Version: 1 Updated: 08/08/2017

© 2017 VAX VacationAccess

Participating in a VAX

University Webinar

Education is a cornerstone of success for travel professionals and VAX is dedicated

to providing access to quality online training, including live supplier webinars, on-

demand virtual sessions, advanced-skill certification programs, and a library of

learning resources and guides that cater to various experience levels.

Live webinars offer travel agents the opportunity to hear from and talk directly

with the most popular vacation suppliers. Hear first-hand about property updates,

selling tips, news, upcoming events, and more right from the suppliers themselves.

Sessions are typically 30-60 minutes in length and often times are conveniently

delivered around the lunch hour.

Where can I learn about upcoming

training events?

VAX promotes live and on-demand training opportunities in a few ways:

1. A chronological list of upcoming webinars is located under the Live

Webinars tab on the VAX University page.

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2. Weekly e-postcards, such as our Upcoming Webinars and This Week on VAX

emails, will alert you to upcoming and existing learning opportunities.

Subscribe to receive these emails by clicking on the Stay in the Know

banner on VAX’s home page.

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3. You don’t have to be a VAX user to attend our webinars. Upcoming

webinars can also be accessed on VAX’s login page.

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Registering for a Webinar

From the list of Live Webinars on the VAX University page, register by clicking the

Register button next to the session you want to join:

If you click on the title of the course, the course description page will appear. This

page provides details about the topics that will be discussed during the session, as

well as general course information and materials. Click the Register button to begin

the short registration process.

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From a postcard, either click on the Register button or the course link to begin the

registration process:

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Once you click the Register button or the course link, you will be asked to complete

a brief survey as you register for the course to help our presenters get to know who

their audience is and provide more valuable information for you.

Downloading WebEx® Software

Although WebEx Event Manager will automatically be set up when you start or join

an event, you can save time by setting it on Windows or Mac, before the event.

To set up now, click Set Up.

If you need immediate help to join an event, try one of the following:

Clear your browser cache and cookies.

Try a different browser.

Copy and paste the event URL directly into the browser.

Setup WebEx on your PC or MAC.

Note:

You only need to download the software once. If you have previously

downloaded the software, skip to the Joining a Live Webinar section in this

document.

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Joining a Live Webinar

Webinars consist of two parts: the online presentation and the teleconference via

your phone.

You can join the live event 10 to15 minutes before the scheduled start time.

After registering for a webinar, WebEx® will send you an email invitation to join the

event. The email will contain a hyperlink for attendees to click to join.

Note:

You must join an event using a laptop or desktop. The Event Center in WebEx is

not yet compatible with mobile devices and will not allow you to join.

Joining a Live Webinar from your Email Confirmation 1. Open the email confirmation you received from WebEx®.

Click the Go to hyperlink for an attendee. The WebEx® program will

automatically open.

2. Click Join Now. The WebEx® program will log you in and connect you to the

online presentation.

3. Decide if you’d like to call in to the audio portion of the conference using your

telephone, having the conference call you, or listening to the audio through

your computer speakers. To join the teleconference, call the toll-free number

and enter the access code.

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Joining a Live Webinar from the Web 1. Type https://vax-vacationaccess.webex.com/eventcenter in your web browser

and press Enter.

2. Select the name of the event you want to join.

3. Type your registration ID in the Registration ID field. You can find your

registration ID in your email confirmation.

4. Click Join Now. The WebEx® program will log you in and connect you to the

online presentation.

You can listen to the audio broadcast through your computer speakers or call in to

the teleconference using your telephone. When calling in, use the toll-free number

and access code found in the email confirmation.

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Join an Event from Your Mobile Device

1. Open the email invitation on your mobile device and tap Join WebEx

Meeting. If you have previously installed Cisco WebEx Meeting application

on your mobile device, it launches automatically. Otherwise, you are taken

to the installation page. Follow the prompts to install the application.

2. Enter your login information and password, if required.

3. You are connected to your WebEx event.

4. You can connect to the event's audio conference by receiving a call to your

phone or, if you have a WiFi connection, by using VoIP. Make a selection by

tapping an audio option.

If you have not entered your phone number previously, when you tap Call me, you

are prompted to enter a phone number for your call back. Depending on your

default audio settings, the event might call your device automatically. Accept the

call to be connected to the event audio.

During a Live Webinar

The host will mute all attendee phone lines to eliminate background noise.

If you call in to the teleconference, mute your computer speakers for best sound

quality. Participants are encouraged to use the chat feature in WebEx® to submit

questions and comments throughout the presentation.

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Questions and comments will be addressed by the host and presenter near the end

of the session. To ask a question, simply type your question into the chat window

on the right side of the screen and then click Send.

To submit a chat question when the presentation is in full screen mode, hover

your mouse near the top center of the screen. A drop-down menu will appear.

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Click on the Chat icon and the chat window will reappear on your screen. Type

your question into the field and click Send.

To view the presentation in full screen mode, click the opposite arrows icon in

the top right corner of the stage.

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After the Live Webinar

After the webinar has finished, exit the online presentation by clicking on the

red X in the top right corner of your screen. If you called in to the

teleconference, hang up your phone.

Please take a minute to complete our post-event survey. The survey will pop

up in a separate window after you have exited the webinar.

All live training webinars are recorded and posted on the VAX University page.

These on-demand training sessions are made available within a few days of

the live event. On-demand recordings will normally remain in the VAX

University for one year following the live webinar date.

Frequently Asked Questions

How much does it cost to participate in the live webinars? VAX VacationAccess does not charge you for participating in live training webinars.

Why didn’t I receive an email confirmation after I

registered? Your email client may see the registration confirmation email as spam and

automatically route the email to the Blocked or Junk email folders. Please look in

those folders.

You can follow the steps below to add all WebEx emails to your Safe Senders list in

Outlook.

1. Select Actions > Junk Email > Junk Email Options from your Outlook tool bar.

The Junk Email Options window opens.

2. Select the Safe Senders tab.

3. Click Add.

4. Type @webex.com into the Add address or domain box, and then click OK.

5. Click OK again to close the Junk Email Options window.

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If your computer is on a network, contact your company’s network administrator.

The network filter may have blocked the email and prevented its delivery.

Why is it taking so long to download the WebEx® software? If you access the Internet via a dial-up connection, it may take up to 20 minutes to

download the WebEx software. If possible, complete the download the day prior to

the scheduled event.

Note:

You may be asked to install Active X or Java if your computer does not have

these programs to view the video portion. This yellow message displays below

the menu bar on your screen. Click OK to download. You may need to consult

your company’s network administrator for assistance.

Why did I receive an error message when downloading the

WebEx® software? Your computer’s firewall or virus protection software may recognize the software

as “foreign” and prevent the download. If your computer is on a network, contact

your company’s network administrator to temporarily disable the firewall or virus

protection software.

Why I am stuck on the “One Moment Please” screen when I

try to download the WebEx® software? Your computer’s LAN settings are preventing you from logging in completely.

Follow the steps below to temporarily adjust your LAN settings (the steps are for

Internet Explorer 8.x).

1. Open Internet Explorer.

2. Select Internet Options from the Tools drop-down menu. The Internet Options

dialog box opens.

3. Select the Connections tab.

4. Click LAN Settings in the lower-left corner of the screen. The Local Area

Network Settings dialog box opens.

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5. Note all of your current settings. Make sure there is no check mark next to Use

a proxy server for your LAN. If there is, click the check box to deselect the

option.

6. Click the check box next to automatically detect settings. This should be the

only box checked.

Note:

You may need to consult your company’s network administrator for assistance.

I’ve lost my registration ID. Can I still join the webinar? You need your registration ID in order to access the live event. If you lost your ID,

you can have it immediately emailed to you by following these simple steps:

1. Type https://vax-vacationaccess.webex.com/eventcenter in your web

browser, and press Enter.

2. Select the name of the event you want to join.

3. Click the click here link in the Join Event Now box. The Send Registration ID

window opens.

4. Type your email address in the Email address box, and click OK. You should

receive a new email immediately with your registration ID.

Note:

Enter the same email address that you used to register with.

I clicked away from the event screen. How do I return to

viewing the live webinar? You should see two minimized windows in your computer’s task bar, near the Start

menu. Select the one labeled “Event in Progress” or the one labeled “You are

viewing..,” to return to the live webinar.

Why doesn’t my screen match what the presenter is talking

about? Your internet speed determines how quickly the screen loads on your computer. If

you access the internet via dial-up connection, the screen loads slower than if you

access the Internet via a DSL or cable connection, creating a delay in the

presentation.

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Part of the presentation is cut off on my screen. How can I

view the entire presentation? You will need to adjust your screen settings to see the complete presentation.

Follow the steps below to adjust your screen settings in Windows 7.

1. Click the right mouse button in an open area on your computer’s desktop, and

select Screen resolution from the drop-down menu. The Display Properties box

opens.

2. Use the slide bar, in the Screen Resolution box, to adjust your settings to 1680

x 1050. Click OK. The computer automatically adjusts your screen display, and

an alert box appears.

3. Click Keep Changes to keep the current settings.

What time can I view the webinar? VAX webinars are scheduled in Central Daylight Time (CDT) or in Central Standard

Time (CST). Because the sessions are live, you need to verify the time it starts in

your area.

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Why can’t I ask the presenter questions during the

presentation? All live training events are recorded and posted in the VAX University as an on-

demand training session for one year. To keep the presentation clear and

uninterrupted, we ask participants in the live sessions to chat questions into the

presenter. All chatted questions are addressed near the end of the presentation so

they can be easily edited from the on-demand session.

Why doesn’t the post-event survey open after the webinar? Make sure you have pop-up blockers on your computer disabled. An excessive

amount of open tabs (windows) on your computer may make finding the survey

difficult as well.

I couldn’t find the post-event survey. Can you just send it

to me? The survey is built in WebEx® and cannot be copied into an email. You are welcome

to contact the supplier directly with any feedback you’d like to provide about the

webinar.

Do agents really win an incentive for attending a live

training event?

Yes! Suppliers who generously offer agents the chance to win an incentive will

randomly select a winning agent(s) following the live event. Typically the supplier

will choose the winner and contact that person directly. When a supplier chooses

to share the name of the winning agent with VAX, we will announce the winner on

our website on the Agent Winners page, found under the Resources tab.

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