This document provides guidelines on how best to prepare for a web conferencing event when using the Glow Meet service.
First though, there is a brief overview of what Glow Meet is and what it can be used for.

What is Glow Meet?
Glow Meet is the web conferencing and shared whiteboard facility that is provided as part of Glow. Users have the ability to communicate through audio, video and text, and can share a virtual whiteboard, documents, images and applications.
Users can use Glow Meet individually, in small groups or with the use of a projector and screen a whole class can share a single connection.

Why use Glow Meet?
Glow Meet can be used to enhance and support learning and teaching in a number of contexts, such as:

• Classes across schools, local authorities, nationally and worldwide can collaborate on projects
• Pupils could take subjects that are not offered at their own establishment, thus benefiting from increased curricular flexibility and breadth
• Teachers can team-teach with colleagues who are offsite, sharing subject expertise or a unique approach to a topic
• Pupils could have access to experts from across the world

General information when using Glow Meet
Below are some general pointers when using Glow Meet that can assist in the performance of your web conferencing session:

• Be aware of the camera frame / reduce movement
Try to centre yourself in the camera frame and remain in the same basic position. Participants will be distracted from your conversation if there is too much movement outside of the camera frame.
In a class based conference with a lot of pupils, the picture may be pixellated due to increased movement with a resulting reduced picture quality and/or reduced frame rate.

• Reduce background noise
Most modern audio visual software and hardware has the capability for audio cancellation. In addition to this it is best to use a physical environment where there will be as little background noise as possible. This can optimise quality when people are speaking.
• Lighting
Good lighting is important when using Glow Meet. The light source should ideally be behind the camera. It is also best for the subject to be front lit utilising natural light where possible.
In addition, be aware that daylight may interfere with room lighting. Also, non intrusive backdrops should be used as well as avoiding using multi-patterned curtains as they can cause interference.
• Clothing
Solid colours will work best when using Glow Meet. Stripes and patterns should be avoided as they could give pixellation and Moire patterns. White and red may shimmer or bleed colour over the web camera and it would be preferable to stick to light blues or a similar solid colour.

Technical set-up
Below are some technical considerations that may assist when setting up and using your Glow Meet session:

• Video
To get good quality images it is advisable to use the best quality webcam that you can get. Dependent on the available inputs to your computer you can use either USB or firewire compatible devices. Bear in mind that camera function on different computer types may require specific drivers.

Video quality of Glow Meet may be increased if the video algorithm is changed from H.261 to H.264. This will result in a clearer image but there may still be issues with quick changing video. However for a session including the JANET Videoconferencing Service (JVCS) H.261 is mandatory.
The compression rate can be altered by selecting H.264 from the Video Options within Marratech. One other thing that can be done is to change the Image Quality to High. (See image below):

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Finally, it is a good idea to switch on video just prior to audio. Audio is usually enabled just before video so having video ready will ensure that both are ready at the commencement of the session.

• Audio
When using Glow Meet, audio feedback and echo can be reduced or eliminated by utilising a quality headset. This will also provide a clearer outbound audio signal.
In addition, if you are using a separate microphone and speakers it is good practice to turn off your own microphone when someone else is speaking to avoid distracting feedback and interfering background noise.
When using Glow Meet in walkie-talkie mode, allow a second or so between enabling the microphone prior to talking. This will ensure that the person(s) at the other end hear all that is being said.
If not in walkie-talkie mode, microphone access can be toggled by selecting and deselecting the microphone icon. (See below).
In the equivalent of a ‘lecture’ set-up, we would expect the person doing the talking to have their microphone enabled most of the time. The listeners could then toggle their microphones on and off as and when required. This will keep feedback and distortion to a minimum. It may be best to advice users of this within the session.

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Glow Microphone icon (image above)

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Walkie-Talkie Mode (image above)

When there is only one person at a site the easiest audio set-up is to use a microphone headset.
Where there are two or more people at a site you can use the webcam microphone (if applicable). However audio output will be improved by the use of external speakers. This allows better separation of the audio output and input thereby reducing the likelihood of the sound from the remote site being captured by the local microphone and getting relayed through Glow Meet.
Speakers should also be set up in such as a way that they point away from the microphone.
For larger groups, microphones should be positioned in the centre of the table which is best for all round audio capture.

Caution should also be taken when using the ‘Automatic Gain Control’ with Video Conferencing. Loud sounds at the start of session can cause the audio to be artificially reduced.

Video Capture Options
In some circumstances, you may want to record your Glow Meet session to show again at a later date. Outwith Marratech’s native recording options, it is possible to use dedicated video capture equipment.
Where possible, different equipment should be used pending the functionality and profile of the event.

For low profile events dvcam’s can be used with firewire directly into a laptop/desktop.
Additional software though needs to be installed to allow Marratech to treat the dvcam as if it were a webcam.
Presentations can then be recorded and the camera used as a playback device and/or camera as required. It should be noted that playing a video through Marratech will never give great quality, since the frame rate is never as high as is needed.
Therefore, for higher profile events, a desktop system with a dedicated a/v capture card can be used. This then can be coupled with high quality microphones and broadcast quality cameras. Whilst this gives finer control over the sound, picture and optical zoom, Marratech is still the limiting factor.

Other points to bear in mind

• Keep the camera as near as possible to the screen displaying the Glow Meet session. This should ensure good eye contact/communication with remote audience.
• Try to keep the webcam static. Panning of webcams should be avoided if possible.
• If using the whiteboard facility, prepare and upload any documents prior to the Glow Meet session.
• PC’s can upload PowerPoint presentations but not Mac’s. In addition Mac’s can upload PDF’s but not PC’s.