EUROPEAN COMMISSION
DIRECTORATE GENERAL FOR INTERPRETATION
RESOURCES AND SUPPORT DIRECTORATE
IT Networks, Interpretation Streaming and Video Services
Tips for speakers at the distant site when intervening via videoconference v1.0
Avoid wearing white or light colours: these cause the video camera to under-expose the
image. Wear solid colours: patterned or striped clothing can cause undesirable visual effects.
Make sure you have a readable name plate in front of you.
When given the floor, place your microphone directly in front of you (keep a distance of 30 to
40 cm) and remove your earphone. Then, switch on the microphone. Make sure nothing
stands between you and the microphone. Avoid doing “other things” like fiddling in papers
when the microphone is turned on. Turn only the microphone on when you are given the
floor. Do not tap on the microphone.
If language arrangements allow, please use your mother tongue. It is often possible to speak
a language you will not be able to listen to at your end.
Look at the camera straight in front of you.
Speak clearly at a reasonable pace, freely or on the basis of notes/bullet points. Speaking is
better than reading.
Avoid making “big” gestures or body moves.
Take special care when preparing your PowerPoint Presentation:
Use common fonts such as Arial, Helvetica, Times New Roman etc.
Use a minimum e.g. 18pt font for the text.
Avoid putting too much information onto a slide.
Avoid animations and/or sounds (if not tested in advance with VC system).
Ensure sufficient contrast between the background and the text.
If possible try out your presentation in advance.
When indicating an element on a presentation, don’t use a laser pointer but use the mouse
pointer instead.
Deactivate the screensaver or energy saver on the presentation PC that might kick-in during
the intervention or presentation (check with the technician).
Send your PowerPoint presentation well in advance to the meeting organizer, so that the
interpreters can prepare.
Agree beforehand if you have to remain seated (e.g. last point before closing off) or you can
go as you were only expected to present a point.
At the end of your intervention, switch off the microphone.
If you are with several persons to make interventions, please try to sit together and not
spreading around as this might cause unnecessary camera moves
Commission européenne/Europese Commissie, 1049 Bruxelles/Brussel, BELGIQUE/BELGIË - Tel. +32 22991111
Office: B100- 02/007 - Tel. direct line +32 229-+32-(0)2-29 96136
erik.tilburgh@ec.europa.eu
Tips for the chair using videoconference
Make sure the meeting agenda (including approx. time of the VC intervention),
documentation and presentation are sent in advance to the interpreters so they can correctly
prepare the meeting.
Have a copy of the presentations of the distant site at hand, in case there is an issue with the
presentation over the VC system. If needed the person can do the presentation from the
distant site and indicate to a person on your side to move the slides.
When something is (still) unclear about the VC setup or you have an issue (e.g. sound not
loud enough, too much light in the room), get in touch with the conference technician.
Make sure you have alternative contact means to the distant site (e-mail, telephone number
of the speaker or a technician) with you.
Inform the participants in advance of the VC intervention and set out clear rules (microphone
discipline, only chairman gives the floor, ...) and make sure they are respected (remind
people if necessary). This is particularly important in discussions the meeting room and the
distant site interact.
Be attentive to the distant site if they want to intervene. Agree in advance on how they ask
for the floor, e.g. by raising their hand or putting up a name plate.
If the intervention coming from the distant site is causing issues (or you are informed by the
head of interpretation or conference operator), e.g. a laptop between the speaker and the
microphone, speaking too fast and/or unclear or too long (+30mins), make the person aware
as early as possible or interrupt.
Depending on the VC system one or more languages can be transmitted to the distant site.
Decide in advance which interpreted language should be available for the distant
participants.
In case of a technical or human issue with the intervention of the distant site, approach the
situation as if the person would not have turned up in your meeting, or had to leave
unexpectedly or was delayed. This can be done by dynamically adjusting the agenda (e.g.
swap points). In case of a technical issue the technicians can look into the problem. Or
remove the point when the VC connection cannot be established, is degraded or cannot be
used at all.
Don’t forget to explicitly close (=thank the person) the distant site intervention so all
participants including the person at the distant site know that there will be no further
reaction.
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Tips for the technical staff involved in videoconference
If it is the first time you will establish a VC link with a distant site, you are strongly
recommended to perform a test in advance to check the quality of the connection (=video
and presentation image, sound, interpretation channel, lip-sync, positioning of cameras, light
in the room). If not all aspects are considered, even with an HD system the performance will
not be optimal.
At all times it is better to set up the link before the meeting (or during lunch break), even if
the intervention of the distant site is not one of the first agenda items (hide it for projection
until the appropriate moment).
Make sure you have a can contact a technician at the distant site who is available to
intervene (especially if meetings go beyond 17:00).
In case of presentations, make sure they are copied in advance onto the PC.
sMake the chair aware of your presence (“he can come to you when he has a question or you
can come to him if something is going “wrong” like a person not respecting the VC
recommendations for speakers”).
Adjust or indicate in advance where the person(s) have to be seated for optimal conditions.
Make sure the persons are briefed (if not familiar) with the system, how to use the
presentation system, positioning for the camera and use of microphone (including distance).
Intervene when necessary if you notice that e.g. a person is not correctly using a technical
means (presentation, microphone, positioning …) and approach either the person or the chair
discretely.
If the event is streamed make sure the correct image and sound levels are put onto the
streaming. This is important when you have a distant site intervention where either the
person is shown or his/her presentation.
As each person has a different voice, it can sometimes be required to adjust the EQ levels to
reduce or increase certain sound levels for an optimal listening and interpretation experience.
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Tips for persons decorating meeting rooms for videoconference
Avoid any reflecting materials like glossy painted walls or furniture that directly or indirectly
can reflect light to the person, objects close to the person or camera;
The use of non-reflecting surfaces is recommended. In case of strong reflection, a table
covering might help reduce undesired effects;
Avoid stark whites and darker palettes as these do not provide an optimal background for
viewing;
Colour schemes need to be visually ergonomic; neutral colour shades such as beige, tan,
pale grey or a pale slate blue work best as ergonomic background and to reduce eye strain
when viewing the video images;
Matt paint finish is more appealing to the viewer and does not over reflect light;
Use window treatment to block light from outside; avoid sheer draperies or standard vertical
or horizontal blinds, as they do not block sound and light, and create fine lines within the
camera field of view.
Lighting in the room should not create shadows around or on the speaker(s), however
shadows are not necessarily bad, as long as they are not too hard. No shadows at all, results
in a very unnatural picture.
Use indirect diffused light that reduces the too hard shadows in the picture or on the
speaker.
Avoid mixing different light types such as fluorescent light in combination with a classic light
bulb.
Use sound absorbing materials such as carpet or even sound absorbing panels to avoid
reverberation. These materials also help when only few persons are present in the room and
avoid creating "empty room" effects.
Air handling equipment should be positioned outside the videoconference room using large,
low velocity air diffusers positioned with gradual bends.
Make room the lay-out in such a way that people naturally face the camera when looking at
the screen. If feasible use a half oval table facing screen and camera
In many cases general meeting rooms are used for videoconference meetings where
participants tend to sit at the sides, though the preferred seating is at the top of the table;
Avoid people spreading through the room, should sit together to avoid unnecessary panning.
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