Taking part in a videoconference
All participants should
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switch off mobile phones. Ringing causes annoyance and even a silenced phone can cause problems with the audio system
- avoid flashy jewelry and dazzling colours as they may cause camera problems
- bring any data to be displayed also in a form suitable for OHP use in case there are problems with Data Sharing
Coordinating proceedings
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One studio should chair the meeting
Each studio should have a participant who acts as coordinator - The Chair introduces each participating studio
Each studio then introduces its own participants
Using the control equipment
Each studio needs a person to operate the equipment controller (usually the coordinator). This person should:
- Have previously gained familiarity with the controller (see summary of AMX controller functions)
- Arrive early to test communication with the other studios, and to contact the Control Centre if problems arise. When data sharing with Microsoft NetMeeting is being used, time is required to log onto the JANET Internet Locator Server. (If this directory server is not used, it is necessary to find out in advance the IP addresses of all computers involved in the NetMeeting.)
- Remember the mute button. Unintended sound can be heard in all studios and can switch the focus to the interrupter. It is common practice to have sound muted until a participant wishes to add to proceedings
What is seen and heard?
The studio has a 'transmit' monitor which shows the picture chosen to be sent out, and a 'remote' monitor to show the view from one distant studio. There is also a large screen to show whatever the coordinator selects:
- View of participants
- View of remote studio
- Output from document reader
- Output from VCR
- The computer
How is transmission switched between venues?
The usual method uses voice activation. The loudest source prevails, and all studios (except the speaker's) see the speaker's studio on their remote monitors. The speaker's studio sees the previous speaker's studio. A different sound source at louder volume will automatically switch the picture.
Alternatively on request, switching can be controlled by the Chair. The Chair sees the studio of the current speaker. All other studios see the Chair but will hear the speaker.
