Planning for a Successful Conference
Considerations: Scope, Numbers, Interactivity
If you are hosting a conference, you will need to determine the number and location of the participants to decide on the optimal VC sites. Although the system is capable of connecting a large number of sites, this would defeat the effectiveness of the interactive aspects of videoconferencing turning the session into a mass-broadcast. Five geographically-dispersed sites are the recommended maximum to allow for interaction as well as for quality of connection. Given your list of your participants' locations, your VC technician can give a recommendation on sites for your conference.
Hosting a Conference
Step 1. Understanding the conferencing options: Which one is right for my conference?
Videoconferencing
- Interactive, community building, dialog
Audio conferencing
- Visual not necessary, only phones are available, using web conferencing
Web conferencing
- Presentation of primarily of computer software such as PowerPoint or other software application
Step 2. Planning the VC: Determine the number and location of the participants to determine the optimal VC sites.
Five geographically-dispersed sites are the recommended maximum.
Click here for a list of VC sites
Step 3. Determining the VC sites
Conference participants at schools with VC capabilities may make arrangements with their tech. coordinator to participate in the conference. Keep in mind the recommended maximum of five VC sites for optimum interaction.
It is recommended that participating sites contact a VC technician to test their connection prior to the conference date.
Step 4. Making a system reservation request
Submit a VC Request Form available on the Video Technology website: http://www.video.k12.hi.us/
- Download and save the form to your desktop
- Fill out the form and save again with name and date of your conference as part of the file name.
- Send as an attachement to the lotus notes link on the form.