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Annual Meeting


Meeting Access and Remote Simultaneous Interpretation Services Instructions 

Prior to Meeting | Joining the Virtual Meeting | Participant Controls | Remote Simultaneous Interpretation | Troubleshooting

Prior to the Meeting

The meetings and events during the CCMTA 2021 Virtual Annual Meeting will be hosted via GoToWebinar. If you are not familiar with the tool, please watch this quick reference video

To ensure full functionality within the platform, we recommend using the GoToWebinar Desktop APP as well as testing your system compatibility by joining a test session and doing a system check in advance of the scheduled meetings.

GoToWebinar does not require installation of external software, however those that have a locked-down computer environment may experience issues connecting and using the platform.  

If have any issues while performing a test, consult the Troubleshooting information included here. If you continue to experience issues, please contact us immediately to assist.   

  
Remote Simultaneous Interpretation (RSI)
services in English and French will be offered via a Mobile APP called Interprefy.

The device you are using (laptop, computer, table or mobile) for access to the meetings via GoToWebinar is not to be used for remote interpretation services. Remote Simultaneous Interpretation is available via the use of a secondary device – a mobile phone. This device will serve as your “SI receiver” where the interpreter’s speech is transmitted in your language of choice.

We recommend downloading and installing the Interprefy Mobile App on your mobile device in advance of the meetings to ensure seamless activation.

Visit your APP store or scan the QR code.  


Joining the Virtual Meeting

The day of the meeting, participants are asked to log in 5-10 minutes before the meeting start time to ensure connectivity and to troubleshoot any technical issues. 

If you have any issues while connecting, consult the Troubleshooting information pageIf you continue to experience issues, please contact us immediately to assist. 

We highly recommend using the GoToWebinar Desktop APP to ensure the best experience and access to all enabled functionalities. Sharing your webcam is an example of a feature that may not be available to you, if you don’t join via the Desktop APP.

OPTION 1: Joining via the Desktop APP:

Step 1: Click on the link in your email invitation to join. You may be instructed to download or “open” the GTW application. If prompted to perform an update, please do so, and/or click “open”.  
Step 2:  Test your audio by clicking on “Test Computer Audio.”
Step 3:  Click on “Join Audio by Computer”, once the audio test is successful.


OPTION 2: Joining via the Web Browser Version (via Google Chrome or Firefox):  

Step 1: Visit https://www.gotomeeting.com/en-ca/webinar/join-webinar
Step 2:  Enter the 9-digit meeting ID from your invitation.
Step 3:  Enter your email address.
Step 4:  Click JOIN and follow the prompts.


OPTION 3:  Joining via Audio Connection only (Dial-in)

  • A conference call number is provided in your email invitation for those who can only dial-in and cannot use GoToWebinar. Please refer to your email invitation for details specific to the meeting. Long distance charges will apply; there is no toll-free number available.
  • If you are only able to join by telephone, it would be like participating on any other conference call which does not provide you with the ability to view presentations or videos that may be shared during the meeting. 
  • Remote Simultaneous Interpretation (RSI) is not available through this option.


Participant Controls

Participant controls will differ and/or be limited based on how you chose to connect. Instructions below are for the Desktop APP connection.

Once you have joined the meeting, you will see a pop-up window which is called the Control Panel. This gives you access to the controls enabled by the organizer.

Control Panel

If this is your first time using the platform, the Control Panel may “Auto-Hide” when not actively in use. You can disable this feature and have the Control Panel always visible:  

  • Select View tab from the top menu of the Control Panel.
  • Unclick the auto-hide option in the View tab to enable the control panel of collapsing.

      

Minimized View/Expanded View

At any time during the session, you can hide/minimize the full Control Panel by selection the Shrink icon  in the Control Panel navigation.

It will then appear “minimized”.

To expand the Control Panel once again, click the Expand icon  in the Control Panel navigation.

It will then appear full once again.

      

Mute and Unmute Feature

Depending on the meeting, and your membership category, you may be muted or unmuted upon entry. Participants who are unmuted should mute themselves when not actively speaking to minimize background noise.

To access the mute/unmute feature, click the microphone icon on the Control Panel.

The icon will change as follows:

 Orange icon = You are muted.
 Green icon = You are unmuted.
 Gray icon = You are muted and do not have access to self-unmute.

Please note, depending on your connection you may experience a few seconds of lag in enable/disable this feature.
        

Webcam Feature

Depending on the meeting, and your membership category, you may have the ability to share your webcam.  Those who did not join using the Desktop APP will not have the ability to share their webcam.

There are multiple places on the Control Panel where you can turn on your webcam. We recommend:

  • On the Control Panel, click the Webcam button  
    so that it turns green  or
  • In the Webcam pane, click the Share My Webcam icon  or click the Webcams drop-down menu and click Share My Webcam.

Please note, depending on your connection you may be a few seconds of lag in enable/disable this feature.
  

Web Cam View > Set to “View Everyone”

Once you have logged in, it will be important to ensure that Web Cam View is set to “View Everyone” from the drop-down list.  This will ensure that all enabled web cams are viewable to you.
    

Chat or Question Feature

Depending on the meeting, and your membership category, you will have a “Chat” or “Question” feature which is reserved for submitting questions or requesting technical support during the meeting.

Submissions are visible to organizers only and will be addressed accordingly.


Remote Simultaneous Interpretation

Step 1: On your main device (laptop, computer), connect to the meeting as you would normally. Once connected, mute your sound on your main device so you do not hear feedback. Your main device will serve as your visual presentation only.
     

Step 2: On your secondary device (mobile device), open the Interprefy Mobile App. This device will serve as your SI receiver where the interpreter’s speech is transmitted in your language of choice.

Step 3: Enter the Event Token provided.

Step 4: Click CONNECT.

Step 5: Select your preferred LANGUAGE from the list.

  • To listen to the meeting in French, select “French”.
  • To hear the translation of someone speaking in French during the meeting, select “English”.

We recommended that you use headphones with your mobile device to ensure feedback is avoided. Adjust your volume, as necessary.  

When the session is finished, click DISCONNECT to leave the session.

If have any issues while connecting, consult the Troubleshooting information pageIf you continue to experience issues, please contact us immediately to assist.