More about special events management

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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