Audio/Video/Web Conferencing Guidelines

Be Prepared

  • Keep the URL and login instructions to attend the session handy.
  • Login five to ten minutes before the start of the session.
  • Dial into the conference call about five minutes prior to session start time.
  • Mute your telephone or microphone button when not speaking. Background noise can be distracting for other participants.
  • Be familiar with the conference tool - know how to ask questions; mute/un-mute your microphone.

Setup Tips

  • Maximize the application window for your conference software.
  • If possible, use a headset -- having the sound come through your speakers can lead to feedback or echoing.
  • If you are using video, make sure you are close to the camera, that the picture is clear and the lighting is good.
  • Test the audio settings prior to the meeting. Make sure the microphone is close enough.

During the Presentation

  • Introduce yourself at the start of the meeting and when speaking.
  • Mute your microphone unless you have the floor.
  • Keep distractions to a minimum. Resist the urge to try out the presentation tools (i.e. chat) while others have the floor. Remember that the sensitive microphones can pick up the sounds of a pencil tapping, paper shuffling, and adjusting the microphone itself.
  • Always assume that whatever you say or do can probably be heard and seen!

Technological Considerations

Observe the normal courtesies typical of any meeting, as well as those extra requirements demanded by the technology

  • Speak clearly and loudly. You should not have to shout, but mumbling, speaking softly and making vocal `asides' should also be avoided.
  • Make eye contact with the camera and with other participants in your room.
  • Use names to direct questions to specific people.
  • Don't speak over people or interrupt.
  • Don't be too close to the camera.
  • Turn off beepers, watch alarms and cell phones.
  • Don't leave the room unless absolutely necessary.


Updated: May 16, 2013


The Galaxy Portal has launched and Gemini is live! For information about training, be sure to check out the Training page. Several online presentations are available for immediate viewing. You can also sign up for instructor-led classes. Tools, such as conversion reference tables, are also available. If you have a general question about Gemini, eProcurement, or other topics, check out the FAQ page. Additionally, more training materials are available on the Galaxy Portal, in the My Galaxy Training section.

I recently sent an email to one of the Gemini team members with a question; I expected a long wait for a response. To my surprise, I received a response within five minutes! Thank you for not only working hard to set us up for success, but for remembering that there is more to success than quality technology. Lauren Clark, Development Associate, Office of Development and Alumni Relations