AGM Presenter Guide

The AGM will be presented as a Microsoft Teams Live Event. While the audience should watch via web browser, presenters MUST use the Microsoft Teams app, preferably on a laptop or desktop computer.

The screen captures below show the presenters’ experience, in a Live Event where Crash Test Dummy is a presenter, and Adrianne is producing and presenting a PowerPoint presentation. All captures below are of Crash Test Dummy’s screen, except for the one clearly marked as being Adrianne’s producer view. You can see the audience’s experience in the AGM Audience Guide.

Installing the App

1 – Log in to using your email address and password, then click the Teams button.

click Teams button

2 – Click the purple button to download the app installer file. The server will offer you the correct software version for your machine.

click button to download app installer

3 – Wait for the installer to download, then click to run it.

installer downloading

4 – A splash screen will appear briefly as the app installs.

app installing

5 – Enter your email address and click the button.

enter your email address

6 – Enter your password and click the button.

enter your password

7 – Remove the checkmark to prevent Mensa Canada from managing your device. Click the blue text instead of the button, so that any accounts set up in other Microsoft programs (Word, Excel, etc.) will not be affected.

remove checkmark and click sign in to this app only

8 – In the Teams app, click the calendar button at the left to see your calendar. If you see the work week view (Mon-Fri only), change to week view (Sun-Sat) using the dropdown at the top right.

click calendar button and set calendar to week view

9 – Find the event in your calendar, and single click it to open the details pane for the event.

locate and click meeting in calendar

10 – In the event details pane, click the join button.

click the join button

11 – Make sure your camera and microphone are enabled. Check your background for anything you don’t want others to see. Make sure that there is enough light to show your face (the example below is too dark, and could be corrected by turning the camera to not show the bright window). When you are sure you are ready, click the purple button to join the meeting.

make sure camera and mic are enabled

12 – If the machine asks you for a firewall exception, check to allow use on home/work networks, uncheck to prevent use on public networks, and click the allow access button to proceed.

allow firewall exception

13 – This is your backstage view before the event goes live. Other presenters will appear in the large area at the top. Your camera always appears in the bottom right corner. The toolbar will hide when not in use. To recall the toolbar, just move your mouse over the area. The indicator at the left end of the toolbar tells you whether the event broadcast has started or ended.

before event goes live you will see other presenters at top of app

When the event is running, the producer controls what the audience sees by choosing between PowerPoint slides and presenter webcams. This is the producer’s backstage view when the event is running:

producer's control panel view

14 – When the event is live, and PowerPoint slides are being shown, you will see them at the top. In this example, both Adrianne’s PowerPoint and her webcam are marked as live, which means the audience sees both at once. (See the audience guide for an example of what that looks like.)

presenter view when event goes live

15 – There is a backstage text chat feature that allows presenters to communicate with each other, the producer, and the moderator(s) during the event, without being seen or heard by the audience. To access the chat, move your mouse to recall the toolbar, then click the button that looks like a speech balloon.

how to access backstage text chat

16 – This is what the backstage chat screen looks like. Please keep it open while the event is live, so that you can respond to other presenters/crew when needed.

using backstage chat

17 – The moderator(s) should keep an eye on the Q&A area. Open the Q&A interface by clicking the button that looks like 2 overlapped speech balloons containing a question mark.

accessing Q&A for moderators

18 – In this view, there are 2 new questions. Moderators can use the dismiss button to get rid of a question, or the publish button to send the question forward into the view of all attendees. Simply typing an answer beneath the question and clicking the arrow button will send an answer privately to the person who asked the question, and they will be able to reply to you as well.

Note: if your bandwidth is low, and you are not presenting your camera, Teams may replace your camera feed with an icon. In this example, Adrianne had low bandwidth and was not presenting, so Teams replaced her camera with her profile picture. If no profile photo is set in your account, it will show initials inside the circle.

writing answers and non-presenter camera feed dropping due to bandwidth shortage

19 – The published button has been clicked for this question, moving it over to the Published tab. This answer has not been sent yet. To send the answer (publishes it with the question so that all attendees can see), click the arrow button at bottom right of answer.

answering a published question

20 – When the producer ends the broadcast, the indicator at the left of the toolbar will change status to ended. The Q&A panel shows an example of a private question that has been answered, and the audience member has responded back to the moderator.

indicator that the producer has ended event

21 – To completely exit the meeting, click the hang up button on the right end of the toolbar.

click the hang up button to exit meeting