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If you have carefully orchestrated your meeting, taken everything into account, and assumed nothing about the capabilities of your contractors, you will be fully prepared to handle the unforeseen challenges that always seem to pop up. It is for this purpose that I have included this section. They sent very well-written letters to inform clients and prospects of the series. They have a different person take the stage during the final 15 minutes, someone with a knack for motivating groups of people 2.


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He or she will do this because he/she will be setting up, testing the equipment, and performing sound checks which will make for the start of a great party. The conference committee should consider the following things beforehand: How many meals will be on an "on your own" basis and how many will be included in the registration fee or ticket price? You are responsible not just for the details but also for the big picture.

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Planning for a Video Conference

Not all conferences are performed in the boardroom. That is why I had to include a section to assist those that have to plan a video conference.

There are many things that you have to take into account when planning a video conference if you want it to be a success. A successful video conference takes a great amount of planning and preparation.

This section is so that you will discover the secrets to conducting a terrific video conference.

Planning a video conference

Plan video conferences no longer than 1 to 2 hours. Long sessions mean tired participants and that means it is a boring failure

Prepare the agenda, teaching materials, graphics and visual aids and distribute these early on or at before you even begin.

Plan the seating arrangement and prepare identification plates and/or name tags with suitably large fonts - Arial 24 points or higher

Inform CIT about the video conferencing session at least 2 months in advance so that all is ready to go when you need it

Make early contact with overseas counterparts that you will need to work out the details of the session.

Attend test link-up sessions so that you can familiarize yourself with the video conferencing session and equipment.

Hand any and all materials for transmission to the video conferencing site technician at least two days in advance so that he/she can get familiar with it. For optimum readability, use large and clear fonts. Use a wide margin as the sides will be slightly cut off on screen. Keep to the landscape format, with simple pictures and few words.


Arrange for participants to assemble at the video conferencing venue 10 minutes before the session begins so that you will have time to hand out all materials.

Prepare a list of questions for use during the question & answer period of the presentation.