Before the Seminar

Before the Videoconferenced Seminar – Preparation

  1. PowerPoint presentations should be simple, using large text and simple transitions.

        • Smaller text may be difficult to read at the remote site, and slide transitions may lose their fluidity—it is better to opt for very simple or no transitions at all.
  1. Arrive early: at least 20 minutes before the event is scheduled to start.
  2. Find out who will be providing technical support, get their contact number, and find out if technical support will be available when you arrive.
  3. If you are providing print materials, ensure that these are made available to participants at the remote site.
        • You should have a contact at the other site(s) to whom, if necessary, you can send electronic versions of your materials, and these materials can be printed and distributed at the remote site(s).
        • If it isn’t possible to have these for the remote participants, it’s probably better to delay distributing them for the local participants as well.
  1. Avoid white or tightly patterned clothing and glittery jewelry.

 

Before the Videoconferenced Seminar – At the Site

There are a few things you should do when you arrive at the seminar room and as you await your participants.

  1. As the seminar leader, make sure you will be facing the camera.

  2. If you are seated at a table, have students sit in a U shape so no one’s back is to the camera, and ask the remote participants to do the same.

        • If you are at a podium, it may be unavoidable that students at your site will have their backs to the camera.
  1. If necessary, move the microphone so that it is closest to you.

  2. Using the remote control, adjust the camera so you and all of the students at your site are on camera.

        • If necessary, move chairs.
        • After the camera has been adjusted to show everyone, avoid moving the camera during the videoconference unless necessary.
  1. Ask a student at your site to be in charge of muting and unmuting the microphone using the remote control.

        • This allows you to concentrate more on leading the seminar.
        • The microphone should be kept muted until the seminar is scheduled to begin, and mute it whenever anyone at the other site is speaking.
  1. When you see students at the other site, ask if they can see and hear you, introduce yourself and give them an indication of when the seminar will begin.

        • This serves to let you and the remote site know that the system is working, and also serves to orient the remote students to let them know what to expect.
  1. Ask a student at the remote site to take control of the remote control and adjust the camera so that everyone is on camera.

        • Tell them to mute their microphone, and to unmute it only when someone at their site wishes to speak.
  1. If the mic at the remote site is not centrally located, ask someone to move it so it is.

  2. If necessary, remind students to speak so participants at both sites can hear them.