BigBlueButton

The FSFE has a BBB instance running on conf.fsfe.org.

Depending on the room settings, you do not need an account on this instance to join a conference, but FSFE account can also log in after a manual approval by an admin.

Log in with you FSFE account

To log in with your FSFE account, follow these steps closely:

1. Go to conf.fsfe.org and click on "Sign in" on the top right.

2. Another click on Sign in with LDAP (the big red button)

3. Then, enter your FSFE username (no @fsfe.org!) and your password, and sign in.

4. Two things need to happen afterwards: a) confirm the email that you should have received, and b) wait for an admin to approve your account.
5. If a) and b) are done, you can log in finally. Follow steps 1-3 for this each time.

Remember: always use "Sign in with LDAP", the other fields won't work!

Features

At the moment of writing, BBB provides some basic and advanced functions:

• Share your microphone, video, and screen
• Upload a presentation (PDF is best), better than sharing your screen
• Draw freely on your uploaded presentation, and allow others to do the same
• Create breakout rooms to split the audience into smaller groups
• Shared notes
• Polling

Your rooms

Every user has one room by default. You can rename it, give it an access code, and change its settings. This is a great way to invite other people to a conference.

You might also see rooms that have been shared with you. You cannot change their settings, but will be moderator and can start them on your own.

To see the URL that others need to join the room, click on the room and see the field above it that says "Invite Participants". Depending on the room settings, others have to wait until you entered the room, or they can start the conference on their own. Be responsible with this setting, better safe than sorry!

If you share a room with another user ("Manage Access"), be aware that they will be moderator of the room, so you do not have sole control over the room any more.

Hints and troubleshooting

Limitations

Large numbers of people can cause trouble and the BBB session might break down. Our instance can roughly handle around 100 people.

Etiquette

There are some basic rules for online conferences:

• Use a headset to avoid background noise
• Mute yourself when you are not speaking

• Use a stable internet connection to join a conference. Via cable is usually better than via WiFi

Breakout rooms

Breakout rooms are a bit unintuitive to handle. Here are some hints:

• To create breakout rooms, click on the gear wheel on the left sidebar and select "Create breakout rooms"
• In this window, you can select the number of rooms (minimum 2) and their maximum duration. You can allow users to freely choose the room they log into, and assing users manually
• There are some limitations though:
  • You cannot name rooms freely, they just have numbers
  • You cannot extend the time
• Any joined breakout room will open a new tab. Do not close the original one!
• You can still re-activate your audio in the original room, and use this is as a general meeting/chitchat spot.
• Anyone can join a different breakout room from the original tab if you gave them the option. This is great to switch topics.

Recordings

Please ask for consent before recording the room.

The meeting has to be ended (manually) to process the recording.