You need to plan your videoconference in advance. The most important is to book studio and satellite time, especially if you don’t have your own studio facilities. You also need to ensure downlinking facilities at receive centres where participants will be sitting.

On the content front, you need to invest time and expertise in developing graphics, teleprompter scripts, taped roll-ins etc. These should be prepared before the actual videoconference day. The stress must be on developing quality graphics and illustrations to help participants understand the complexities of the subject with ease.

A good idea is to have local site facilitators. They can work with the local technical staff and ensure that that the videoconference room is ready on time. They can also distribute hard copies of program agenda and graphics to the participants, and take phone in questions to facilitate a smooth interaction between you and the participants.

The selection of speakers is equally important. They must be knowledgeable in their respective areas, and should have a good screen presence. Speakers who lisp or are camera shy should not be allowed to go live at a videoconference. Their presentations can be taped beforehand.

Another key person is the moderator, who works as the program host and therefore plays an important role in the success of the videoconference. Among other things, the moderator must ensure that the program runs on schedule and ensures that there are no awkward or uncomfortable pauses. This work can be performed by any person who has sufficient on-camera experience, and is quick on the uptake.

There is no harm in mailing an advisory to the participants and the speakers regarding the dress that they need to wear. Among other things they can be advised to
wear “warm” colors and avoid jewelry or other material that reflects light. It is also useful to do a touch up on your speakers so that they look good on camera.

You can even consider briefing the first time speakers on basics of videoconferencing. These include informing them of the need to speak to the camera, to be aware of time cues, and to avoid fidgeting as these sounds are picked up by the microphone and relayed to the audience.

If possible, you should do a dress rehearsal a day in advance. This is not always possible, especially if your panellists are big names. But a rehearsal helps you smoothen out any rough edges. You get to know if the teleprompter scripts are right, and whether the graphics merge with the program or not. The moderator also gets to know the finer points of the presentation, and can prepare himself accordingly.
 

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