Conference room user guide.
Videoconferences have gained great relevance as training and updating means, both in the academic and business fields. This educational tool has proved more effective, more powerful and less expensive for the provision of training programs, through the use of telecommunications and information technology. Producing and organizing a videoconference requires multi-skilled teams with knowledge of IT, audiovisual production, and teaching methodologies, especially for distance learning. High quality print materials, documents and electronic files to support presentations are only feasible if appropriately planned in advance.
This guide provides some tips to make an adequate use of modern teaching tools. It defines the equipment, facilities, procedures and staff that take part in videoconference programs. Videoconference facilities have several applications, including interaction between students from different institutions, board meetings, counseling work, short courses, product demos, regular meetings, interviews, lectures, workshops, seminars, conferences, training courses, and postgraduate courses.
AVR's staff will be glad to serve you and provide all the information and help you need when preparing an event.
Contents:
Preparing Presentation Materials.
It is important to design and prepare solid presentation materials for the course or lecture. Charts, printed material and electronic slide shows (Power Point presentations) should be prepared in advance.
Expectation and delivery are key elements to succeeding in any video presentation.
It should be remembered that the audience's field of vision is limited to a 3:4 screen (three height units by four width units); the author should then, remain within camera lens dimensions.
Here are some significant principles when designing presentation materials:
- Always use letter-sized paper in landscape orientation.
- Apply large fonts to texts (18 points or higher, preferably in boldface) for higher legibility.
- It is better to use the same font type and avoid unusual symbols.
- Try to use light blue backgrounds; white backgrounds reduce legibility.
- Presentations should have landscape orientation with 2.5 cm margins.
- Information in text format should not have more than 7 lines per slide.
- Use only one side of the paper.
- Use middle point markers.
- Images, such as photographs or book illustrations, should be placed at the center of the camera's capture field.
- Avoid using figures on bright paper.
Preparing yourself for the presentation.
You should be there at least 15 minutes before the scheduled time; remember that linking time costs money. The link with the other participating sites is usually made 15-30 minutes in advance, so that you can check equipment operation.
Microphones are very sensitive to background noise and so, moving furniture, crushing paper or drumming your fingers (or pen) on the table during the presentation should be avoided.
It is also advisable to name and introduce, when applicable, the person who will act as moderator, in charge of providing support material, stimulating active participation and managing the session.
Motion images require higher bandwidth for streaming. Due to bandwidth limitation in the CODEC system, frame changes are not smooth and the audience sees images where motion is not continuous. It is then, advisable to make clearly defined gestures and avoid sudden or quick movements.
Tips on Attire.
For better looks on video, it is advisable to avoid dressing entirely in black or white, and staying away from bright colors. We recommend pastel tones, particularly in shirts and blouses. Avoid clothes with fine patterns, such as lines or checkers. Excess jewelry distracts the speaker and the audience.
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