videoconferencing room setup and etiquette
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VideoconferencingRoom Setup and Etiquette
Megan Troyer
Internet2 Commons Site Coordinator TrainingOctober 16-17, 2003Indianapolis, Indiana
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Topic Roadmap
Videoconferencing etiquette Tips for getting started Clothing Lighting Backdrop Audio setup Videoconferencing locations
• from your office• from a cart• in a large conference room
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Videoconferencing Etiquette
Plan your videoconference• Send the agenda and handouts in advance• Allow a few minutes for call start up and shut down time• Stick to time limits• Unplug the telephone or turn off ringer
Remember to mute the microphone Use a location banner Take turns speaking and allow time for
audio delay Food during a videoconference
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Videoconferencing Etiquette
Multi-tasking
Coughing
Paper rattling
Loud air-conditioning units, laptop fans, room projectors
“Can you hear me, can you hear me?”
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Tips for Getting Started
If your users are new to videoconferencing• Provide an overview workshop for users to learn basics, be
reminded of meeting etiquette, and gain experience with equipment.
• Publish and distribute print materials or create a website describing basic equipment use and listing the site coordinator’s contact information.
• Emphasize simple practices like having a clear meeting agenda, muting the microphone, and how to use the remote control.
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Tips for Getting Started
Test every videoconference location thoroughly.• Testing will help to identify and address equipment and
networking issues in advance.
• Testing gives end users additional experience with the equipment.
• Testing allows the videoconferencing experience to be successful and positive for users.
• Murphy’s Law: If something can go wrong, it will.
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Example: Change in Location Error
Moved from the planned, tested location just prior to a videoconference• Original testing went fine• Far site moved their unit just moments before the conference was to begin
• Nervous presenter waited while new problems were corrected
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Clothing
Solid color clothes
Avoid patterned outfits that blur when on camera
Simpler patterns aid the video compression
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Lighting
Soft white light Light from in front Standard overhead
lights often glare or produce shadows
TV studio-like lighting is ideal
Camera cannot focus in low light
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Backdrop
Avoid hard lines or complicated patterns.
Use a matte finish if possible. Use solid color, such as gray, gray-
blue, navy.•Avoid red or yellow backgrounds.
Some dry erase boards will work if you adjust them for glare from lights.
Give audience one focal point.
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Example: Poor Backdrop
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Example: Better Backdrop
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Audio Setup
Separate microphones and speakers to avoid feedback squeal.
Test levels ahead of time.•Polycom’s “Generate Tone”•Polycom’s “Audio Meter”
May need to add echo canceling hardware
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Videoconferencing from Your Cube or Shared Office
Consider using a headset earpiece and microphone to avoid annoying your neighbors.
A matte, solid-colored cube wall or a solid bed sheet or blanket makes an excellent backdrop from which you can display your location banner.
A low-watt, clip-on desk lamp can be aimed to light your face from in front and above you.
Use self-view to adjust the lighting and environment until it looks good.
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Videoconferencing from a Rolling Cart
Position the “cart-mounted” camera or Polycom to aim at a blank wall in your videoconference location.
Position a low-watt, clip-on desk lamp in front of and slightly above the participants.
Provide a location banner on the cart. Remember to mute the microphone if it must
be moved during your videoconference. Provide a tip sheet on the cart with site
coordinator’s contact information.
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Large Conference Rooms
Position the camera to see speaker and audience.
Consider adding additional cameras and microphones.
Large rooms need better lighting. Avoid panning the camera. Use Polycom camera presets. Designate locations in the room for Q&A. Post a tip sheet in the room with site
coordinator’s contact information.
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