Running a Conference

Good preparation is essential to a good video conference. In addition to physical preparations there are different roles to support the running of the conference.

Participant
  • Make sure you arrive in plenty of time so as not to disrupt the conference
  • Think about the content before the conference as you may have less time to make your point than in a normal meeting
  • Familarise yourself with the equipment controls
  • Expect to give a short introduction
 A Participant

Facilitator
  • Have a telephone to hand with important numbers available and a Checklist [LINK]
  • Check the room is set-up approrpriately and equipment connected in good time
  • Be responsible for tidying the room after the conference and switching equipment off as appropriate
 Remember to keep your checklist handy

Chairperson
  • Start a round of introductions
  • Keep on topic and on time
  • Look to bring participants into the conference and allow sufficient pauses to allow others to speak
  • Understand how to operate any technology such as "Chairman Control" [LINK: Camera Control]
  • Make sure each participant has an opportunity to contribute
  • End the conference with thanks and farewells
 A Chairperson
Examples

For further information have a look at the USRG material