At the 2018 Texas Distance Learning Association conference in Dallas, i2i Technologies provided interactive video conferencing equipment, services, streaming, recording, and support for the final panel session. The Voices of Change: A Panel of Educational Innovators featured professionals from various constituencies.
The session offered a great opportunity to hear from instructors and students about educational innovation. The panel was also a showcase of best practice in video communications. If you missed the final session, check out the full session recording. It’s about an hour long but is well worth your time as it’s full of insightful thoughts based on real life experiences. 
What does it take to make a virtual event like this one a success?
The behind the scenes coordination of this event is where the i2i Technologies team takes things to another level and adds value. We love helping people communicate through video and this virtual event was right in our wheelhouse.
Step 1: Setting Goals and Objectives
Begin by focusing on what is to be accomplished before jumping into the technology solution. For this panel, there were six local participants and one moderator with two students joining from two different locations. A webinar format would not work for this event. To have the students fully participate, as if they were in the room with everyone else, interactive video conferencing was the way to go.
Step 2: Selecting the Appropriate Technology
Generally, we believe that the technology is the easy part and that the people involved can present the real challenge. In this case, selecting the appropriate solution helped the technology fade into the background while keeping things simple for everyone involved so the spotlight could remain on the activity (where it should be).
Using an HD video conference system that could be integrated into the audio/visual system being used in the hotel ballroom was the key to having the processing power needed to provide a high-quality image with audio and video in sync.
Connecting with a laptop and a webcam would not have provided the results that we knew were easily possible with the right equipment and people involved. The students, however, did connect via laptops with a software solution and a broadband internet connection.
The technology was completely tested; from the computers of the remote students to the wireless, handheld microphones used in the ballroom. Each site briefly connected prior to the event to ensure appropriate lighting, audio, and bandwidth was available.
It was also important to think through what video source would be showing on which screens. The remote students could see the members of the panel but could not see the local audience in the ballroom. This was because the cameras in the ballroom were focused on the panel members as they spoke. The experience for the participants in the ballroom was as close to the students being there as we could get.
Virtual innovation injected! Success!
Step 3: Preparing the People
Coordination and preparation of local and remote sites has many aspects that are often overlooked. Ken Conn, our Video Sherpa, coordinated this project from end to end. No detail was too small. He reminded sites to mute if there was a loud noise in their environment or after finishing speaking and to make eye contact with the camera. Ken connected in with the students as the local business meeting was conducted before the start of the session and all kept cell phone numbers handy if needed. It can be nerve-wracking to be sitting by waiting as a virtual participant. Ken made sure the students knew what was going on.
Tips for Preparing Remote, Virtual Participants
- Introduce participants to each other.
- Exchange cell phone numbers for a simple back channel via text.
- Remind participants to mute when not talking.
- Remind them to make “eye contact” with the camera.
- Provide orientation or review of the virtual collaboration platform being used.
- Provide suggestions for how to interact (i.e. raise your hand if you have something to add to the conversation).
- Remind participants of questions or content for the discussion.
- Stay with them until the event begins.
Presenting at a virtual event, connecting into a collaborative meeting, or interacting on video can be a great addition to local activities. If you are interested in help with quality video communications, we are available to be your personal Video Sherpa.