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The Meeting - Preparation Tips

Video Conference Section Links:
Videoconference Intro | What is Videoconferencing | The Meeting - Preparation Tips
The Meeting - What to Expect | The Meeting - Meeting Tips | Technical Information
Videoconference Request | Videoconference Sites | FAQ's

The following suggestions will help you prepare for your videoconference.

  • Select one person to be the contact or facilitator for your meeting. The contact person will coordinate your meeting activities with the PCTV videoconference coordinator and other participating sites.
  • Discuss with each site participant three or more tentative dates and hours to have your meeting.
  • Go online to the PCTV Website, click Videoconference Request, type in the information requested and submit the required form at least 72 hours in advance.
  • Receive confirmation from PCTV. If this is your first time using videoconferencing, arrange for a demonstration.
  • Create an agenda. Bulleted outlines work best.
  • Use graphics in your presentation during the videoconference. PowerPoint works well and can be displayed from a computer. You can also display hard copies using a visual presenter (similar to an overhead projector).
  • Use landscape or horizontal page orientation, large bold text and a 30-point or larger size sans-serif font (i.e. Helvetica or Arial). Avoid crowding the text and use generous margins and line spacing to provide lots of blank space.
  • Distribute a hard copy and the agenda and presentation graphics to participants at each site. Allow enough time for postal service delivery, fax or e-mail.
  • Have your presentation materials prepared and sequence all materials in the order to be presented or discussed.
  • Contact remote sites and confirm participation at least one day before the meeting.
  • Develop a tentative roster of participants at each site for use during the meeting.
  • Plan the order of who will ask questions first, and so on. Be sure to keep the order consistent throughout the meeting.
  • Wear solid neutral colored clothing. Avoid wearing bold or bright colors and complex patterns. Bright clothing tricks the camera's automatic controls and will darken the whole picture. Avoid narrowed stripped, checked and intricate designed clothing. Such patterns will cause distracting visual effects to the television picture.
  • Arrive 20-30 minutes before the conference start time.

We welcome your questions and comments, please call 760-744-1150 ext. 2431, or send an e-mail to videoconference@palomar.edu

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