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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