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Videoconferencing recommendations

Delivering a lecture or presentation by videoconference does require some thought and consideration for the benefit of the participants at the far end room(s). The recommendations offer some videoconference common sense if you like.

Introduction

  • Videoconferencing and Audio Visual Services (VAVS) automate the required connection(s) daily by manually transferring the time table details to the scheduling system (TMS). The video conference sessions are then automatically connected some five minutes prior to the allotted lecture/presentation time.

Camera and microphone

  • For the benefit of the far end audience, ensure you are visible at all times irrespective of your anticipated movements by adjusting the pan, tilt and zoom camera controls. Bear in mind the presenter’s position in relation to the lectern microphone is restricted to its design limits (close proximity generally required) for optimum audio quality. Many rooms are there equipped with wireless microphones (lapel/handheld) to allow full freedom of movement.

Training

  • We recommend novices in the AV equipment environment, make an appointment with the technical staff prior to the first live lecture - we are more than happy to show you how it all works. More often than not, experience shows that the less you know about the videoconferencing venues, the less accurate your expectations, the less enjoyable the audience experience and the poorer the overall outcome.

Resolution

  • In many instances today, the JCU videoconferencing delivers high definition and widescreen format as a standard. General enhancements in videoconferencing hardware, compression techniques, codec algorithms as well as microphone and speaker technology, will steadily improve the video conference experience.

Videoconference enabled venues at JCU

  • There are three distinctly different videoconferencing rooms at JCU – small, medium and large. Generally you need to select a room according to what is on your agenda. If for example you intend to have a large amount of interaction with the far end, we recommend selecting a smaller room due to its superior audio setup. A large room might be required due to the anticipated size of your audience but bear in mind then that interacting with a large far end audience may be limited due to the absence of fixed audience microphones. Some of the medium sized videoconferencing rooms are fitted with ceiling mounted audience microphones thus enabling a degree of interaction.
  • Given the level of interaction, staff meetings over a video conference link are most suited to the smaller rooms unless of course the number of participants exceeds the room limits in which case a medium sized room may be chosen.

Presenter & presentation

  • All the JCU videoconferencing rooms are capable of handling three concurrent video streams. What this means is that you as the presenter can send a video stream of yourself and a view of your presentation to the far end audience at the same time as you can receive the camera view of the far end audience. Most JCU videoconferencing venues are fitted with a Desktop PC, document camera/visualizer and laptop cables as standard and in some cases a wireless interactive device to connect a BYOD to the AV system.

Beyond point to point videoconferencing

  • Presentations and lectures are increasingly delivered to more than one geographical location, which requires some more action on the presenter’s part.
    1. When the participating rooms start appearing on the screen, common presenter practice is to carry out some testing with each one of them to make sure they can see you, see your presentation and that they can hear you. One person in each far end room needs to be close enough to a microphone for this to occur or else provide some visual clue the transmission of video and audio is satisfactory.
    2. Once each test is carried out, the far end rooms should then mute their microphones so that any unwanted sounds such as private conversations, sneezing, scraping of moving chairs, mobile phone ring signals etc. do not interfere with the presentation.
    3. At the end of the session the presenter may allow question time in which case one room at a time is invited. The far end room will un-mute their microphone, pose the question and mute their mike when complete.
    4. Questions from the audience in the presenter's room should be posed using a wireless microphone or repeated by the presenter for the benefit of the far end participants should a wireless microphone not be available.

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