Steps to Schedule and Set-up A Videoconference
 

Remember, hosting a Videoconference IS NOT difficult! For most, it is simply a new experience. If you can dial a phone, change stations on your television, and warm your coffee in the microwave oven, you will be able to use our videoconference systems.

Just like any task, preplanning is key. The more you are able to do PRIOR to the videoconference, the better your experience of videoconferencing will be.

By following the steps below, you will be well on your way to a successful video call.
   
  Before the Call
 

1. Gather information regarding conference call

  • What is the date, time and length of the call?
  • What iare the goals and objectives for the agenda?
  • Who are the participants at your location (near end site)?
  • Who are the participants at other locations (far end site(s))?
  • Have rooms been reserved at your location and/or other locations?

2. Identify the type of call:

  • What type of network will the call use?
    ISDN-based or IP-based
  • How many locations will be involved?
    Point-to-point (2 locations) or multi-point (3 or more locations)
  • If there are multiple locations, what format of a multi-point call will you need: Voice Activated, Continuous Presence or Presenter Mode?
  • How much band-width/speed is necessary?
    384 kbit/s    , 256 kbit/s or 128 kbit/s
    (Remember, the larger the bandwidth, the clearer the picture)

3. Identify what, if any, peripheral equipment is needed:

  • document camera
  • slide-to-video converter
  • computer-to-video converter
  • videocassette recorder

4. Contact Site Coordinator. Schedule the room, video conference system and peripherals ASAP. (See Sites Page.)

5. Invite participants and confirm attendance. Designate a contact/facilitator at each site to work with the local videoconference site coordinator(s) and who will receive and distribute any meeting materials.

6. Be Prepared:

  • Schedule a training session if you are unfamiliar with the equipment and presentation possibilities.
  • Prepare materials (graphics and charts) with proper format (landscape) and type size (20 pt or larger recommended). See Preparing Visuals.
  • Establish a written agenda and REMEMBER TO FAX any detailed documents to participants BEFORE the meeting
    The day of the conference
   

1. Arrive early to meet the videoconference site coordinator and re-familiarize yourself with the control pad and peripherals. Set camera presets and welcome participants.

2. Place the call, with the Site Coordinator’s assistance if necessary. Simply dial the far site's number or wait for the auto-answer feature to engage the call, similar to what you do when you use the telephone.

3. Introduce yourself and invite the participants at each location to do the same.

4. Establish the "etiquette" for your call. Encourage participation but ask each person to wait until the previous speaker is finished before commenting. In a multi-point call, ask site contacts to "mute" their system until someone  wants to speak to all the videoconference participants. Rememember to invite participation from the remote site(s). Identify the lcation of the microphone and encourage participants to avoid coughing into microphones, rustling papers, drumming fingers, or carrying on side conversations.

5. Distribute meeting objectives, agendas and other pertinent meeting materials before the meeting actually begins.

6. Begin on time!

7. Speak and act naturally engaging those locally and remotely. Look at the people on the screen and talk in a natural voice. Use simple chat or humor to establish a warm environment and reduce the anxiety of first-time participants. Remind participants that there may be a split second delay between when one speaks and when the far site(s) respond. Encourage participants to pause until a comment is completed to allow other location(s) to comment. As you interact with the participants at other locations, you can adjust the volume and change the camera’s view for either the near or far site.

8. Supplement the meeting with visual information by switching to a document camera to show a drawing, chart or document (see guidelines for visual information); or use other peripherals like a VCR, Computer Graphics converter or a White Board.

9. Plan follow-up and conclude the conference promptly.

10. End on time. Allow a few minutes for final comments, wrap-up and good-byes. When you are finished, you hang up.