Days before conference

• Reserve the video conferencing rooms.
• Notify conference participants about arrangements, including dialup instructions (e.g., "all sites call NRAO hub", or who will call who if a point-to-point call). Will you need to mix video and telephone-only sites?
• Consider use of visual aids ... will you need auxiliary cameras, special camera presets, additional microphones, Netmeeting connections?
• Consult with your site's video conferencing technical contact person if you require technical assistance before or during your meeting.

Shortly before conference

• Check your site's camera presets and test any other special video setups to be used.
• Check that your site's microphone placement is appropriate for your meeting/presentation.
• Establish connections a few minutes early, check video and audio quality at participating sites.

During conference

• Introduce participants at your site to those at other sites if necessary.
• Mute your site's audio if listening to a long presentation (especially in multi-site calls, where unintentional audio from your site might interrupt another site's reception of the presentation).
• Pan/zoom camera to show any speaker at your site who makes extended comments or gives a presentation (automatic voice tracking is available!)

After conference

• Report any problems or difficulties encountered at your site to its video conferencing technical contact person.
• Report any problems or difficulties with signals from another site to your colleague(s) there, or to its video conferencing technical contact person ... some problems, e.g. poor audio quality, may not be apparent at the originating site!