As the host, you are essential in ensuring a good start to the meeting and workshop using epics.
Once you start the session, your epicMeets Facilitator steps in to support both you as a host and the participants. The App guides the session to ensure productive working, enhance engagement, and drive impactful outcomes. Here's what you need to do:
- Arrive Early: Be at the venue 15 minutes before the event starts.
- Set Up the Space: Arrange tables for small group work. For optimal interaction, aim for groups of 3-5 people. If the group size exceeds 6 participants, consider splitting into smaller groups to enhance focus and engagement during small group activities.
- Log In: Log in to the epicMeets app.
- Set Up Equipment:
- Share your screen on a large display when using a computer.
- Ensure audio is routed through the AV system or external speakers.
- Disable notifications (e.g., Teams, calendar pop-ups).
- Test the setup to ensure everything works seamlessly.
- Create the event or find your planned event:
- If you have already created the meeting in advance, it will show on the home screen as an upcoming meeting. The meetings are in order of timing, so your next planned meeting is listed first. When you want to start it, press start meet.
- Using the App - Options for the Host As the host, you have several ways to use the app, depending on your meeting environment, technical setup, and preferences:
- Mobile device only for everyone: Use your mobile device to run epicMeets; it will guide the session through your mobile device's screen and speakers. Participants follow the prompts directly from their own mobile devices. This setup is excellent for on-site meetings when you are 2-5 persons.
- Host on a computer with a large screen and participants on their mobile devices: Use a computer to display App prompts on a larger monitor or screen for everyone to see. Connect the computer to the AV system to play the voice commands through external speakers. Participants also use their mobile devices as meet consoles. This setup is excellent for on-site meetings with more than five people and when you work in several smaller groups during the meet.
- Host on both computer and mobile devices. Participants on their mobile devices: Use your computer to display App visual instructions and play the voice prompts through the AV system. Use your mobile device as a control device to manage the session, move forward, and activate buttons seamlessly. This setup is great for any host who wants to control the meeting flow from the mobile device app while displaying the prompts and having the sounds from the AV system.
- Silent Mode: Use the App as a visual guide without audio. Either show the text prompts and instructions on the computer to everyone or have them as guidance for yourself from your computer or mobile device.
Whatever option you select, turn off notifications (e.g., Teams and calendar pop-ups) on your devices to avoid interruptions. Test your setup to ensure everything functions smoothly and your session runs smoothly.