Planning for a video conference? your event will never go wrong with this tips

Not all conferences are performed in the boardroom. That is why we had to include a section to assist those that have to plan a video conference.

There are many things that you have to take into account when planning a video conference if you want it to be a success. A successful video conference takes a great amount of planning and preparation.

This section is so that you will discover the secrets to conducting a terrific video conference.

Planning a video conference

  • Plan video conferences no longer than 1 to 2 hours. Long sessions mean tired participants and that means it is a boring failure

  • Prepare the agenda, teaching materials, graphics and visual aids and distribute these early on or at before you even begin.

  • Plan the seating arrangement and prepare identification plates and/or name tags with suitably large fonts - Arial 24 points or higher

  • Inform CIT about the video conferencing session at least 2 months in advance so that all is ready to go when you need it

  • Make early contact with overseas counterparts that you will need to work out the details of the session.

  • Attend test link-up sessions so that you can familiarize yourself with the video conferencing session and equipment.

  • Hand any and all materials for transmission to the video conferencing site technician at least two days in advance so that he/she can get familiar with it. For optimum readability, use large and clear fonts. Use a wide margin as the sides will be slightly cut off on screen. Keep to the landscape format, with simple pictures and few words.

  • Arrange for participants to assemble at the video conferencing venue 10 minutes before the session begins so that you will have time to hand out all materials.

  • Prepare a list of questions for use during the question & answer period of the presentation.

Video conference recording tips

  • When you are recording a conference, it is best to know exactly what you should be aware of so as not to interfere with the recording appearance and sound effects.

  • Even some of the most trivial things can affect your recording quality negatively. Take a look at these tips to help you make the most out of your recording.

  • Dress appropriately

  • Avoid wearing intense colors such as reds because they tend to "bleed" on screen. Pastel shirts and blouses look better on screen than bright whites. Avoid all-light or all-dark clothing. The cameras' automatic brightness control can be fooled by these.

  • Arrive at least 15 minutes early for a brief orientation period.

  • Speak and move naturally not stiffly and overly nervous it makes people think that you dont know what you are doing.

  • Avoid distracting movements like sudden arm gestures and facial expressions

  • Avoid tapping pencils, fidgeting in your chair and other distracting movements. It is unsightly and any related noise may be picked up by the microphone.