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How to plan a video conference

As you know, not all conferences are held in a boardroom. Many organizations find video conferences an excellent alternative to get people together quickly. They avoid expensive travel or too much disruption to individual schedules. To be successful at organizing a video conference, you need to do some advance planning and preparation. These points are important.

The conference should not exceed 2 hours in duration -- else you end up with tired, tuned out participants.
Before folks come into the conference, distribute the agenda, presentations, teaching materials, etc.
Plan the seating arrangements in advance. Have name plates (with large fonts) readily available.
Inform the technical people at your company (or at the outside agency) well in advance of the event.
If you're having overseas participants, contact them early on to work out schedules and other details.
Have test sessions before the actual event. Make sure you attend them so that you're familiar with the equipment.
If you plan to transmit any material, hand them over to the technical staff at least two days in advance. Ask them to do a test transmission. Take care of the basics -- use wide margins, landscape layouts and large, clear fonts. Keep graphics and images simple and to the point. Arrange for all participants to be at the venue at least 15 minutes before the start. Hand out any materials you need to (ideally, do this well before the conference day).

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Additional inputs:

Yuvajobs
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Welcome to ISBM Pune
ISBM International School of Business and Media ISB&M encourages an environment where creativity & Imagination along with knowledge creates an effective mix as an instrument to induce structured thought. ... Intensive training with renowned PR Agencies & Event management Companies ...

Event Management Development Institute ::
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... EMDI Pune. Event Management Development Institute, Pune, is located at the spacious and centrally located IMERT ... being placed in some of the finest companies in the country, including ...

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National Academy of Event Management & Development
Business Proposal. Event Management is done at a very huge scale in India. We have the greatest stage and television shows in the world. ... no formalized education to teach Event Management. Event Management Companies found that they had to ... the University of Mumbai and Pune University have officially invited only NIEM ...

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CAREER GUIDE. Event management growing fast ... being planned in the offices of various event management companies. During the wedding ... Institute of Mass Communication, Pune, offers a 2-year Master's programme in Mass ...

Department of Management Sciences, University of Pune
College Events. National Seminar. HR Rendezvous ... talking the Mother of all management festivals in Pune. ... the last inter-management institute event to be held in the ... The corporates from various companies come together and relive ...

National Institute of Event Management
NIEM was formed to cater to the growing needs of the huge multi-dimensioned Event Management Industry in India. Event Management is done at a very huge scale in India. ... education to teach Event Management. Event management companies found that they ... Hilla Bhiwandiwalla Event Research Centre. NIEM has centres at Pune, Hyderabad, Ahmedabad and Kolkata ...

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