Set up a large scale session in Collaborate

What is it?

A large-scale Collaborate session is for around 250-500 total people (including any moderators or presenters). Creating a Collaborate session for more than 250 users is simple, but you must remember to follow the steps below in advance of that session.

What does it do?

There are a few things that are different in large scale sessions. In sessions set up like this:

  • You won’t be able to use the AWS Chime setting with large scale sessions
  • Participants won’t be able to share their audio or video, post chat messages, or draw on the whiteboard or files.
  • Participants will be able to read anything a moderator or presenter posts in the ‘Everyone’ chat, but they will not be able to write any messages themselves.
  • Participants won’t have the ability to send private messages to anyone, including to moderators.
  • Participants can use the ‘raise hand’ feature, and then a moderator could change that user’s role from ‘Participant’ to ‘Presenter’. This would allow that user to use the chat box or their microphone to ask their question or make their comment. When done, the admin could move that user back to the role of ‘Participant’.

What should I know?

Step 1: Start creating your session as you normally would. You can see our guide for setting up a session here.

Step 2: Click on the cog wheel for Session settings and select the tick box for Allow 250+ attendees to join. Please note that this is the setting you need to use if you expect 250-500 users to attend the session. For larger groups, please contact Help4U and allow at least five business days before your session needs to be scheduled. 

Screenshot of the Session Set up for Collaborate. The Settings tab is open, and the box for 'Allow 250+ attendees to join' has been selected. This has greyed out/removed the options in the Participants permissions.

Step 3: Click Create when you are done.

Step 4: You can allow the chat once the session is running by clicking on the cog wheel in the session menu and selecting the box for Post Chat Messages.

Updated on 13/03/2023

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