quality optimization
- • Noise Reduction - Background noise filtering
- • Audio Testing - Test your audio before joining
Interactive Features
- • Screen Sharing - Share your screen or specific applications
- • Whiteboard - Collaborative drawing and annotation tools
- • Chat - Text chat for questions and comments
- • Polls - Create and conduct real-time polls
- • Breakout Rooms - Split into smaller discussion groups
- • Hand Raising - Signal when you want to speak
Hosting Virtual Meetings
As a meeting host, you have additional tools and responsibilities:
Host Controls
Participant Management
Mute/unmute participants, manage video, and control who can speak
Recording Control
Start and stop meeting recordings, manage recording permissions
Screen Sharing
Share your screen, allow others to share, and manage sharing permissions
Breakout Rooms
Create, manage, and monitor breakout room activities
Best Practices for Virtual Meetings
Follow these guidelines to ensure productive and engaging virtual meetings:
Technical Preparation
- • Test your internet connection before the meeting
- • Use a headset or earbuds for better audio quality
- • Ensure good lighting for video calls
- • Close unnecessary applications to improve performance
- • Have a backup device ready if needed
- • Test your camera and microphone beforehand
Meeting Etiquette
- • Join the meeting a few minutes early
- • Mute your microphone when not speaking
- • Use the chat for questions and comments
- • Be respectful of others' time and contributions
- • Avoid multitasking during the meeting
- • Use the hand raise feature to request speaking time
Engagement Strategies
Keep participants engaged and active during virtual meetings:
- • Start with Introductions - Have participants introduce themselves and their interests
- • Use Interactive Tools - Incorporate polls, whiteboard activities, and breakout rooms
- • Encourage Questions - Regularly ask for questions and input from participants
- • Share Visual Content - Use screen sharing to show presentations, documents, or websites
- • Break Up Long Sessions - Include breaks and vary activities to maintain attention
- • Use Chat Effectively - Monitor and respond to chat messages throughout the meeting
Recording and Playback
Meeting recordings are valuable for community members who couldn't attend:
Recording Features
Automatic Recording
Recordings can be started automatically when meetings begin
High-Quality Capture
Recordings include audio, video, screen shares, and chat messages
Easy Access
Recordings are automatically made available to community members
Searchable Content
Recordings can be searched and navigated for specific topics
Troubleshooting Common Issues
Be prepared to handle common technical issues during virtual meetings:
Audio Issues
- • No Audio - Check browser permissions and audio settings
- • Echo or Feedback - Use headphones and mute when not speaking
- • Poor Quality - Check internet connection and close other applications
- • Can't Hear Others - Check volume settings and audio output device
- • Microphone Not Working - Test microphone in browser settings
Video Issues
- • Camera Not Working - Check browser permissions and camera settings
- • Poor Video Quality - Ensure good lighting and stable internet
- • Can't See Others - Check if others have video enabled
- • Lag or Freezing - Close other applications and check internet speed
- • Wrong Camera - Select correct camera in browser settings
Mobile and Tablet Access
Virtual meetings work well on mobile devices with some considerations:
- • App Installation - BigBlueButton works in mobile browsers without additional apps
- • Touch Controls - All features are accessible via touch interface
- • Data Usage - Be aware of data usage, especially for video calls
- • Battery Life - Video calls can drain battery quickly
- • Screen Size - Some features may be more limited on smaller screens
- • Wi-Fi Recommended - Use Wi-Fi when possible for better quality
Security and Privacy
Virtual meetings include security features to protect your privacy:
Security Features
Access Control
Only community members can join meetings, with additional controls available
Encrypted Communication
All audio, video, and data transmission is encrypted
Host Controls
Hosts can manage participants, mute users, and control access
Recording Privacy
Recordings are only accessible to authorized community members
Virtual Meeting Success Tips
- • Test your setup before important meetings to avoid technical issues
- • Use a professional background or virtual background for video calls
- • Keep meetings focused and on-topic to maintain engagement
- • Record important meetings for community members who can't attend
- • Follow up after meetings with summaries and action items
- • Be patient with technical difficulties and have backup plans ready
Getting Help with Virtual Meetings
If you encounter technical issues or need help with virtual meeting features, contact our support team at [email protected] or ask for assistance from other community members who have experience with virtual meetings.