General Information:

    Scheduling a video conference is no different than planning any other meeting except that you must also coordinate the technical details.  Just scheduling the Video Bridge will not notify your participants that you have a conference scheduled and it will not coordinate with other sites for room reservations.   Conversely, reserving a room designed for ITV does not schedule the connection of that room to any other site.    If you have specific questions that are not listed in this document, please contact Jason Kronemeyer at jasonk@eupschools.org

    General Equipment Needs:

    Participating Site – Each participating site must have a CODEC unit capable of transmitting compressed video/audio via  IP (Internet Protocol). 

    Bridge – Connecting more than two sites (point-to-point video conference) requires the use of a bridge.

    The EUPISD bridge can connect up to 15 sites but ITV classes for students are scheduled from 7:30 - 3:30 and take priority in scheduling. 

    The first time you use a bridging service, you will need to have all of your end-point sites certified on the bridge. This involves a test call between the bridge and the end point. The EUPISD services will want to certify each site for as many contingencies as possible.

    Pricing will vary depending on need.

    Participating Site Responsibilities:


    • Communicate information about the event/meeting to local participants
    • Reserve the room and arrange for refreshments (as desired)
    • Take registration and welcome participants. Be available at least 30 min. prior to the start of the event.
    • Facilitate communication between the coordinators of the event and local tech support.

    Technical Contact/Support

    • Communicate connection information (IP address) to the coordinating technical contacts.
    • Give all content information so others can contact you if there are problems during the event i.e. cell phone, distance learning room phone number, office number.
    • Schedule a test call with the host site or bridge.
    • Plan to connect 15-30 min. early as directed by the host site. Be available to troubleshoot as the connection starts.

    Bridge Certification/Testing

    • Never participate in a videoconference without testing!
    • Take the initiative to schedule the test call and call the host site/bridge if there are any problems with the connection.
    • Always do an authentic test with the same equipment and setup as will be used for the connection. If something changes on your network (i.e. new equipment, new firewall, new ISDN long distance provider) test again!


    • Find out what peripherals are needed for the videoconference.
    • Provide a computer with email, Internet and/or PowerPoint if requested.
    • If needed, provide access to a document camera if information needs to be shared visually.


    • Pay attention to the materials for the meeting. Sometimes they are sent in the mail. Watch for them and make sure they are delivered to the meeting room. Sometimes they are available via the web. If requested, print copies for the participants. It’s always good to have at least one copy available as a backup.

    Room Set-up

    • Make sure all participants can see the monitor
    • Frame a picture of participants that is not too close nor too far away

    Host Site Responsibilities:

    Contact/Coordinator /Technical Contact/Support

    • Test all equipment in advance (codec, computers, any other used in the conference)
    • Test email address
    • Create list of IP addresses of remote sites
    • Create list of site contact and tech contact names, email addresses and phone numbers for the day of connection
    • Enter any presets for the camera required for the meeting/connection
    • Know procedures for any emergencies or breaks in the connection
    • Greet presenter, make sure they are comfortable with the set-up and facilities
    • Assist presenter in set-up (microphone, muting, camera position)
    • Introduce presenter, remind remote sites of email capabilities and protocols for the connection

    Peripherals needed

    • Telephone access
    • Presenter may request: a document camera, a VCR or DVD player, a computer for a PowerPoint presentation, and/or a computer

    Materials/Room Set-up

    • Make sure requested materials and peripherals are in room.
    • Arrange furniture and camera(s) so that presenter can comfortably present.

    Host Moderator Responsibilities:
    Prepare a logo or welcome to put on screen as sites are getting connected before the program begins.

    When all sites are connected include the following in your opening remarks:

    • Welcome participants and identify yourself as the host site
    • Call on each site to check audio and video (if there are more than 10 sites, you will want to do this prior to the start of the videoconference).
    • Give a phone number (verbally and show printed number on camera) for participants to call if there are technical difficulties. If email will be used for questions, also announce and show that address.
    • Remind sites that when another site is speaking all other sites must be muted. This reduces the audio clipping due to extra noise, keeps the video from shifting from site to site and prevents private conversations from being aired to all.
    • Announce and show the agenda for the videoconference.

    Prepare speaker(s) with the following good videoconferencing presentation strategies.

    • Visuals - should be used to support information. Find a balance between showing the speaker and the visuals – too long on either gets tiresome, but switching back and forth too soon becomes annoying.
      • PowerPoint presentations or documents being shown on camera
        • Landscape
        • Minimum 30 pt font
        • On pastel background with dark lettering
        • Rule of 5 X 5 – no more than 5 lines of print and 5 words on each line
        • Keep pictures simple
      • Video
        • Use clips rather than whole videos - short and to the point. Video is distorted during compression of the CODEC signal
      • Hand-outs
        • Make hand-outs available to sites before the videoconference so they can be distributed to participants for use during the videoconference
      • Appearance
        • Light pastels, neutrals and muted colors are best. Red tends to bleed and white glares. Avoid bold, complex or busy patterns that affect the camera’s ability to focus.
      • Interactivity
        • Videoconferencing is two-way audio and video. Use the technology to make a connection with the participants. Getting participants involved engages them in the learning. Interactivity strategies may include:
          • Opening with an Ice Breaker
          • Calling on sites for answers
          • Collaborating on answers to problems/questions
          • Asking questions of other sites
          • Summarizing points for others
          • Voting or polling each site. This can be done by asking for information or physically signaling a response (thumbs up).
          • Discussing an issue using a Round Robin format