 What is a multipoint videoconference?
To participate in a regular point-to-point call, participants simply dial another unit's phone number or ID and the call is initiated just like a regular phone call. In the "old days," in order to conduct a multipoint call over ISDN, additional equipment was involved that enabled the call to take place. Users had to dial a special number at a scheduled time to connect to a multipoint control unit (MCU), often called a bridge, and paid connection charges. Newer systems now have built-in bridges which allow you to connect to multiple sites just as you would in a point-to-point call without the extra charges and scheduling. In addition, many units now have a built-in gateway which allows multiple protocols to participate in the call. In other words, ISDN users and IP users can participate in the same conference with the same level of interactivity! If you are interested in more about equipment, please see our equipment page. See Advanced Components and Management from ViDe Videoconferencing Cookbook for more indepth explanations.
Is that all there is, my friend?
There's more to a multipoint that just equipment and protocols. Due to participant noise and movement sensitivity, controlling the conference is much more critical. Videoconferencing units have varying features and names for controlling who's on the screen, who can be heard, and what peripherals can be used. For example, "Continuous Presence" means each site sees the remaining sites in a split screen format on the display monitor at all times. The screen is broken into quadrants and is often called "Hollywood Squares." On some systems, if the number of sites in a multi-point meeting is more than five, then one of the four quadrants can be defined as "voice activated." That means whichever person speaks (or sneezes or makes noise) appears in the unassigned square.
Early systems were strictly voice activated. These systems allowed you to see only one site at a time, usually the one that was making noise, no matter how many were connected. This is the simplest system to use because it requires less knowledge of the videoconferencing system. Other modes which may go by other names include:
- Chair Control: is being used to more firmly control videoconferencing by advanced users. It allows the chair to select protocals, add and drop sites, decide who appears on-screen, initiate T.120 data collaboration, or end the conference.
- Presentation or Lecture Mode: the presenter is seen full-screen by all sites at all times, even if a speaker at another site speaks. This mode is used primarily with distance learning, when the situation requires that students always see the presenter rather than speakers at other remote sites.
- Broadcast with Autoscan: only the director or presenter is able to view all remote sites while remote sites see the video being broadcasted. Some systems can be set to rotate among sites for a predetermined amount of time. This mode is preferred for videoconference presentations and seminars, when audience response is not anticipated or required; but the presenter wants to monitor the audience response.
Planning a multipoint videoconference
Planning a multipoint conference is similar to Planning for 2-Way Video. Multipoint vidconfonferences are more complex because you have to manage more sites and more people. Here are some suggestions for a successful multipoint videoconference:
- Limit the number of sites to 3 or 4, especially if you're new to multipoint videoconferencing.
- As with any meeting, scheduling takes longer with more participants. Make sure dates and times are set well in advance.
- Make sure that you have the voice number of each of the participants.
- For important events, use your cell phone and stay connected throughout the event. That way you can monitor what is going on and make strategic changes to camera position, lighting, and so on without interrupting the flow of the event. A headset comes in real handy!
- Develop a tight agenda and make sure each site has a trained facilitator. Times should be included, as well as who does what.
- Plan a practice session with all sites a few days before the conference. You might even do your camera pre-sets ahead of time and save them for the event.
- Make sure all sites call in at least 30 minutes in advance of the program. Make sure each site speaks and stays connected if the connection is good.
- For large groups, it's helpful to have a "speaker's podium." With careful planning, you can switch views during the event from the whole group to the podium and back.
- It's nice to have auxiliary microphones and cameras if possible. A wireless microphone can be passed around for audience participation. An auxiliary camera can be used for the podium and the regular camera and monitor can face the audience.
- Have a back-up technology such as an audio conference call in case the technology fails.
Facilitating a multipoint videoconference
Have you ever been to a meeting that just fell apart? Because multipoint videoconferences involve technology and people, they are likely to fall apart without successful facilitation. Here are some suggestions for facilitation. The simplest, most significant way to improve multipoint videoconferences is to make sure everyone mutes their end until they are invited to speak. This greatly reduces noise. Set the groundrules prior to the conference. This need not be complicated. A few words about muting, and speaking protocol should suffice. Each site facilitator should preset a few camera settings (group, speaker's podium, etc.). The main facilitator should start the program with a brief introduction (purpose, agenda, and protocols) and a "roll call" of the sites. The main facilitator should invite participation when appropriate, reminding sites to turn off mute if necessary.
You might want to see our sections on Compressed Video, Communication Skills, or Instructional Strategies for more information. Here are some sites that also cover roles and responsibilities. You will want to create and customize your own facilitator guides as you become more experienced.
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