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How to Plan a Video Conference Production

A video conference production requires sufficient planning to ensure that the entire production will be successful. As with any type of production, setting up a video conference production can be quite harder than it sounds. Like most conventional setups for meetings, no one wants to go through a long-drawn-out conference.

Planning the video conference production will ensure that the meeting will not go beyond an hour or two. Keep in mind that any meeting lasting more than two hours will surely bore and tire out its participants.

Putting together a successful video conference production requires close attention to details even up to the last minute before the actual event starts. There are a number of tips to help put together a successful video conference production so that the whole conference does not turn into one big disaster.

Guidelines for Planning a Video Conference Production

1. Prepare an agenda – The first step in setting up a video conference production is to prepare an outline of the meeting. The plan should list down all the items that would be needed for the video conference production such graphic aids, teaching materials or whatever appropriate items are readily available. The plan should also include a seating diagram to specify the seats of the participants.

2. Plan in advance – Putting up a video conference production requires time and planning. Rushing haphazardly into the video conference production without the benefit of proper coordination or preparation will surely result in disaster.

Planning ahead is important especially if the video conference production is with an overseas location. Coordinate with the proper authorities like the I.T. department to make sure that all the technical preparations are in proper working condition.

3. Give early notice to the Participants – Send out a memo to all the participants informing them of the time and date of the video conference. Remind the participants to dress properly and to avoid dressing in clothes that are too light or too dark.

4. Conduct Test Sessions of the Video link – Perform test sessions of the video link before the actual video conference date to ensure that the connection is clear and working properly. Nothing can be more embarrassing that a faulty connection on the actual date of the video conference. This is also a good time to familiarize oneself with the equipment that will be used for the video conference production.

Hiring a video conferencing site technician is also a good idea. But be sure to hand over all the materials and equipment for transmission prior to the date of the video conference to give the technician time get up to date on the system. Keep the materials simple so as not to complicate the production.

5. Prepare a questionnaire – It also a good idea to prepare a set of questionnaires with answers before the video conference. This will help keep the flow of conversation throughout the conference continuous.

6. Assemble participants early - Assemble the video conference participants early at least ten to fifteen minutes before the actual session begins. Once all the participants are settled, use the time to hand out all the materials for the video conference and announce any last minute reminders before the meeting starts.

Advice the participants to avoid making any gestures that could be distracting during the video conference like stupid facial expressions or finger tapping. At the same, make a last minute check of the microphones to be used to make sure they are all working.


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