User Guide

170 Chapter 12: Working with Seminars
Sending invitations
The final step in the Meeting wizard is to send seminar invitations. A seminar invitation is an e-
mail invitation sent to participants informing them about the seminar date, time, duration, and
location. The invitation process differs depending on the type of seminar you are creating:
Registered Breeze users only and accepted guests Individuals who share the same Breeze
account with the seminar host. In this case, registered means having a valid Breeze account; it does
not refer to the registration process that applies to an event (see “Meeting registration”
on page 121). Registered Breeze users must enter their Breeze user name and password to enter
the seminar room, and Breeze can generate an individual attendance report for the seminar. If you
selected this option, you can select which group of attendees you want to send an invitation to (all
presenters and participants, presenters only, or participants only) and modify the default message
subject and text as appropriate. Breeze automatically sends the invitation to the appropriate
groups. You can also attach a Microsoft Outlook calendar invitation so that participants can add
the Breeze meeting to their calendars.
An accepted guest is someone who has been accepted into the room by the host and, although
this person’s attendance is added to the total number of seminar attendees on reports, no
individual attendance report is available.
Anyone The Anyone option lets anyone who has the URL for the seminar enter the room.
Click the Send E-mail Invitations button to create an e-mail invitation in your own e-mail
application. The new message contains a prepopulated subject (the name of your seminar) and a
prepopulated message (containing the seminar date, time, duration, location, and summary). You
can edit the subject and the message as necessary.
You can also send seminar invitations any time after the seminar is created. For more information,
see “Sending seminar invitations” on page 177.
To send invitations for a Registered Breeze Users Only meeting:
1. On the Send Invitation page, select the Send Invitations option.
2. Select the group to whom you want to send the invitation in the To pop-up menu: all hosts,
presenters, and participants, hosts only, presenters only, or participants only.
3. Edit the subject and the message body as appropriate.
4. Do one of the following:
■ To let participants add the seminar to their Outlook calendars, leave the Yes check box
selected next to Attach Microsoft Outlook Calendar Event (vCal) to E-mail Message.
■ To refrain from including an Outlook invitation, clear the Yes check box.
5. Click the Finish button.
The Meeting Information page appears.