Video conferencing is becoming increasingly popular as a means of conducting a meeting across several different branches of a business, often on a global basis. All you need to do is book a room and equipment – or is it?
The fact is that video conferencing needs to be organised just as carefully as any other event, and careful attention has to be paid to the Audio Visual facilities. It is not a matter that any room will do for the event.
You need to choose a room very carefully if you are going to have an effective, successful video conferencing session. Get your Audio Visual specialists involved as early as possible in the arrangements as they have the knowledge and know how to spot potential problems at a very early stage.
An Audio Visual specialist will be able to look at the room and evaluate the amount of background noise that may be present. The noisier the room, the less likely participants in other locations will be able to hear the presentation and any discussions. This is very important since most participants in a video conferencing situation will be listening for at least half the time.
It is not unknown for unwary organisers to hold a video conferencing session in an open office layout – which means there will be telephones ringing, voices and people moving around in the background. This can be distracting and annoying for participants trying to listen to a presentation or take part in a discussion.
Microphones too can be very sensitive to noise, which means your chosen room needs a high level of sound insulation. Bear in mind that even background noise such as central heating or air conditioning can make a noise which may be picked up by microphones, thus affecting audibility for remote speakers. Audio Visual specialists can identify problems and find solutions such as a rear projection room to house noisy equipment, the most ideal locations for microphones and loudspeakers.
If the proceedings are being recorded then suitable recording equipment needs to be set up well in advance of the video conference, and trialed to make sure that everything works perfectly. Checks need to be made on any background music, sound effects or visual elements to ensure that they are available at the correct moment in the proceedings. Additional equipment may need to be hired.
Setting up a room for video conferencing is definitely harder than many people anticipate – talking to an Audio Visual specialist is crucial!