What is a video conference
Videoconferencing is a conference where a person, located somewhere in the world, speaks for a group of people who are usually in another place. It is a very interactive, entertaining and low-cost event.

What you should keep in mind:Get the equipment for videoconferencing and check that everything works properly.Choose a place with good acoustics and where the audience feels comfortable.

Be in constant communication with the participants of the event.Coordinate the event and be alert for any cuts during transmission or other inconveniences.

Who should be present while the video conference is taking place Equipment suppliersRoom managersMaterial suppliersParticipants Coordinating team.   Necessary elements:

Monitors or screens
Supports
Extension cables
Good Internet connection
Recording equipment
Several electrical outlets
Speakers , Microphones   Elements to           avoid:
Plants or decorative elements that distract the participants.                                               
Ambiental music
Cell phones that interfere with videoconferencing.