The document provides guidance for conducting effective video conferencing lectures, including: 1. Key aspects that ensure a successful video lecture are booking sites and equipment in advance, learning video conferencing basics, and preparing clear presentation materials. 2. During the lecture, the presenter should communicate clearly, engage all sites equally, and facilitate participation and questions from all locations. 3. Presentation materials should be designed for remote viewing with large text, colors, and images, and handouts should be provided to all students.

1. AVIT Video Conferencing Training Module Lectures

2. 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

3. Why VC Lectures? 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

4. A Successful VC Lecture The essential ingredients: Booking of Sites and Bridge 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

5. VC Lecture Basics Screen Layout Camera Microphone Standard Lecture Theatre Setup During the Lecture Presentations What to do on the day of your lecture

6. What You See - Screen Layout There are three main types of screen layout: Voice Activated Video Quad Split Picture in a Picture

7. Voice Activated Video 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

8. Quad Split Screen Layout 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 4 th quadrant works in Voice Activated Video mode Things to Consider: Small screen problems Increased importance of camera setup Problems showing presentation material

9. Quad Split Screen Layout

10. Picture in a Picture This mode allows you to view your own site in a corner of the screen during a conference Especially applicable to single screen setups

11. Camera Camera presets Good Camera Control 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

12. Microphones 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?

13. Microphones Ideally, use a lapel microphone If unavailable, speak very clearly and at a moderate speed towards the lectern microphone

14. Standard Lecture Theatre Setup Lectern 2 screens (both data projection) Microphones – lectern, audience Cameras – audience, lecturer/presentation

15. Lecture Theatre Setup – Scot Skirving

16. Lecture Theatre Setup – Scot Skirving

17. 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

18. Dual Screen Setups One screen shows presentation material Other screen shows the lecturer and/or receiving sites

19. Presentations Modes of presentation available: PowerPoint Document Camera Overhead Projector Whiteboard VCR DVD

20. Presentations 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

21. PowerPoint Presentations 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!

22. PowerPoint Presentations 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

23. Example PowerPoint Presentation

24. Document Camera 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

25. Document Camera

26. Overhead Projectors & Whiteboards Should be avoided Poor quality transmission via video Handouts should be used instead

27. DVD & VCR Can show clips of VCR or DVD footage over video conference Check availability of equipment at your site

28. Presentation Handouts 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

29. Process for Handout Distribution 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

30. Presentations & the Camera 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

31. Effective VC Communication The lecturer facilitates successful: Participation Communication Etiquette 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

32. Participation 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 Questions Comments This helps to overcome the barrier of distance and technology

33. Communication Talk clearly, one at a time No multiple discussions Talk towards the microphone, considering your position and the range of the microphone

34. Etiquette 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

35. Question and Answer Sessions 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

36. What to do on the Day 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