Taking video conferencing on the road presents a unique set of challenges. While more and more organizations are equipping conference rooms with hardware and software to improve the video conference experience, many are not ready when the meeting happens offsite.

I am a bit of a video conferencing evangelist. I love the way we can connect over distance. Some people find it impersonal, but I like to be face to face with someone that I may otherwise never get a chance to meet.

As more and more people discover the power of video conferencing, and as it has become less expensive and user-friendly, I receive more and more creative requests for help. The trickiest requests are those that include hosting a meeting at another location.

With most video conferencing platforms, things are simple if everyone in the meeting is online on their own device in their own location. Participants can use headsets or small speakerphones and built-in or external cameras. The complications arise when, in one or more locations, there is a group gathered around one device.

One our conference rooms running Zoom Rooms in a Mac Mini, iPad Mini, and Yamaha YVC-1000.

In our main office, we have five conference rooms that are equipped for such groups. They vary in size from a small huddle room that seats 4-6 people all the way to a large conference room that can hold up to 50 people. Using various combinations of displays, cameras, speakers, and microphones, they are designed to make sure everyone on both ends can be seen and heard. The larger the room, the more complicated the setup. Some staff members also have configurations that allow them to accommodate 2 or 3 people for a call right in their office. There are some great products on the market for facilitating this like the Logitech Conference Cam BCC950.

But of course, sometimes, people need something different and want to host their meeting at another location. It's no problem if someone simply wants to join a meeting while offsite, as long as everyone else is online. As long as they have their laptop, a headset, and a stable internet connection, things are simple. It is also not an issue for them to have one or two other people with them. I can send them with a small speakerphone and an external camera.

It gets complicated when they want to gather a group to take part in a conference.

Sometimes, the location is already equipped with professional grade video conferencing equipment. Even if they use a different platform for conferencing, setting up isn't a problem.

Most of the time the location lacks some or all the necessary components for a quality video meeting. Fortunately, I can now travel with nearly everything I need to set up quality video conferencing, even in larger rooms when pre-installed equipment is not available.

When I get a request to help with video conferencing at another location, here is the process I follow.

Purpose and Setup

The first thing I need to know is what the host is planning. There are an unlimited number of scenarios.

Here are some I have experienced:

A presenter sharing with a live group with an option for people to also view via video.
A live group gathered to watch a presenter via video.
A live group gathered to watch a presenter via video with the option for others to view over video.
A live group gathering for discussion with some joining by video.
A live group gathering for discussion with other groups joining by video.

Getting clarity on precisely what is going to be happening is essential to get the rest of this right. Each possible scenario has its own set of priorities and requirements.

Inventory

The second step is taking an inventory of what is available at the location. I have found that it is essential to do this at the location. I have caused myself many a headache because I relied on information from the venue. When I showed up, things were not as described. I can supply most of these items, but I need to know before I get there. Here is what I am looking for:

1. A Stable Internet Connection.

This app from Speedtest.net is an essential tool on my smartphone.

While possible to get by with less, I consider 1.5 Mbps up and down the minimum bandwidth for anything other than a one-to-one video conference. But, when I go to test the connection at the site, and I see I have exactly 1.5 Mbps, I have serious doubts. Few venues have an internet connection dedicated to the specific room. That connection is shared with everyone else on site. If I have 1.5 and then suddenly everyone jumps online or a couple of people start watching Netflix, I am going to be in trouble. I like to see at least 5 and the higher, the better. Best case scenario, I get to check the internet speed on the same day of the week and time as the meeting. Then I can see what the bandwidth looks like under a typical load.

This is one requirement that it pays to check yourself. When I am told there is plenty of bandwidth, that rarely ends up being true.

I list this first because it is the thing that is the most difficult to bring with me. If I have enough advanced notice, sometimes I can work with the venue on upgrades or have the I.T. department prioritize traffic for the conference. It is also theoretically possible to use a mobile hotspot, but that comes with its own perils.

2. An Appropriate Sized Monitor or Projector and Screen.

What is an appropriate size for a display? Large enough so everyone in the room can see it. How big is going to depend on a few factors:

1. The size and layout of the room.

2. How the screen will be used.

The general rule is: the bigger the room, the bigger the display. If you are setting a permanent installation, guides like this one from Business Communications Strategies, are helpful. However, you likely won't have that much control offsite, so you will have to do your best.

As far as how the screen will be used, I am referring to whether anyone will be displaying anything other than the video feed on the screens. If presenters in the room or on the other end will be sharing PowerPoint or other presentations, the screen needs to be large enough for people to read the text.

Don't Forget the Lights

Artificial and ambient light is an important factor in choosing a display. LCD and LED displays are reasonably tolerant of light. Projectors, on the other hand, can be washed out by bright light.

This gets tricky when I find myself in a venue with little light control and the need to bring my own display. Projectors are much easier to transport than large displays, but if I can't turn the lights down, the image may be washed out. Flat-screen displays are a much better solution but add extra cost as I need to either rent a truck for transport or rent the screens and have them delivered. (And people rarely remember to budget for this.)

Dual Displays?

When possible, I am a big fan of dual displays. With platforms like Zoom, you can assign one screen for screen sharing and another for video. Or, one screen for the main speaker and the other for other participants. It takes some stress off the size of the screens but also means you need to separate displays.

3. A Way for People to Hear (And Be Heard).

The Jabra Speak 510 is one of my all-time favorite portable speakers for video conferencing.

The further we go down this list, the less likely it is that the venue will already have what I need. However, the necessary equipment also begins to get smaller and more portable.

If people are going to be joining the conversation via video conference, they will need to be heard, and they are going to need to be able to hear. For small rooms (seating less than 15 people) this is resolved with a portable USB or Bluetooth speakerphone. These range from small hockey-puck sized units for 3-5 people (like the Jabra Speak 510) to larger systems with multiple microphones for 5-15.

The Acoustic Magic Voice Tracker II microphone array hanging on the ceiling in one of our conference room.

For medium and large rooms (15+ people) things get a little more complicated. Honestly, this might be the most challenging part of hosting a meeting in an off-site venue. In our offices, our largest conference room holds, at maximum, 50 people. A simple off-the-shelf speakerphone won't work in that setting. We have multiple speakers, and a microphone array mounted in the ceiling. Even this isn't perfect, but since the room is a flexible space and has about five different configurations, it is the only choice.

Replicating that in someone else's space is challenging. It is a little easier if they already have a sound system of some sort. If it is a big enough space, they may use a PA for the speaker anyway. In those cases, if I bring enough cables and adapters, I can usually connect the computer to the sound system so that the audience can hear the people on the other end of the line. It is also possible to take the raw audio from that system and patch it into the computer so that the people on the other end can hear the room. The biggest concern here is feedback. If the speaker in the room is talking into the mic and that mic is amplified in the room and then also going out to the video conference, some of it will come back on the video conference audio channel. Platforms like Zoom do a great job of limiting this, especially if those on the other end are wearing headsets or have a decent speakerphone.

The Fender Passport Event is a great portable PA for taking video conferencing on the road.

Sometimes though, you are faced by an empty room devoid of any sound equipment. That is when the gear gets heavier. I can handle a reasonably large room with a portable PA, a couple of microphones, and sometimes, a portable digital array microphone.

Feedback can still be an issue, so speaker and mic placement are critical.

4. Video Cameras

I rarely get lucky enough to find a camera already installed, especially one that I can connect to my system. Fortunately, cameras are extremely portable.

At the most recent remote event, I brought two Logitech C920 webcams. These are perfect for smaller rooms, but they become less effective as the room grows larger. Beyond a distance of about 6' focus can be an issue. But, webcams like this can still work, depending on what you are trying to do.

For instance, in my scenario from above, "A live group gathered to watch a presenter via video with the option for others to view over video," the presenter on the other end doesn't necessarily need a perfectly clear image of the group, although, they may appreciate seeing who is in the room. In another scenario, "A presenter sharing with a live group with an option for people to also view via video," I could use a webcam because I could place it closer to the presenter. If I wanted the option of viewers seeing the group, I could use a second webcam for a wide shot.

Upgrades

For larger rooms and better quality, we have options for possible camera upgrades. If I were doing this on a more regular basis (which is only a matter of time), I would add a LogitechPTZ PRO 2 to my mobile kit. I already have two of these serving in conference rooms, and they are amazing little cameras. They have motorized tilt, pan, and zoom which can be operated via the remote or from a computer. Add a second camera, and you could really have some professional looking results.

I haven't needed to do this yet, but I also have the capacity to run multiple professional cameras giving me a better picture and far more control. In our studio here at the office, we have three Canon HD camcorders, hooked up to a Blackmagic Design ATEM Television Studio Switcher, routed into a Blackmagic Ultrastudio capture box. The signal from the box is compatible with our Zoom video conferencing platform, so I can use that feed as my video. Although it would involve hauling a lot of equipment, this is a portable setup and would work well for a larger, high profile event.

4. A Computer

I left this for last because I almost always carry one with me. At the most recent event I worked on, they had a computer installed in the room. Since it was brand-new and already had Zoom software on it, I gave it a shot, and it worked great. However, that is a rarity. I prefer to have a computer that I have already tested with my equipment and software.

Macbooks are fantastic for this, though a hefty PC laptop would also work. For portable work, I have had a lot of luck with Mac Minis, but Apple just updated them for the first time since 2014. I recently ordered a new model and I will let you know how it works out.

Plan and Test.

This is where permanent installs seem so wonderful. Unless you have a dedicated portable rig for this sort of thing, you are going to be wiring together some components that may not have worked together before. I usually like to set it up and test it in the office before I head out. However, if you are using some components at the venue, you may not be able to do this. Ideally, you could set up and test on location the day before, but it's rare to be able to get access to the room that early.

Plan for Nothing to Work.

That sounds pessimistic but it happens, and you need to have a plan. The event is going to start, and if nothing works, everyone is going to be staring at you. The one thing I can't carry a backup for is the internet connection. I did once run an entire meeting tethered to my iPhone, but the overage bill was ugly.

Everything else can have a backup. An iPad hooked up to a Bluetooth speaker will not have the same impact as the projector and sound system but people will be able to hear (and see if they squint) and the meeting can start while you are working on fixing the problem.

Bring extra Stuff.

As a rule, pack extra. It is inevitable that something will not work.

Related to the last point, part of being prepared is bringing extra things. For big events, I have a rolling case full of cables, remotes, adapters, converters, batteries, and zip ties. For smaller jobs, I have a bag with a more modest collection of the same sort of thing. I can't tell you how many times one little thing in my case or bag has saved me.

As video conferencing continues to gain popularity things will get less complicated. For one thing, more and more venues are installing equipment. I am also hoping that the leading suppliers of video conferencing equipment (Logitech, Jabra, Cisco, Aver, Polycom, Yamaha, etc.) might start offering some dedicated portable setups. In the meantime, I will be cobbling together bits and pieces of equipment for mobile gigs. I will keep you updated if I find something that works better.

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Taking Video Conferencing on the Road