Appendix 4: Organising a Videoconference

• Ensure all sites have the appropriate digital service
• Overseas connections should be tested before assuming they will work
• Plan to have a technician at all sites if possible.
• Think about how different visual resources will be used
• Design visuals according to guidelines
• Experiment with the camera to get focused well composed views
• Pre-set the camera for graphics
• Pay attention to lighting and sound.

Bookings

• Do you have to book a videoconference room?
• Leave enough time to make all arrangements

• the number of the locations to be linked in
• name and contact number of the conference organiser
• name and contact details of other sites involved
• who will initiate the calls
• the date and time of the conference (be aware of time difference)
• the length of the conference. It is good practice to connect 10 minutes prior to start time to allow fine tuning
• the number of participants at each location
• the facilities required
• whether assistance is required during the presentation
• whether the conference is strictly private.

• is attendance compulsory
• who will be facilitator or chairperson
• contact details of conference convenor and studio manager
• any special items that have to be brought to the conference
• location
• date and duration

Confirmation

• It is a good idea to confirm all details with all concerned a few days before the conference. Confirm start and finish times, equipment requirements and any support staff
• Confirm the link has been tested
• Confirm the attendance of all participants.

Preparedness

• Video conferencing equipment should be set up at all times to enable any caller to walk in and use the system as they would a phone.
• Induction time: course induction should cover not only module information and organisational issues but also adequate and appropriate instruction on the use of the equipment itself. “hands on” “dry run”
• Packages of information should be sent to the students in advance so that they are prepared for each meeting.
• Plan ahead to allow for professional and complete visual aids. Unfortunately many speakers leave this to the last minute. Then you might not be able to get exactly what you want. Prepare your visuals professionally if you can afford it, but in any event before the day of the video conference.
• On the day of the video conference, check all visuals are in order, equipment in order etc.