When setting up your room to video conference, think about the "spanning" distance of the camera. You will want to set your chairs within this distance so that all participants will be able to be seen.

Set the microphone approximately equidistant or in the middle of the group. Having a table to gather around aids in the correct set up. If you are video conferencing in an office, placing the Tandberg on top of the monitor (such as a TV) is an appropriate placement. Participants will be viewing the "distant participants" and thus facing the camera in the correct direction.

1. Plan early.
   Print out the video conferencing checklist to aid in your planning.
   
2. Notify appropriate personnel in advance when the video conference will be when dealing with a party outside of the University.
   
3. Discuss with the other party which one of you will make the call (Make sure the checklist has been emailed to the participants.
   
4. Reserve both a projector or TV and the Tandberg mobile unit for the date of the conference.
   
5. Prepare participants:
   
   

   • Students should remain quiet and speak one at a time.
   • Explain to participants the objectives of the video conference. For example, if a supervising teaching is meeting with a pre service teacher, make clear if this is to be a group session or an individual session.
   • Have a list of items participants will be required to have access to during the video conference session
     
6. Arrange to have the equipment in the specific room or office early enough to connect properly, determine your IP address, and prepare for the call.
   
7. Provide follow-up activities to emphasize important points of the conference.