General
Equipment Needs:
Participating
Site – Each participating site must
have a CODEC unit capable of transmitting compressed
video/audio via T-1, ISDN or over IP (Internet Protocol).
Bridge
– Connecting more than two sites
(point-to-point video conference) requires the use
of a bridge.
Most commercial
bridging sources have ample capacity to meet the
needs of the requesting agency. Most also are capable
of combining IP sites with ISDN sites. And most
can provide transcoding services which allows for
CODECs of varying speeds to connect to the same
conference.
The first
time you use a bridging service you will need to
have all of your end point sites certified on the
bridge. This involves a test call between the bridge
and the end point. Most bridging services will want
to certify each site for as many contingencies as
possible. For example, if your codec is both ISDN
and IP capable (most of the newer models are) then
the bridging service will want to certify your site
for ISDN dial in (where you make the call to the
bridge), ISDN dial out (where the bridge calls your
CODEC), IP dial in, and IP dial out. Having all
of the end points in a conference certified in as
many ways as possible allows you maximum flexibility
in setting up the type of conference connections
you desire.
There are
many fine bridging companies. While it is important
to note that TWICE does not endorse any bridging
company, here are some that our members have used
in the past with satisfaction:
Pricing
will vary depending on need. Most services will
charge a per port fee. All will charge line fees
if they are dialing out ISDN to sites and this may
include long distance. Many charge a different fee
for an attended conference (they greet all participants
and monitor the conference) and non-attended (once
the conference is started they have no visual site
lines to the conference).
The best
advice is to contact these companies with a clear
vision of what you want to accomplish within the
conference and then work with them to make it happen.
Participating
Site Responsibilities:
Contact/Coordinator
- Communicate information
about the event/meeting to local participants
- Reserve the room
and arrange for refreshments (as desired)
- Take registration
and welcome participants. Be available at least
30 min. prior to the start of the event.
- Facilitate communication
between the coordinators of the event and local
tech support.
Technical
Contact/Support
- Communicate connection
information (ISDN number or IP address) to the
coordinating technical contacts.
- Give all content
information so others can contact you if there
are problems during the event i.e. cell phone,
distance learning room phone number, office
number.
- Schedule a test
call with the host site or bridge.
- Plan to connect
15-30 min. early as directed by the host site.
Be available to troubleshoot as the connection
starts.
Bridge
Certification/Testing
- Never participate
in a videoconference without testing!
- Take the initiative
to schedule the test call and call the host
site/bridge if there are any problems with the
connection.
- Always do an authentic
test with the same equipment and setup as will
be used for the connection. If something changes
on your network (i.e. new equipment, new firewall,
new ISDN long distance provider) test again!
Peripherals
- Find out what peripherals
are needed for the videoconference.
- Provide a computer
with email, Internet and/or PowerPoint if requested.
- If needed, provide
access to a document camera if information needs
to be shared visually.
Materials
- Pay attention to
the materials for the meeting. Sometimes they
are sent in the mail. Watch for them and make
sure they are delivered to the meeting room.
Sometimes they are available via the web. If
requested, print copies for the participants.
It’s always good to have at least one
copy available as a backup.
Room
Set-up
- Make sure all participants
can see the monitor
- Frame a picture
of participants that is not too close nor too
far away
Host
Site Responsibilities:
Contact/Coordinator
/Technical Contact/Support
- Test all equipment
in advance (codec, computers, any other used
in the conference)
- Test email address
- Create list of IP
addresses and/or ISDN numbers of remote sites
- Create list of
site contact and tech contact names, email addresses
and phone numbers for the day of connection
- Enter any presets
for the camera required for the meeting/connection
- Know procedures
for any emergencies or breaks in the connection
- Greet presenter,
make sure they are comfortable with the set-up
and facilities
- Assist presenter
in set-up (microphone, muting, camera position)
- Introduce presenter,
remind remote sites of email capabilities and
protocols for the connection
Peripherals
needed
- Telephone access
- Presenter may request:
a document camera, a VCR or DVD player, a computer
for a PowerPoint presentation, and/or a computer
and printer to handle email questions from participating
sites.
Materials/Room
Set-up
- Make sure requested
materials and peripherals are in room.
- Arrange furniture
and camera(s) so that presenter can comfortably
present.
Host
Moderator Responsibilities:
Prepare a logo or welcome to put on screen as sites
are getting connected before the program begins.
Welcome/Announcements/Muting
When all sites are connected include the following
in your opening remarks:
- Welcome participants
and identify yourself as the host site
- Call on each site
to check audio and video (if there are more
than 10 sites, you will want to do this prior
to the start of the videoconference).
- Give a phone number
(verbally and show printed number on camera)
for participants to call if there are technical
difficulties. If email will be used for questions,
also announce and show that address.
- Remind sites that
when another site is speaking all other sites
must be muted. This reduces the audio clipping
due to extra noise, keeps the video from shifting
from site to site and prevents private conversations
from being aired to all.
- Announce and show
the agenda for the videoconference.
Prepare
speaker(s) with the following good videoconferencing
presentation strategies.
- Visuals -
should be used to support information. Find
a balance between showing the speaker and the
visuals – too long on either gets tiresome,
but switching back and forth too soon becomes
annoying.
- PowerPoint
presentations or documents being shown on
camera
- Landscape
- Minimum
30 pt font
- On pastel
background with dark lettering
- Rule of
5 X 5 – no more than 5 lines of
print and 5 words on each line
- Keep pictures
simple
- Video
- Use clips
rather than whole videos - short and
to the point. Video is distorted during
compression of the CODEC signal
- Hand-outs
- Make hand-outs
available to sites before the videoconference
so they can be distributed to participants
for use during the videoconference
- Appearance
- Light pastels,
neutrals and muted colors are best.
Red tends to bleed and white glares.
Avoid bold, complex or busy patterns
that affect the camera’s ability
to focus.
- Interactivity
- Videoconferencing
is two-way audio and video. Use the
technology to make a connection with
the participants. Getting participants
involved engages them in the learning.
Interactivity strategies may include:
- Opening
with an Ice Breaker
- Calling
on sites for answers
- Collaborating
on answers to problems/questions
- Asking
questions of other sites
- Summarizing
points for others
- Voting
or polling each site. This can be
done by asking for information or
physically signaling a response
(thumbs up).
- Discussing
an issue using a Round Robin format
Videoconferencing
Etiquette:
- Mute your microphone
when not speaking
- Identify yourself
when speaking
- Let people know
who’s in the room if they are not on camera
- Pay attention to
what others are seeing and hearing from your
site
- Speak up and interrupt
if there is a technical problem
- Do not expect perfection
- Be conscious of
audio delay but continue your thought even if
someone interrupts, and then pass the floor
to them
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