Instructions for Scheduling a Video Conference

Click here to go to the video conference reservation form

What IS Video Conferencing?
There is quite a variation of events which can sometimes mistakenly fall under the heading “video conferencing” It is important that users understand what TCDE refers to as “Video Conferencing”

  • Video Conferencing allows people in two or more locations to see and hear each other, in real time. Participants can use a computer or DVD/VHS player to share information.

    Other Events, which do not fall under “Video Conferencing”

    • Video Streaming – real time or on demand multimedia presentations
    • Web Cast- real time or on demand multimedia presentation via the Internet
    • Teleconferencing- real time or on demand conversation with multiple parties via telephone equipment

Why use Video Conferencing?

  • Reduce travel time and expense.
  • Attend meetings, in-services and trainings
  • Share resources
  • Provide professional development opportunities

Do You Have What It Takes?
Successful video conferencing doesn’t just happen; planning is the key to ensuring a quality video conferencing experience.

Identify the Players
Who is the host for the event?
Who is participating in the event?
Which one are you?

The Location
Where will the event take place?
We currently have two video conference systems. One is permanently located in the Preview Room and the other is a mobile unit which can be used in any of our conference rooms. The employee who is making the Video Conferencing Request is responsible for reserving the room.

How Are You Connecting?
Video conferencing usually comes mainly in one of two methods:

  • IP to IP (Point to Point) this is usually used for one to one meetings, where each user knows their IP address. Only two sites can participate in a point to point situation. Both of TCDE’s video conference systems are “multi-point” units. This allows us to be host to three other sites.
  • Connecting through the Bridge – a bridge is an outside agency that acts as host if the number of participants is more than one of the sites can host. The most commonly used bridge in the education system is K12HSN. If the bridge through K12HSN is needed, it must be scheduled with them. You can arrange this with tech support at TCDE.

Helpful Hints If You Are Presenting

  • Don’t wear bold or excessively bright colors or all white.
  • If possible have a solid background behind you.
  • White boards can cause a glare and can be difficult to be seen by the remote audience.
  • Make sure you have adequate lighting. Sunshine from exterior windows can cause glare
  • Speak and move at a moderate to slow pace and make sure to stay within the camera view
  • Speak clearly and distinctly
  • Avoid any ambient noise from all sources. (cars, lawn mowers, etc)
  • If you are using visual aids, make sure the print is large enough. Minimum of 3” for printed and 36 point fonts for electronics (PowerPoint).

Equipment Camera Positioning
The camera should focus on the upper 2/3 of the presenter
Make sure the overhead lights are not captured by the camera
Make sure the microphone is in a central location away from items which can cause noise.

Process for requesting a Video Conference
Use the Video Conference Reservation form located on the TCDE website. You can find a link for it on the left side of our home page. The form is sent via email to the tech department and the requested dates will be checked against the video conferencing calendar. You will be notified as to whether or not the equipment is available and if there is any other information needed.

For a Video Conference you will need to know:
Date of Video Conference
Start and End Time
The title of the video conference
Which room you will be using for the video conference
Whether you will be hosting or connecting to another site (If connecting to another site, you will need to know the IP address of the host site)
Additional location(s) which will connect if you are hosting

Who’s Responsible?
Reserve the Room- The person who is hosting or participating in a video conference will be responsible for making sure the room is reserved. This must be done prior to submitting the Video Conferencing form to tech support. Make sure you allow time for set up at least a half hour prior to the event.

The Video Conference Reservation form- Once a room is reserved, the person who is hosting or participating in a video conference is responsible for completing the online form available on our website.

The Video Conferencing Unit – Tech Support will assume the responsibility of setting up and testing the connection prior to the event, provided the information is supplied in the form.

If the event is cancelled, please contact Tech Support as soon as possible.