Stage Manager FAQs

This article goes through some of the most common FAQs asked by stage managers. You can check out a very detailed guide on what stage managers do before and during sessions here: Stage Manager Guidelines (Webex Webinars)

I am supposed to host a session later today but I can't open the room yet. Why?

You may be too early! Stage managers can only open rooms up to 60 minutes before the actual session begins.

I am supposed to open a stage very soon but I don't see it on Ex Ordo. Why?

This could happen for a few reasons including:

• You may be logged into Ex Ordo with the wrong email. You can double check this with the conference administrators.
• The conference organisers may have made some changes and you may not longer be the person scheduled to host the session. You can double check this with the conference organisers.
• You may have the wrong day - it happens to the best of us!

How do I actually begin the session when it is time?

Check out this article for details on how to begin a session when it is time: Starting a live session (Webex Webinars)

What is all this talk about Webex? We are using Zoom, Teams or another virtual meeting room.

Some conferences use Webex and others use custom meeting links. If you are using Zoom, Teams or something else, your conference organisers will provide access to log in and host meetings. Ex Ordo Support can only assist with access in Webex.

I am in the Webex session but I don't want attendees to hear anything quite yet. What can I do?

You can start a practice session to speak with other panelists privately. This article has more details: Practice sessions: Your Virtual Green Room

I am using a Mac and it is telling me I have to update my settings and leave the room before I can screen share. Is this really necessary?

Unfortunately, yes. Mac users need to grant Webex permission in the Apple settings before screen sharing. This requires Mac users to leave the Webex room and come back in so we highly recommend doing this in advance. Check out this article for more: Sharing on your Live Stage

Do I really have to download the Webex app? Can I use my browser?

Yes, you must download the Webex app if you are stage manager. Hosting functionality in the browser is severely limited so stage managers must use the app.

How does Chat and Q&A work in Webex?

Check out this article for full details on this: Managing Chat and Q&A during the Event (Webex Webinars)

Should I record sessions?

Possibly! The conference organisers will let you know if they want you to record sessions or not. If you aren't sure you should reach out them. You can learn how to record sessions in this article.

How do I promote attendees when it is their time to speak?

Check out this article for details on how to promote attendees: Promoting Attendees on your Live Stage (Webex Webinars)

Help! Another panelist started screen sharing in the middle of a presentation. Why did this happen?

By default, any panelist can share their screen at any time. This means that a panelist could accidentally 'steal' the screen sharing role from a presenter. We highly recommend unchecking the Anyone Can Share option in the Participant menu each time a meeting room is opened.

Check out the information here on how to pass the presenter role between panelists.

Attendees aren't able to talk in the meeting. Why?

By default, all attendees are muted. You can unmute them by following these steps.