Video conferencing is an important meeting tool
With video conferencing equipment, you can meet, exchange documents, make presentations and collaborate, even if you are not at the same destination.
Video conferences have for many years been an effective tool in the business world when, for example, people must collaborate and make decisions regarding a task even if they are not in the same place. Compared to telephone meetings, video conferencing equipment has the advantage that you can also clearly see the other meeting participants, which is reminiscent of what you know from a traditional meeting. In addition, you can show live presentations made in e.g. PowerPoint, as well as sharing documents etc. Therefore, the meeting format has become a popular way to meet when you want to save travel time or have the opportunity to meet and collaborate without being in the same place or country. In addition, especially recent years' developments in the world have also meant that video conferences have become a more widespread form of meeting, which is why a great many people have gradually taken part in video conferences.
Advantages of using video conferencing equipment
As described, there can be several advantages to using video conferencing equipment.
- Participants can easily meet across destinations.
- It saves travel time and expenses.
- You can both see and hear the other meeting participants.
- You can make presentations.
- You can share documents.
Therefore, video conferences have become a good and effective supplement to the physical meeting. It is especially effective if teams work across destinations or do not have the opportunity to meet physically. However, there can also be challenges with video conferences.
Challenges in using video conferencing equipment
Just as there can be clear advantages to using video conferencing equipment, there can of course also be challenges that should be taken into account. Initially, it is very important to make sure that the participants have access to a good internet connection, so that image and sound can get through clearly without interruptions. It is also important that the participants have access to a good camera and microphone (these will most often be built into laptops, but external devices can also be chosen). Therefore, make sure well in advance of the video conference to check whether there are any technical problems with the participants, if this is possible.
In addition, it may be necessary to take into account that meeting participants may be in different time zones. Just as you know it from an ordinary physical meeting, it is also important to plan your video conference properly. Here you can e.g. use an agenda, appoint a meeting leader and agree on guidelines for how to take the floor and how much speaking time you have etc. This can of course vary depending on whether the meeting is more of an informal working meeting or has a more official character, where important decisions are made.
What is video conferencing equipment?
Developments in recent years have, as described, made it much more common to hold video conferences, e.g. called online meetings, virtual meetings, video meetings, etc. Therefore, the definition of video conferencing equipment has also become broader. This means that today you can hold video conferences using several different types of equipment. Most people know e.g. video conferencing software such as Teams and Zoom. In addition, you can also use more professional equipment for video conferences, such as high-resolution cameras with zoom and motion control, large LED screens or projectors in e.g. meeting rooms , so that the meeting content is not only displayed on the participants' computers. High quality microphones and speakers It all depends on the meeting situation and where the participants are participating from.
We recommend the solutions below
The small video meeting:
If you just want to hold a small video meeting (online meeting), you will most often use digital meeting software, such as Microsoft Teams, Zoom, Google Meet, Webex Meetings, etc. If you need interpretation or voting, Teletech can integrate this into the meeting as well.
The medium and large video conference
Ordinary meeting software can often facilitate a great many participants. Therefore, it is more a question of how you want to reach your participants when you talk about sizes in relation to video/online meetings. If you want to hold a video conference that will reach many participants, you can e.g. make use of professional AV equipment, as well as an AV production. AV equipment can e.g. consist of camera and streaming equipment to create live streaming of speakers, as well as possibly panel table. In this way, the focus can be on the one who has the floor, etc. You can also create title signs, insert logos, as well as nice transitions between images. If you want other tools such as tuning and interpretation, this can also be integrated into the production.
What are the benefits of professional video conferencing production?
As described, today there are many types of software that make it possible to hold good video conferences easily. However, there may be situations where the meeting organizer wants a more professional production of their video conference.
Professional AV production for your video conference
If you as a meeting organizer want a more professional AV production of your video conference, Teletech can help you.
For us, it is always about our AV equipment and technical assistance creating the best meeting situation for the customer. For video conferences, we offer a professional AV production that e.g. will be built on top of already well-known software such as Microsoft Teams and Zoom. The advantage is that the software is well known, so many meeting participants can already use it without having to go through a steep learning curve.
Streaming and vMix production
AV production can consist of professional streaming production , where we can use the streaming software vMix to create everything from image transitions to title signage etc.
Camera production
We also offer camera production consisting of one or more manually or remotely controlled cameras, which ensures sharp images and the right focus.
Interpretation
If you need interpretation for your video conference, we can integrate a solution for remote interpretation for your video conference. This is delivered using an app. Our technicians set the selected languages, after which the meeting participants can use their mobile phones as receivers.
Vote
If important points are to be voted on at your video conference, this is not a problem either. Our AV technicians can help with setting up the voting system , as well as operation and we offer several different systems.
What we offer for video conferencing and hybrid meetings.
The need for AV equipment for video conferences varies greatly depending on whether you just want to hold a simple online meeting between a few participants or need a more advanced AV production for your video conference or hybrid meeting .
Here is what we e.g. can offer for your video conference or hybrid meeting
- Good video and sound quality from established and well-tested software
- Individual participant registration.
- Speaker lists.
- Speech timer (speech timer).
- Parliamentary vote - yes, no and abstain.
- Advanced voting and voting visualization with additional response options.
- Delegates and speakers can present their topics using well-known presentation software such as PowerPoint.
- Professional streaming production from Teletech that mimics the known real meeting situations (panel discussions, video presentations, PIP, logo integration, text line and other presentation options)
- Recordings and production of video material from the meeting, which can then be distributed for video-on-demand on your website etc.
- Easy integration of remote interpretation , as we use the Congress Rental Network RSI solution, which many interpreters already know.
- Interpreters can work from home via their laptops or in interpreter booths in hubs around the world, using Bosch interpretation systems.
- Simple integration of the Congress Rental Network solution (RSI), using a simple on-screen plugin, which provides easy access to language selection for the meeting participant.
- More languages – The solution provides support for up to 100 languages, which ensures that there is no lack of capacity in large virtual conference setups.
- Service on several levels . Our technicians set up, operate and monitor the solution during the virtual meeting, ensuring everything runs smoothly.
- Our technicians also provide service to the interpreters and help them with their laptops or audiovisual equipment. If they are placed remotely, our technicians can guide them over the Internet well in advance of the meeting.
Contact us for more information
Also read our guide on streaming & hybrid meetings
