Attending a RingCentral Event as a Screen Reader User

  • Updated

Note: The steps outlined in this guide are subject to change as the product develops. Parts of this guide may not be appropriate for all events, depending on event setup. We aim to keep this article up-to-date, but please ensure the instructions are relevant to your particular event before sharing them with users.

First, the attendee must be registered for the event. It can be helpful for organizers to provide screen reader users with a direct link (magic link or direct backstage link from StreamYard backstage using the Invite button for speakers) to simplify the flow.

Main Parts of a RingCentral Events Event

Consider an event hosted on the RingCentral Events platform as a replication of a real-world event, complete with a main stage, break-out rooms, and other areas. Here are the main areas:

  • Reception: A place where your host will post the schedule, relevant information and links
  • Stage: The main event area for keynote presentations
  • Session: A place for smaller break-out rooms
  • Expo: Like an expo hall, a section of the event to find different booths with content from exhibitors
  • Replay: On-demand video content from previous sessions that have been made available by the organizers
  • Event Sidebar: Profile settings, chat functionality, polls, Q&A, and integrations

Attending a RingCentral Event

  1. When the event opens, trigger the link you received after registering. 
  2. In the event, you will find the main areas in a list in a navigation region labeled 'RingCentral Main Menu.' They are links labeled 'Reception,' 'Stage,' 'Session,' etc. When triggered, these links will open the relevant room, to be found after the navigation menu. 
  3. Sessions and Stage will have video players; the other rooms will have various multimedia based on the event's content.
  4. The event sidebar can be expanded and collapsed. There is a navigation region labeled 'Account controls and settings' where you can edit your profile, change language, and log out. It also contains a complementary region containing the chat section and any integrations your event organizer has set up.

Participating in the chat and Q&A

Use the chat area

There are multiple chat channels in an online event on the RingCentral Events platform. Each one serves a different purpose.

  • Event chat — global event chat where all participants can post messages.
  • Stage chat — chat with a Stage-related discussion all attendees can access.
  • Session chat — each session in Sessions has dedicated chat rooms. Attendees who are off-camera can chat to interact with people on camera and vice-versa.
  • Booth chat —  like Sessions: each booth has its chat for group discussions and interaction.
  • Meeting chat — In Networking, a private 1:1 chat channel is available to the participants.
  • Direct messages — anyone can send private messages to other attendees via DMs in the People tab. To send a DM, find the person you wish to chat with in the People tab, click their profile button, and send a direct message to them.

Post a message in the chat, following the steps below:

  1. Navigate to the Event Sidebar and the complementary region. Select the relevant sidebar tab, i.e., ‘Event’ for an event-wide chat or ‘Session’/’Stage’/’Booth’ if you are in another area of the platform.
  2. Navigate to ‘Event subtabs
  3. Select the tab labeled ‘Chat’
  4. Navigate to a text field labeled ‘Type a message’ and enter your comment. Note that there is a character limit of 500.
  5. To send the chat message, navigate to the button labeled ‘send message.

Use the Q&A area

The Q&A area is a great way to share your queries throughout a presentation. You can find the Q&A area in the different areas of the event, similar to the chat described above. The organizer might choose to disable the Q&A function from certain event areas.

  1. Navigate to the Event Sidebar and the complementary region. Select the relevant sidebar tab, i.e., ‘Event’ for an event-wide chat or ‘Session’/’Stage’/’Booth’ if you are in another area of the platform.
  2. Navigate to ‘Event subtabs
  3. Select the tab labeledQ&A’ 
  4. Navigate to the button labeled 'Ask a question.'
  5. Type your question in the text input. Note that there is a character limit of 750.
  6. Following the input, a toggle can be switched to ask anonymously.
  7. Navigate to the button labeled 'Ask' and trigger it. Note that the organizer may review your question before being displayed to the audience.

Respond to Polls 

You will be able to respond to polls created by the organizer. You can find the Polls tab in the complementary region, next to the chat and Q&A tabs as described above. The organizer might choose to turn off the Polls from certain event areas.

  1. Navigate to the Event Sidebar and the complementary region. Select the relevant sidebar tab, i.e., ‘Event’ for an event-wide chat or ‘Session’/’Stage’/’Booth’ if you are in another area of the platform.
  2. Navigate to ‘Event subtabs
  3. Select the tab labeledPolls.’ 
  4. Navigate to the Heading level 2 to find the relevant question.
  5. Following that, you will find several radio buttons with the options to be voted on (the number of buttons will depend on the organizer settings).
  6. Trigger on the desired answer.
  7. Unfortunately, there is no announcement to inform you that your vote has been submitted. However, once you have voted, the panel will reload to show the results. 
  8. Under the same Heading level 2 that states the poll question, you can use your reading keys to find the results, including the option, the percentage allotted to that item, and the number of votes. You cannot access this data before participating in the poll unless your event organizer chooses to share it.

Presenting at a RingCentral Event 

Present on Stage

Firstly, the organizer needs to share the direct backstage link with the presenter using the Invite button on StreamYard powered backstage. 

  1. You can enter the backstage by using the link provided by the organizer
  2. The following button will depend on whether your browser already has access to your Mic and Camera or not:
    • If not, you will have a button that asks, ‘Allow mic/cam access.’ Once you click on it, your browser will also have a pop-up dialog asking to allow. You can also use F6 to access this if using a PC.
    • If your browser already has access to the mic and camera, you will have multiple button options: ‘Mute Microphone,’ ‘Stop Cam,’ and ‘Mic and Camera Settings.
      There is also a text box to enter your name, which will be shown on the screen. You need to fill this box to proceed.
      Finally, there is a button labeled ‘
      Enter studio’ that you need to press to get backstage.
  3. Once you are backstage, you are not automatically live. The organizer controls what is shown on the screen, so you can relax and wait for the organizer to let you know once you are live.
  4. By default, your camera and mic are on. Only the organizer can hear your audio or see your camera while you are backstage. If you want to mute yourself, switch off your camera, or share screen when you are backstage, you can use buttons labeled 'Mute Microphone,' 'Stop Cam,’ and ‘Present.’ You can always change your mic and camera settings using the button labeled 'Mic and Camera settings.'
  5. To communicate with organizers via chat while you are on stage, you can navigate to the 'Private Chat' tab in the 'Chat Tab' region of the page. There, you can type and send messages. You'll need to navigate above the chat input field to read previous chat items.
  6. When you are finished speaking, the organizer can remove you from the screen and backstage area. You can also trigger the 'Return' button to leave backstage.

Present in Session

  1. First, you need to enter the Sessions area by finding the link labelled 'Sessions' (it is located in the 'RingCentral Events main menu' navigation bar)
  2. Once this is open, the user may encounter a page with multiple sessions depending on the setup. In that case, look for a link associated with a Heading level 2, which is the name of the session you are joining. You can also find your session in the 'Search Sessions' search text field. 
  3. You will then be in the session and should find the button labelled 'Share Audio and Video' and trigger it.
  4. Next, the browser will likely direct you to allow camera and audio access. You can also use F6 to access this if using a PC.
  5. Once you trigger "allow," you will be in a dialogue that allows microphone and camera settings. These will be automatically set. Navigate to the 'Apply Selection' button.
  6. Now you are in. In the Main Session area, you have the following buttons:
    • 'Stop sharing Audio and video' - to stop presenting and leave the screen
    • 'Participants Control' - to enable Fullscreen mode
    • 'Mute/Unmute Audio' (or "M" on the keyboard) - to mute and unmute your microphone
    • 'Mute/Unmute Video' (or "V" on the keyboard) - to turn off and on your camera feed
    • 'Open Share Menu' (or "S" on the keyboard) - opens presentation options such as Share screen and others if enabled by the organizer.
    • 'Fullscreen' (or "F" on the keyboard) - to enable Fullscreen mode
  7. When your presentation ends, click 'Stop sharing Audio and video' to leave the session screen.

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