Videoconferencing Tips for Organisers and Participants

Planning a Conference

  • Reserve conference rooms and equipment by calling (519) 253-3000 ext. 3044, or by filling out the online form.
  • Determine time and length of the conference.
  • Invite participants and confirm attendance.
  • Appoint an overall chairperson/moderator for each site.
  • Set objectives.
  • Develop an agenda providing the focus and time allotted for the conference.
  • List specific results to be achieved.
  • Prioritize topics to be discussed.
  • Distribute meeting materials.
  • Prepare graphics and visual aids.
  • Each site should be identified at the start of the session. This can be facilitated by the chairperson/moderator of the session.
  • All active participants should be introduced at the beginning of the session.

Meeting Etiquette

  • Arrive at least 30 minutes early to distribute materials.
  • Practice using the keypad (if not familiar).
  • Begin on time.
  • Open by introducing participants.
  • Review objectives and time allotted for conference.
  • Encourage participation.
  • Ask questions.
  • Keep conference focused; direct non-agenda items to future meetings.
  • Conclude on time, allowing a few minutes for wrap-up and good-byes.
  • Participating sites should be instructed to put their systems on "mute" during a presentation.

Protocol for Participants

  • Be yourself; imagine participants are sitting opposite you.
  • Speak naturally.
  • Identify yourself.
  • Avoid coughing into microphone.
  • Avoid tapping pencil or fingers near microphone.
  • Avoid carrying on side conversations unless you use the "mute" button.
  • Pause when you expect a response from far end.
  • Wait until far end speaker has completed talking before you resume speaking.
  • Speak with the same energy and conviction used for traditional presentations.
  • Keep "mute" activated unless you are talking.
  • Look towards camera and monitor when you want to establish eye contact with participants in distant room.
  • Try not to move quickly with sudden spurts of action. Avoid pacing back and forth.
  • Do not wave arms extensively when you gesture toward an object.
  • Broaden span of participant attention by switching between slides (if using) and speaker.

Appearance Considerations

  • Avoid plaids, patterns, and prints.
  • Preferred colors are blue, green, and purple. Pastel colors are preferred over white.
  • Avoid wearing clothing with predominant patterns such as clothing with broad stripes or startling designs.
  • Avoid bright, reflective materials and jewelry that can reflect light (and be visually noisy).


Article ID: 41550
Fri 10/27/17 1:08 PM
Mon 10/4/21 1:14 PM