EVO Checklist

Before participating in EVO session, we strongly urge you to complete this checklist to set up EVO on your system and environment. Following this checklist will eliminate the most common pitfalls, which can be detrimental to a successful session.

Minimum PC hardware requirements

To run EVO properly, your PC needs to fulfill certain minimum hardware requirements:

Intel PC: Pentium 4 2,4 GHz, 512 MB RAM (minimum) or 1GB RAM (recommended),
Macintosh with PowerPC processor: 1,5 GHz, 512 MB RAM (minimum) or 1GB RAM (recommended)
Macintosh with Intel processor: 512 MB RAM (minimum) or 1GB RAM (recommended)

Important Note: computer should not be older than 3 years if possible: Windows (XP, Vista or 7), Mac OS X (10.4, 10.5 or 10.6) or Linux with distribution not older than 2 years.
Here you can find the list of recommended equipment

Ensuring sufficient network bandwidth

To communicate with other participants using EVO, your network connection should fulfill these minimum requirements:

400 kbit/s (video) + 64 kbit/s (audio) + 40 kbit/s (shared desk utility to show slides) = 500 kbit/s download speed for each participant's you are receiving video and audio from at standard H.264 640x480 video resolution, standard G.711 audio stream and H.264 compressed shared desk with slides, presented as a second video stream (for each participating PC in classroom)
460 kbit/s upload speed (for each of your PCs sending video and audio to EVO)
Important note: the figures quoted above refer to the minimum sustained bandwidth which must be dedicated to your connection during the EVO session. It is no good having 1 Mbit/s connection in the morning if it is shared between several different computers provoking a lot of traffic later in the day when the EVO session takes place
You may need to ask your network administrators to dedicate bandwidth for your connection, referring them to the figures above (500 kbit/s download and upload)
To test the download and upload speed of your internet connection, use the tool available here: http://www.speedtest.net (measure your speed with speedtest server close to the participants you'll be communicating with in EVO)
Check the local firewall: IN/OUT - UDP/TCP: 46015 should be open to allow local Koala client to estimate real-time what is the best Panda server.
Here you can find Firewall requirements
Important note: You should always conduct the test at the same time of day as the actual EVO session
Important note: do not connect to EVO by a wireless connection unless you have no alternative. Wireless connections are notorious for fluctuating bandwidth

Human Support

EVO account (see below)
IT assistance with setup
EVO-trained student operator to control audio (especially mute) and "raise digital hand" in case of questions.

Installing and updating Java on your PC (Windows, Linux or Mac)

EVO is a Java application, and needs to have the Sun Java virtual machine version 1.5 or higher installed on the PC from which it is to be run.

Go to the Java website at http://java.com
Click on "Verify installation" to make sure you have the newest version of Java
If you don't have the newest version, click on Download to get it.

Registering for an EVO account

Before you can use EVO, you need to register for an EVO account.

Go to http://evo.caltech.edu/evoGate
Click ENTER. The screen will change to give you main EVO web page:
Choose Register and accept the certificates
Fill in the boxes that appear
Wait for email with confirmation and click on the link in email - it will activate your account
Choose "Start EVO" from the main screen above
A box will pop up about starting Koala; click OK
It will take some time but you will hear a guitar strum and then a screen will pop up for you to give your login and password; do so
You will eventually be in community "Universe" - you can chat with whoever is also in it
At the top of Koala you will have list of meetings to choose from ; choose the meeting you would like to enter
Search for another community as explained here

Setting up Koala, the EVO client

Koala is the EVO client which you use to book and access meetings, register with different communities, chat with other participants etc.

If you are running Windows, make sure you are logged in with administrator privileges
Click on "Start EVO" at http://evo.caltech.edu
If a message from the Windows firewall pops up asking you if you want to keep blocking EVO, click on Unblock
Take a note of which Panda (all EVO servers are called Pandas) you are left of the screen:
The last two letters indicate a country code. Make sure these letters correspond to your country (or your neighboring country its important that you are connected to the server close to you)
If you are not connected to a Panda which is geographically close to you, click on Koala->Koala Monitoring and get a list of servers to connect to:
On the left hand side you have three best servers found for you by EVO software. You can pick another one from this list and click on "Connect Selected Panda" to reconnect you Koala.
If you don't see a good choice on the left, you can click on "Manual Panda Selection" and pick up another server which is closest to you. After this you should check the button "Disable Auto Panda Preselection" and click again "Connect Selected Panda"
Important Note: Please DO NOT pick Panda servers by hand, using "Manual Panda Selection" button unless it is absolutely necessary. EVO system monitors network conditions in real time and provide you three pandas which are best from network point of view. You own choice could be worse, because you might now know real-time network conditions.

Setting up EVO to use an H.323 device

Whenever possible, EVO should be used with an H.323 device (e.g. hardware device which uses the H.323 videoconferencing over IP protocol). Especially if you are in an auditorium or other large room and you are going to broadcast the incoming audio, using a hardware H.323 device gives you superior echo cancellation and also the ability to move the camera around (e.g. zooming in on the audience if someone has a question to the remote site in EVO).

From the main menu, click button in the top left area of Koala: and click on "Call H.323/SIP Client" (make sure you have NOT joined a meeting)
"Call H.323/SIP client" control panel will come up:
Click on "Advanced" button . Full control panel will look like here:
Enter the IP address of your H.323 device (or the gatekeeper address and E.164 alias if your device uses a gatekeeper)
Select your bandwidth (400 kbit/s is a good starting point)

Setting up EVO to use a webcam

If you are on your own and want to communicate with other participants in EVO, you can use a webcam and a headset.

Enter the meeting room called "Testing" (or another meeting room booked by you) to fine tune your audio settings

Make sure your microphone is unmuted (the microphone icon should be like this:

, not like this:

Check that your audio meter

near the green microphone does not go into the red area (this means your audio is set too high and should be adjusted lower)

Adjust the level of your microphone by clicking on the meter or using "Audio Video Control" panel, clicking on

, picking up the audio tab and adjusting transmit gain on left side of the panel:

If your audio meter doesn't give any indication at all, click on

, pick up the audio tab and make sure your "Device" on the left hand side in "Input Settings" Panel is set to the microphone you are using:

If you can not hear the other participants, check that "Device" on the right hand side, in "Output Settings" Panel, was set correctly:

If you are using USB headset and EVO does not list it under "Device" in "Input Settings", you have to close Koala; plug in the headset, and then start Koala again.

Optimizing the local audio setup

It is very important that your audio setup does not give rise to echoes (this would not be audible to you; an incorrect setup at your end would only be heard by the other participants, who would get a very annoying echo of themselves whenever they speak). Our recommendations, in decreasing order of desirability/performance:

Best solution

Connect to EVO with a H.323 hardware device, which has (superior) built-in echo cancellation

Second best solution

If connecting by EVO Tools and only for yourself, use a headset, if possible
Alternatively, when connecting with EVO Tools, use the speakerphone with built-in echo cancellation (like Logitech QuickCall, Phoenix Duet etc.)

Third best solution

Using EVO Tools with any other setup (e.g. if you are in auditorium and need to broadcast the incoming audio to the audience using the sound system in the room) requires you to mute your microphone whenever you are not talking

In case of the third best solution, you must establish routines for muting your microphone quickly either by having a person by the computer to mute in EVO, or by switching the microphone off.

Important note: adapting an audio setup meant for one person (headset or webcam microphone/PC speaker) to a medium/large group of people in a room will most probably will NOT WORK or result in bad audio. When using a room with a large group of people you have to ensure that the local audio is adapted to the room, by using an H.323 device or a good echo suppression audio system connected to the EVO PC station.

Plenary type of meeting and Raise Digital Hand mechanism

LaserFest event will use EVO Plenary type of meeting.

When you will connect to the special plenary session "Laserfest Plenary Testing" with password "laserfest" in community "Universe", your Koala window will look like this:
.

Please pay attention to the color of the raising hand button on the left. When it is activated, it should be brownish -
If it is switched off, it will be grey:
If you want to ask question, you should "raise your hand" clicking on button. After you will click on it, another window will pop up and you will be prompted to write a question or another message:
Write you question or message in your "Request to speak" and click Ok. Your request will go to the moderator queue and moderator will react on that. While your question will be in the queue, your button will be changed to and your service buttons will look like that:
If your request to speak will be granted, your buttons will change again: and small pop up window will come up for short period of time to let you know that your microphone was unmuted. After that you can ask your question or make a comment
When you finished you question or comment, please mute your microphone, clicking on to make sure that no echo or background noise will be transmitted to the audience. At the end, when you microphone was switched off, your service buttons will look like this:

EVO Testing

Must schedule and pass an EVO Test prior to LaserFest
EVO Test should be done with the same equipment and connection as will be used during the laserfest. Preferrably at the same time of the day
If EVO Test was not passed, repeat after necessary adjustments

EVO Testing for High Schools

Part I: EVO Setup First Check

This Test could be done at any time when high school will have the setup part done. Main goal - to check that there are no simple problems with infrastructure and room can connect to EVO system properly.

Create exactly same setup as will be used during the laserfest
connect to EVO, authorize, and find "EVO TV" 24/7 meeting room with no password in "Universe" community.
Click on it and enter the room.
Make sure that you can see and hear the broadcast.
Let us know in case of problems (Contact in case of problems: Vladimir Litvine, EVO Support Team)

Part II. EVO Plenary Setup Check

This Test could be done daily 9am - 4pm PT. Main goal is to check the Plenary type of the meeting, check that "Raised Hand mechanism" works fine and there is no echo. Make adjustments if it will be necessary. (Contact person: Vladimir Litvine)

Create exactly same setup as will be used during the laserfest
Connect to special plenary session "Laserfest Plenary Testing" with password "laserfest" in community "Universe".
Make sure that audio is loud enough to hear in all room and video quality is Ok.
find "raise you hand" button and click on it.
speak when access will be granted.

Part III. EVO Plenary Dry Run

This Test will be scheduled as a final Dry Run two times one week before the event to make sure that all lecture sites are connected properly and all high schools can check the quality of video and audio. Second time will be two-three days after the first one to make needed adjustments. (Contact person: Vladimir Litvine)

Create exactly same setup as will be used during the laserfest
Connect to special plenary session "Laserfest Plenary Dry Run" with password "laserfest" in community "Universe".
Make sure that audio is loud enough to hear in all room and video quality is Ok.
find "raise you hand" button and click on it.
speak when access will be granted and check that there is no echo.

Troubleshooting

*Koala Troubleshooting*
Problem	Cause	Solution
Starting Koala
EVO gives an error message when starting up or it doesnt start at all	Windows specific issue: sometimes, after updating Java (by automatic update or by installing a newer version), the Java cache needs to be deleted	Click Start button -> Run At the prompt, enter "javaws -viewer" Remove Koala from the cache
	Your Koala settings have become corrupted	In Windows: delete directory C:\Documents and Settings\username\.KoalaNext In Linux and Mac OS X: delete directory /home/username/.KoalaNext
Audio
I can not hear the other participants at all	Audio configuration problem	Check that you are receiving audio by checking the icon If you are receiving audio, perhaps other participants muted - you should ask them to unmute If it is also Ok, click on , goto "Audio" tab and select the correct "Device" in "Output Settings" Panel:
The other participants can not hear me	You are muted or using an incorrect input device	Check that you are not muted (you have among the service buttons in Koala) Click on and select correct input device in "Input Settings" Panel:
Audio quality is choppy	Your PC is too slow	Your PC must meet the minimum system requirements. Check memory and CPU usage on your PC when you are using Koala. Go to "Koala->Koala Monitoring" and check the bottom of the panel: If CPU usage is close to 100% you need newer PC to run Koala on.
	You are using wireless network connection	Avoid this at all costs - ask the network administrator to activate or provide a network plug in the location where you will be doing the EVO session
	Insufficient bandwidth/network congestion	Ask your network administrator to dedicate bandwidth to your EVO session
	You are connected to the wrong Panda	Click on "Koala->Koala monitoring" and reconnect to a different Panda
Video
I can not see the other participants at all	Remote site not sending video	If remote site is using EVO Tools: have them make sure camera is activated. Check the camera button in ViEVO, it should be like lighted up and not grey
	Incorrectly configured firewall	Local or institute firewall should permit communication on the following port: IN/OUT - UDP/TCP: 46015 See Firewall requirements
Video quality is poor	Insufficient bandwidth	Make sure your network has at least 400-500 kbit/s upload and download speed for each participant you are receiving audio and video from.
	You are using a wireless network connection	Avoid this at all costs - ask the network administrator to activate or provide a network plug in the location where you will be doing the EVO session
	The remote site has too high video settings	Try to use one of the solutions proposed below for low-bandwidth connectivity.

Using EVO with low bandwidth connections

If you are stuck with a low bandwidth connection (e.g. if you have absolutely no choice but to use wireless connection, or if you are forced to use a slow ADSL line), you will need to configure EVO to restrict the bandwidth consumption wherever possible. Here is the list of suggested settings for use in low bandwidth environments, using either an H.323 device or EVO Tools (webcam and audio).

H.323

From the main menu, click button in the top left area of Koala: and click on "Call H.323/SIP Client" (make sure you have NOT joined a meeting)
"Call H.323/SIP client" control panel will come up:
Click on "Advanced" button . Full control panel will look like here:
Set "Bandwidth" to "128 Kbps" from drop down menu (default value - 1.0 Mbps) and close this panel

EVO tools - in case you will transmit audio/video

Video adjustment

Start up Koala and join "Testing" EVO room in "Universe" Community (no password needed). Or you can create you own meeting for testing purposes. Vievo will automatically opens.
In vievo, click on the sign ">>" near the webcam sign in top left area of ViEVO:

As soon as you click, three extra menus will come up:

Using "Video Parameters" you can adjust bandwidth and framerate to the lowest possible values - 128 kbit/s bandwidth and framerate = 10 would be good start.
In addition to changes in "Video Parameters", you can also adjust "Resolution" in "Camera Settings" . By default, you have 640x480 - good first choice would be 320x240.

Audio adjustment

Click on button and "Audio Video Control" panel will pop up. Clicking on "Audio" tab you will get audio control panel:
Click on "Advanced" button you will get "Advanced Audio Settings" panel and adjust "Audio transmit quality" to "Low". Control panel should look like this one:

EVO tools - in case you will just receive audio/video

There is not much what you can do in this case. You can adjust your Koala to low bandwidth using "Video Control Panel".

Click on button and "Audio Video Control" panel will pop up. Clicking on "Video" tab you will get video control panel.
You should click on "Low Bandwidth" in "Video Received" menu:
You can also pick up "No videos" here to prohibit any video transmission to your Koala: