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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