AVIT
Video Conferencing
Training Module
Lectures
Video Conferencing
Video Conferencing is mainly used for
meetings, lectures and tutorials
 It is cost effective and time efficient
 To achieve a successful video conference,
users need to be familiar and confident
using the medium, and encourage an
interactive environment
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Why VC Lectures?
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Ability to communicate with multiple sites
Off-site communication and learning
Opportunity for students and staff to
incorporate this technology with rural
teaching and learning
A Successful VC Lecture
The essential ingredients:
 Booking of Sites and Bridge
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www.avit.med.usyd.edu.au
Contact with the Video Conferencing Unit
Learning VC Basics
Knowing What to Expect at a Lecture
Preparing Presentation Material
Effective Communication
VC Lecture Basics
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Screen Layout
Camera
Microphone
Standard Lecture Theatre Setup
During the Lecture
Presentations
What to do on the day of your lecture
What You See - Screen Layout
There are three main types of screen layout:
 Voice Activated Video
 Quad Split
 Picture in a Picture
Voice Activated Video
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Only one site is seen at
a time
The last site that spoke
is visible on screen
There is a 3 second
delay when switching
between sites in this
mode
Quad Split Screen Layout
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The screen is divided into 4 quadrants
The Bridge controls which site is visible in
which quadrant
If there are 6 or more sites, the 4th quadrant
works in Voice Activated Video mode
Things to Consider:
Small screen problems
 Increased importance of camera setup
 Problems showing presentation material
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Quad Split Screen Layout
Picture in a Picture
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This mode allows you
to view your own site
in a corner of the
screen during a
conference
Especially applicable
to single screen setups
Camera
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Camera presets
Good Camera Control
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Camera on lecturer, on presentation, on
audience, depending on who is speaking
Stay within Camera Shot
Maintain eye contact with your video
conference audience as well as the physical
audience
Microphones
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Proper microphone positioning is vital
All attendees at a site need to heard as well
as possible
At the beginning of a conference, or when a
new site joins in, test that all sites can hear
one another
What if they can’t hear me?
Microphones
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Ideally, use a lapel microphone
If unavailable, speak very clearly and at a
moderate speed towards the lectern
microphone
Standard Lecture Theatre Setup
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Lectern
2 screens (both data projection)
Microphones – lectern, audience
Cameras – audience, lecturer/presentation
Lecture Theatre Setup – Scot Skirving
Lecture Theatre Setup – Scot Skirving
Single Screen Setups
Three options for video
conferencing:
 Camera switches
between the lecturer
and presentation
 Camera is set on the
lecturer
 Camera is set on the
presentation
Dual Screen Setups
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One screen shows
presentation material
Other screen shows
the lecturer and/or
receiving sites
Presentations
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Modes of presentation available:
PowerPoint
 Document Camera
 Overhead Projector
 Whiteboard
 VCR
 DVD
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Presentations
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Consult the Video Conferencing Unit
All sites should have a hardcopy
Use camera presets to view both the
presenter and the presentation material
Picture Quality
Site specificity of presentation equipment
PowerPoint Presentations
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PowerPoint is the preferred mode of
presentation
Use the mouse as a pointer, rather than a
laser pointer
Provide extra verbal description of what is
shown
Emphasis on clarity rather than beauty!
PowerPoint Presentations
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Text at least size 25
Use font of uniform thickness
Less than 10 lines per slide
Dark uniform background
Optimal colours – jet blue background with
yellow font
Make images as large as possible
Example PowerPoint Presentation
Document Camera
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Can show paper, books, transparencies and
small models
TV quality vs computer (XGA) quality
If viewing smaller objects/text use the
‘zoom’ function
Book the document camera to ensure that it
is available for use during your lecture
Document
Camera
Overhead Projectors & Whiteboards
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Should be avoided
Poor quality transmission via video
Handouts should be used instead
DVD & VCR
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Can show clips of VCR or DVD footage over
video conference
Check availability of equipment at your site
Presentation Handouts
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It is best practice to provide all students
with a paper handout of presentation
material
Handouts help to overcome the difficulties
for participants of seeing the material
clearly, and the camera can be focused on
the lecturer
Process for Handout Distribution
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Lecturer sends a copy of the presentation to
the local education officer
Education Officer sends the material to the
receiving sites
The presentation is then printed out (ppt
handout with 6 slides per page)
A copy is made available for all participants
Presentations & the Camera
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During a presentation, the camera will
switch between lecturer and presentation –
controlled by technical assistant on-site
Camera will view the presentation briefly;
maximising the time the lecturer spends on
camera
Increased satisfaction and attention from
the receiving sites
Effective VC Communication
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The lecturer facilitates successful:
Participation
 Communication
 Etiquette
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Be aware that you are usually
communicating to multiple sites
Participants at receiving sites do not have
the full benefits of being in the lecture
theatre with the lecturer
Participation
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Maintain constant contact with all sites using the
camera
Aim for equal participation at each site
Keep attention levels high – do not forget or ignore
the students or staff participating via video
conference
Communicate directly to participating sites
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Questions
Comments
This helps to overcome the barrier of distance and
technology
Communication
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Talk clearly, one at a time
No multiple discussions
Talk towards the microphone, considering
your position and the range of the
microphone
Etiquette
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Video conferencing greatly benefits from
orderly and clear conduct
Avoid all unnecessary movement and noise
Presume that you are always being watched
and heard
Using the ‘Mute’ function
Question and Answer Sessions
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Be aware that all questions asked by
students at the sending site must be heard at
the receiving sites
Questions should be asked using a hand
held microphone, or the questions should be
repeated by the lecturer
Students at receiving sites need enough time
to ‘Unmute’ to answer any questions
What to do on the Day
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Arrive 15 minutes early
Contact with VCU or On-Site Help Person
to load presentation material onto local
computer
When lecturing – interact, include, engage
Ensure that all participants can see/hear
throughout lecture
For lectures, on-site technical assistant will
supervise audio and camera view