Not all conferences are performed in the boardroom. That is why I 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 1½ 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 don’t 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.

Microphone tips
Different types of microphones have different acoustic profiles. Our technical officers can advise you about the type of microphones you will be using. Please read on to find out how to make proper use of different microphones and how to use them properly.

Handheld or stand-mounted microphones:
Handheld or stand-mounted mics should be positioned about 6-12 inches from the speaker’s mouth, and pointing up at about a 45-degree angle. With some types of microphones, holding the mic very close (3-6 inches) will cause additional emphasis of the lower frequencies, resulting in a "warmer," bass-heavy sound.

Clip-on microphones
For best results with clip-on mics they should be clipped to the tie or lapel at the breast pocket level. Try to avoid placing the mic behind the tie or under any fabric.

This eventually reduces the pickup of high frequencies, which results in a flat, "muddy" sound. Noise from the movement of clothing against the mic or its cable can be severe. Women can get good audio quality from clip-on mics attached to a stickpin or a small chain.

Surface-mounted microphones
Surface-mounted mics work best when they are positioned on a smooth, flat surface, such as a table or desk.

If table vibration is a problem, try placing a thin and soft rubber foam layer such as some mouse pads underneath the mic.

In some situations, surface-mounted mics can work well when they are mounted on a wall. Keep in mind that the sound quality of this type of microphone is affected by the size of the surface it is placed on.

For the best possible results, you should use a surface at least 3 feet square; using a smaller surface tends to reduce pickup of low frequencies.

Shotgun microphones
Shotgun mics can be positioned slightly above, below or to the side of the sound source, so that the mic does not appear in the camera frame.

Try to avoid moving the mic rapidly, since shotguns are sensitive to wind noise. Use a foam windscreen if possible.

Larger "zeppelin" or "blimp" windscreens are usually necessary if you are outdoors. It is a good idea to use a rubber-isolated shock mounts to minimize any and all handling noise.

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