DINA's digital conference centre uses the open source programme BigBlueButton as an integrated video conferencing solution which is also frequently used in school and university contexts. The advantage of open source lies particularly in its (data) security as the programme code can be openly viewed and optimised by international IT experts. There is already a variety of manuals on the Internet for BigBlueButton describing its functions in detail. Nevertheless, we would like to highlight some features on the following pages that deserve special attention.

1. Event name

2. BigBlueButton video conference

3. Open video conference in new tab

4. Zoom video view (hides the rest of the conference view and enlarges the video window. Can be reversed by pressing the same button.)

DINA is intended to promote international youth exchange and is therefore designed for use in several languages. It is not only the platform itself that supports multiple languages but also the built-in video conferencing solution BigBlueButton (BBB). Although the technology is not yet advanced enough to enable automatic interpretation of spoken language, you can easily work with your own interpreters. In the following section you will learn how this feature works and how to activate it.

Important note before you get started: For an interpreted conference, it seems important to us to point out that such a conference on DINA.international (as in real life) requires special preparations: Especially with regard to the interpreters, we recommend checking and getting to know the functions and software interface beforehand in order to avoid disruptions. Also, you can expect more frustration if participants cannot hear the sound or something does not work because the wrong browsers are in use or they have not tried out how to use the system...

• It is strongly recommended that the interpreters wear a headset to avoid feedback (it is not really possible without one).

• It is strongly recommended that the internet connection (preferably via cable and without WLAN) is powerful (at least 10 Mbit, better 20 Mbit - this has to be tested beforehand). Access via WLAN can work - but is susceptible to interference, e.g. from neighbours watching films).

• We strongly recommend using a powerful computer with at least 4 GB, preferably 8 GB RAM memory.

• The interpreters should have checked out the conference setting on DINA and tested the functions.

• Interpreters often wish to have eye contact with their colleagues. This can be provided by a (hidden, separate) video room which is muted on both sides Alternatively, this channel can of course also be used on other messenger services and video channels.

Principle of the interpreting function

Interpreting on BBB works a s follows:

• A moderator (or the interpreters themselves) sets the languages spoken (or interpreted).

• Each moderator can theoretically interpret in DINA. All that is needed is to select the target language into which the interpretation should be provided.

• Participants can choose which language they want to listen to. They may also choose the original sound without interpretation (when a language is selected, the interpreted sound or the original sound in the selected language is heard).

• When an interpreter speaks, the original sound is turned down.

Activating interpretation

Moderators can add all spoken languages to the video conference via the Languages tab. If only one language needs to be interpreted (e.g. because half of the group speaks both languages), then this is also sufficient. Once this has been done, simply click on the button "Start interpretation" and everything is set.

For interpreters: Which language am I hearing?

In order to act as an interpreter, the person in question needs moderator rights in the BBB video conference. These can be assigned when creating an event or during the ongoing meeting.

In the options bar below the videos, all moderators as well as the participants see the button "available languages". Here you can select which language you want to listen to. If Original is selected, the original sound is played with all languages. The languages are only available for selection after interpretation has been activated; the buttons are also visible when the function is deactivated.

For interpreters: Which language do you want to interpret into?

Now the interpreters must select the language they want to interpret into, i.e., the language they will speak themselves. This is done via the button "Interpret language" on the far right. If the language listened to has already been selected, it is no longer available in this menu, or vice versa.

Interpreters: Speaking

Interpreters have their own microphone button which they only use when they are interpreting. This button is purple, just like the "Interpret language" button. When this microphone is activated, only the participants who have selected the corresponding language will hear the interpreter's voice. The normal microphone can be used to be heard by everyone in the plenary and should otherwise always be muted (mute = crossed out). The interpreter's microphone should also be muted when not in use.

Listeners

For listeners it is very easy: they only have to select the language they would like to listen to. This can be done via the blue globe button. The same applies to moderators.

Sometimes it is useful to send participants to separate video conferences for smaller team tasks, get-to-know-you sessions or interactive formats. In many of the current conferencing solutions, these separate video rooms are called breakout rooms. One possible approach would be to set up a café room with several virtual tables and ask the participants to spread out among them. However, the disadvantage of this is that the participants would have to leave the ongoing video conference and distribute themselves among the tables on their own (a great option for the break, though). However, BigBlueButton already offers a built-in breakout function which it refers to as group rooms. It allows both random and self-selected grouping of participants. Admins and presenters can set up these group rooms during an ongoing video conference with just a few clicks.

Creating group rooms

To create a breakout room, you may first have to maximise the video conference by clicking on the arrow cross in the top right corner for all options to be displayed. Next to the participant overview, open the cogwheel menu and select "Create group rooms".

In the following view, you can select the number of rooms (up to 8), the duration until the rooms are automatically closed, randomly assign participants to rooms or allow them to choose a room later. You can also drag and drop (click, hold and move) participants between the rooms. Clicking on "Create" opens the rooms, "Close" cancels the process.

Joining group rooms

After creating the group rooms, all participants receive a message that they can join a room. Depending on the setting, they may or may not have a choice at this point. However, no one is forced to join a room; the message can be ignored by clicking the "Close" button.

But even after closing the first call, participants can still join the rooms afterwards via the side menu. Admins or presenters can join all rooms at any time, even if they have been assigned to a specific room.

As soon as a participant clicks on "Join room", a new browser window opens with a BigBlueButton video conference. The main conference remains open in the original window, although it is muted.

Working in group rooms

Most of the normal BigBlueButton functions can be used in group rooms. The biggest difference, however, is that each person present can make themselves the presenter and thus share their screen. This is very practical as there is no need for an admin to always be in each group room.

Leaving group rooms

Participants can decide to leave a group room at any time. All they have to do is close the corresponding browser window.

Close breakout/group rooms

As a general rule, breakout rooms end automatically after the set time. However, moderators can force the rooms to close by pressing the button "End all group rooms" in the Group rooms tab.

Additional info

A video conference depends on the interaction of all participants. Just as in a face-to-face meeting, it is therefore important that there are opportunities for expression and communication. BigBlueButton offers a number of tools that, if used correctly, can contribute to an interactive exchange.

Chat

There are two types of chat in BigBlueButton, the public chat and the private chat.

The public chat is available at the beginning of the video conference and can be seen and used by all participants. It is particularly useful for asking general questions or sending information to all participants.

The private chat opens only after clicking on a participant in the participant list and selecting the option Start private chat. The private chats can only be read by the two parties involved and are particularly suitable for quick consultations, e.g., between moderators.

Status Symbols

Status symbols can be used to express different emotions non-verbally or to communicate with the other persons in the video conference. The status is changed by clicking on one's own name in the Participant tab and then on Set status. The picture is then replaced by the corresponding status visible to everyone.

Shared notes

Just like the public chat, the shared notes can be seen and edited by all participants. The difference being that the contributions cannot be assigned to specific persons and that a simple HTML editor is available. This makes it easier to organise the notes and change their style. The shared notes are well suited for joint minutes or for capturing thoughts and ideas.

Surveys

For simple polls or quizzes, BigBlueButton provides a poll function. However, only one (single-choice) question can be asked at a time. There are already some pre-defined polls to choose from, but a user-defined poll with up to 5 self-selected answers can also be created. After publishing, the survey ends and all participants can view the results.

So-called moderators have special rights in BigBlueButton that distinguish them from the normal participants. With these options they can manage the video conference as well as the participants.

There are three ways to become/be a BBB moderator in the digital conference centre:

• All administrators of a meeting are automatically moderators in all videoconferences.

• Admins can appoint individual participants as moderators of the specific event when creating events.

• During an ongoing videoconference, moderators can appoint other participants as moderators (this only applies to that ongoing videoconference).

In the following, we will briefly explain which (setting) options moderators have in an ongoing videoconference.

Managing participants

In principle, there are two ways of managing participants, the first relating to a specific person and the second having an impact on all participants of the video conference.

First option: Click on a participant in the list of participants.

A menu opens in which you can:

1. Start a private chat,

2. Make the participant the presenter (participant is allowed to share the screen). 3,

3. Promote the participant to moderator (participant obtains the same rights as the moderator),

4. Remove the participant from the video conference.

Second option: Open the cogwheel menu next to the participant list.

Here, you can do the following:

1. Reset the status icons of all participants and moderators

2. Mute all participants

3. Mute all participants except the presenter

4. Download all participants' names as a text file (.txt) (sorted by both first and last name)

5. Restrict the rights of the participants (see below, does not apply to moderators).

Managing a video conference

The 3-point menu in the top right-hand corner can be used to make general settings for the video conference and to end the conference (this has no lasting effect with DINA, however, as it is restarted as soon as someone wants to join).

In the global settings of the BigBlueButton conference you will find features that facilitate moderation and interaction. We recommend that for larger groups or Q&A sessions, at least the pop-up notifications are switched on for new messages in the chat and when participants join. This helps keep track of what is going on and helps with the supervision of the group.

In the Data saving mode tab it is also possible to deactivate webcams and screen sharing for the entire conference. Normally, these settings should remain untouched, however, they may be useful in case of connection difficulties.

Presenter / screen sharing rights

BigBlueButton distinguishes between normal participants and moderators as well as the presenters. Only one person can present at a time. Whoever currently has the right is indicated by a small blue projector symbol in the picture of the person in the participant list. Moderators can assign themselves the presenter right by clicking on the plus symbol in the video window. They can also assign this right to normal participants by selecting the name of the corresponding person in the participant list.

The presenter is allowed to share their screen and to create and analyse surveys.

Video recording and saving conference contents

In order to record events from your meeting, you need an event with a BBB room. Please note that recording is only available for "Premium Conferences". You can find out more about premium conferences and how to upgrade your conference here.

Maybe you have already noticed the information message box about agreeing to a recording at your premium conferences?

In the event settings you will find the section "BBB Video Conference Options". This is also where you will find the setting to enable the recording feature. Currently, our default setting is "Allow recording", but you can freely allow or disallow recording.

To start recording during a conference, simply press the upper button "start recording" within your BBB frame.

You can see that a recording is currently running by the red recording icon and the time display next to it. You can pause your recording by pressing the red recording symbol again and continue it at a later time. This makes it easy to cut out program points, such as breaks, in advance.

The recordings save themselves. However, there are two criteria for this: Either all participants have left the conference or you have ended the conference via the three-point menu and "End conference" menu point. Saving can take a few minutes, so you won't necessarily be able to find your recording immediately after ending the conference.

But where can you find your saved recordings in the first place? - You have to navigate to your conference settings in the left navigation bar of your conference under "Edit conference".

There you will find the tab "Recorded Meetings", where you can manage your saved recordings. Here you can delete your recordings or click on the name of the recording to view the playback, i.e. your recording.

In the playback you can click through the recording, adjust the playback speed, view the past chat and the shared notes.

Saving the chat and notes separately

BigBlueButton allows you to save both the public chat and the shared notes. In the public chat, this is done via the 3-point menu in the upper right corner of the chat window.

The shared notes, on the other hand, can be downloaded in various formats (e.g. PDF, Word, ODF, HTML) via the download icon.

Saving the list of participants

The (present) participants can also be downloaded in a text file. This is easily done via the cogwheel menu next to the list of participants.

Start Streaming

1. To make a live broadcast from Plugnmeet to Facebook, Youtube or another similar, what you need to do is go to the bottom center and select the three-dot icon and choose "Start RTMP broadcasting".

1. Then, in the box that will appear, you can choose the provider of your preference and you will have to enter the Stream Key to start the transmission.

2. Ready! Now you'll be able to stream everything you'll do in Plugnmeet, from your webcam to the shared whiteboard.

3. Finalize transmission You will press on the three-dot icon and select "Stop RTMP broadcasting".