Video Conference Tips

10 tips to help you plan any live video conference,
from distance learning to a message from the CEO.
By Richard Kretchmer, Rainbow Video Inc. 10/88

Allow plenty of time to organize your live program. There are more details and aspects than you may realize. Create a detailed schedule and allow plenty of time for everyone to do their jobs. Allow time for changes as the program develops. The clock is always ticking to your live event.
Plan, plan, then plan again for the unexpected. Have contingency plans. You only get one chance, live, to make the program a success.
Form a Management Team with a defined Project Manager. Hold regular "update" meetings to keep the team informed of every aspect of the production. Communication is key!
Advertise the program well in advance to ensure an audience and to create excitement about the broadcast. This is a live event and people need to plan for it in their schedules.
Vary the program’s pace. Keep it moving. Use different visuals. Don't give too much time to any one speaker, no matter how good he/she may be. People get tired of listening to the same person. You will lose your audience and your message. Use video roll-ins to help make key points.
Get your audience involved by using Question and Answer segments. Let the audience call in live with questions to the presenters. Always stage a few questions to get the ball rolling. Set up a system for faxing and/or e-mailing questions for those who don’t want to call in.
Set up a production office. The on-site office should be staffed continuously. It should include multiple telephones lines, computers with the right software, a fast printer, fax machine, and copier.
Leave plenty of time for a full production rehearsal. This is a live event - you only get one chance to get it right. During the rehearsal have your script writer on hand as well as your graphic artist and their graphics work station. Remember the clock is ticking.
At each remote location assign a location coordinator/facilitator. Be able to reach that person at a moments notice. In turn, they should be able to reach you. The remote location coordinator should have the authority to get things done at their location. They are your eyes and ears at each remote site - use them to your best advantage. Create a manual for them explaining their responsibilities.
Have a signal transmission test and check all remote locations to ensure that they are receiving the video/audio signal. Check the quality of that signal. Do your checks early enough to allow time to correct any problems. The clock is ticking. Proper planning will ensure that everything and everyone will be ready for that final countdown and the thrill of a live broadcast!

These ideas were provided by Richard Kretchmer, President of Rainbow Video Inc., Morristown, NJ. He has been working on live corporate television broadcasts since the early 80’s. Richard has Produced and Directed numerous different types and styles of video teleconferences. He has over 30 years experience in the television industry, mainly for Fortune 100 companies. He is also a Past President of the North Jersey Chapter of the International Television Association. He can be reached at Rainbow Video Inc. (973) 993-5757.

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