On This Page

Originating Site Receive Site Presenter Pre-event Testing (All Sites) If Problems Occur

Videoconferencing Tips

Tips for Successful Videoconferencing Videoconferencing Network and Equipment Configuration Room Environment and Apparel Preparing for the Event Videoconferencing Etiquette Videoconferencing Support Home

Preparing for the Event: Tips and Guidelines

Originating Site

• Provide presenter training.
• License, secure and provide the software for events requiring software.
• Provide access to any computer resources required by participants.
• Submit scheduling request information to MOREnet on the Videoconference Scheduling Form. 
• Keep presenters updated on the status of their events.
• Have a technical person in attendance at each conference site to assist the instructor with troubleshooting.

Receive Site

• Provide access to a dedicated videoconferencing room.
• Provide a site technician responsible for turning on equipment, making connections and assuring equipment is in good working condition prior to event.
• Have trained operations support staff on-site whenever videoconferencing events are in session.
• Provide staff to handle materials sent via mail, express mail or fax, or electronically.
• Provide for receiving, copying, distributing and returning print materials.
• Provide participants with access to the Internet, e-mail and other electronic communication tools as requested by the originating site.
• Equip each videoconferencing room with a cordless phone and a fax machine to assist in resolving technical problems.

Presenter

Scheduling

• Determine the time and length of the conference.
• Confirm participant registration and room and equipment availability.
• Appoint a leader for each site.

Content Development

• Set objectives.
• List specific results to be achieved.
• Prioritize topics to be discussed.
• Develop an agenda. Specify the focus and time allotted for the conference.
• Prepare a syllabus/agenda/outline for the event.
• Practice using the control panel with your content

Participant Information

• Provide at least one copy of necessary handouts and online information for each event at least one week prior to the date the materials will be used.
• Provide participants with an orientation prior to the first session.
• Provide participants at all locations with opportunities to evaluate the event.

Pre-event Testing (All Sites)

• Recheck the hookup of your peripheral devices (VCR, document camera, computer) prior to dialing in to the conference.

• Adjust your audio levels during the testing time (15-30 minutes) prior to the conference, not after the conference begins.

• Make sure all participating sites understand the issues of open vs. muted microphones. Microphones are sensitive and pick up even quiet speech.

Back to Top

If Problems Occur

If problems occur, refer to the Common Causes of Videoconferencing Problems document on the MOREnet website.

Prior to calling MOREnet, please collect the information listed on the Before Calling MOREnet page. This information will help us resolve your problem faster.

Videoconferencing with Polycom ViewStation is a free course offered by MOREnet to its members. Course dates and times can be found on the Training Schedule on the MOREnet website. Attending this course may help you prevent or more easily address problems in the future.