General Information

• Speak in a clear, natural voice and move naturally.
  
• Maintain eye contact with the people on the screen as you would if you were meeting in person.
  
• Announce protocol for being recognized when participants would like to speak.
  
• When speaking participants should say:
  "This is (my name) at (my site).
  
• Call participants by name, if possible.
  
• Remind participants that microphones are "live" and are sensitive so please avoid excessive noise. You may wish to mute microphones and ask for questions at a particular time.
  
• There is about a half second transmission delay so pause briefly for others to comment.
  
• Repeat questions and answers from the audience, so everyone can hear.
  
• Consent of participants is required if the videoconference will be recorded or broadcast. Student Release forms may be required.
  
• To optimize interaction in a class or event, consider a manageable number of sites. If an event/class involves a large number of sites or participants, interaction will be limited. A question and answer session is recommended.
  
• Designate a specific person at each site (including the central site) to act as the host. It is best if he/she is not the presenter from that location. He/she should be given contact information for a central site coordinator in the event of a problem at the site. In addition, he/she should give a cell phone or other contact method to the central site coordinator.
  You may need to make adjustments for different "bell schedules".
  
  • Determine in advance any ancillary issues:
    
  • Special accommodations for special needs students
    
  • Eligibility for course credit
    
  • Compensation issues
    
  • Follow-up after conference
    

• A visual presenter (aka. document camera) displays printed materials or objects.
  
• Videotapes, and other computer-generated information (i.e. Internet access and computer software) can also be shown on the network.
  
• Set Camera Presets prior to the presentation (Press INFO on your remote)
  
• Practice the transition between video sources prior to the presentation.
  
• Monitor should be placed for natural interactivity with the remote sites.
  
• If there in an instructor or presenter in the "front" of the room, he should have a monitor to see the remote ends.
  
• The presenter should also have a second monitor to "see" what is being transmitted to the far end. (see Videoconferencing Room Recommendations).
  
• There should be a monitor (or projection) of the remote sites for the audience to view.
  
• For a "conference room" feel, each group can face each other as if on opposite sides of a conference table.
  

Presentation Preparation Guidelines

Pay attention to logistics

• Give your class a syllabus or meeting agenda. Prepare handouts early. The event facilitator must plan ahead to insure handouts and other materials arrive at receiving sites at least one day before the event.
  
• Develop methods to distribute materials to participants at distant sites. Develop methods for them to send materials to you or other participants
  

Develop contingency plans

• Technical problems will happen. Equipment may malfunction, the network maybe down, or electricity may go out. Create a back-up plan in case these problems occur. Perhaps you will need to reschedule. Have an alternate lesson plan available at the receiving sites. Have a backup for your audiovisuals as well.

Example, if the PowerPoint does not work, you might have individual paper slides you can use on the visual presenter.

Make others aware of added responsibilities

• Inform students or other participants about the additional tasks required to conduct an effective event. Inform them of the tips that will make them knowledgeable users of the network.

Preparing Visuals

Preparing Overheads for the Document Camera
You don't need acetate sheets any more! Use plain paper. Remember the overhead projection plate or screen is NOT a white board.

• Paper layout - landscape
  Materials need to be designed in a three (height) by four (length) ratio to fit a television screen/monitor. This means margins should be approximately 1 ½ inch on all sides.
  Background paper can be white but sometimes that causes a glare. An ivory or light blue background works best.
  
  
• Font typestyles and sizes - Use a minimum size of 24 points. Use fonts that are sans serif, without lines on the ends of each letter, making it easier to read on a television screen. Examples: Helvetica, Arial, Eras, Geneva, Tahoma
  
  
• Colors that work -- Bright saturated colors are difficult to read on television or a computer screen. A dark blue background with yellow or white text looks the best. Here's a great chart to use as an example:
  
  
  

  Best Color For Lines, Text, Design Areas	Background Color	Worst Color
  blue, black	orange	yellow, white
  blue, black	yellow	white, cyan
  black, blue	green	cyan, magenta, yellow
  blue, black	cyan	green, yellow, white
  blue, black	cyan	green, yellow, white
  black, white, yellow, blue	magenta	green, cyan
  white, yellow	black	blue, magenta
  blue, black	white	yellow, cyan

  
  Source: Smaldino & Herring, Active Learning at a Distance, AECT, February 1997
  
  Note: In the new PowerPoint Windows XP version, they provide you with a series of color schemes (background, letters, colors for charts) that are workable.
  
  
• Number of Words/Lines
  The number of words per line and the number of lines per page should be limited. Too many letters and numbers on a television or computer screen make the information difficult to read. A good rule is to limit words to six per line and six lines per page. Information is best presented using "bullet" points or key words.
  
  
• Letters
  Use a combination of small and capital letters.
  

Preparing Graphics for PowerPoint or Display from Computer

Computer graphics, photographic slides usually have a two (height) by three (length) ratio. This means that the edges of the visual material will be cut off when it is converted to video.

The central 80 percent of a computer monitor is the "safe area" for transferring text and graphics to video. Keep all information in this area, or else it will be cut off when converted to video.

Source: IFAS Distance Education, College of Agriculture and Life Sciences, University of Florida

Test Everything in Advance!

Do a "dry run" of your presentation with a remote "test audience" (suggest having the "host" of each site) to ensure the best presentation. Have the test site check:

Microphone placement
Place in a spot that maximizes presentation and minimizes ambient noise

Clarity of visuals

Increase monitor size and/or project image on walls
Move camera(s)
Change size/font/color
Offer local slides for each remote site

Transition
Between visuals
Presentation to Q&A
Etc.

Also discuss handouts, behavioral issues and procedures to follow in the event that the videoconference doesn't work.