The video aspect of conferencing is the easiest component to deal with, so let us start with cameras. Most modern laptops have an integrated webcam and this may be adequate although they do have some limitations that we will discuss in a moment. If possible, using external cameras is a better option but these can vary a lot in price and capability, so whether they offer an advantage over the laptop’s camera will depend on what is available to you. For our “optimal” set-up you ideally want one to be a wide angle (shows a large area) one to allow the in-person audience, or as much of it as possible, to be seen on screen by remote participants. There are many low-cost options for this.
The other camera is the one that will be focused (or zoomed in) on the speaking area. The thing that both have in common is that they will probably have wide-angle lenses. A camera that has a zoom lens feature works best for the speaking area since it can be focused tightly on a person or zoomed out for a larger area. However, this feature will only be found on more expensive cameras. Which brings us to a key advantage of any external webcam—it can be mounted on a tripod (perhaps even a very small tripod) and moved closer or further away from the focus area as needed. The intent behind this is to make the meeting as immersive as possible for remote participants. This set-up is illustrated below.
Cameras and Lighting
Being able to see the speaker and the audience, to the extent the equipment on the remote end allows it, is an attempt to replicate the experience the in-person club members are having. Barring the use of specially configured computers, it is only possible to run one camera per laptop, so each additional camera will require an additional laptop. Most webcams will use a USB port (types of input/output ports are discussed later). For the configuration we show here, two will be required. Fortunately, those two laptops will be
How many cameras do you need?
Consider this from the perspective of remote attendees. If the in-person participants are spread out over a large area then it might be helpful to remote participants to be able to see the audience from the perspective multiple cameras so they can see everybody. But the “must do” is to ensure that remote participants can see the lectern and speaking area, and this can be done with just one camera.
adequate for everything else we will be adding.
This brings up another consideration—management of the “studio audience.” The larger the area being filled, the more difficult it is to capture it on camera. If it is possible to concentrate in-person participants into a small area then capturing them on camera is easier to do, and also helps remote participants since they may be able to see them all in one frame of their display.
So, managing the use of the space, how the in-person participants fill it, is also a something you will need to think through in deciding what equipment you will need and how best to use it.
Can you do this with just two laptops and their integrated cameras? Yes. Is it optimal? No. But it can be done, and is shown to the right, but how effective it is may rely more on the microphone set-up, which we will discuss next.
How many cameras do you need?
Consider this from the perspective of remote attendees. If the in-person participants are spread out over a large area then it might be helpful to remote participants to be able to see the audience from the perspective multiple cameras so they can see everybody. But the “must do” is to ensure that remote participants can see the lectern and speaking area, and this can be done with just one camera.
Lighting. This is a variable that can probably only be effectively tested on-site with your cameras, but it is something you must be prepared to address. Some cameras require more light than do others. Some meeting locations will have more light than do others. And some meeting locations will have uneven lighting that will cast shadows that will make it hard for remote participants to see speakers and in-person meeting participants. Lighting is essential to photography and videography and because of this there is a lot of equipment available across a wide range of prices. Lighting is also something that can very quickly become over complicated, so let us try to simplify it. The basic purpose of auxiliary lighting is to illuminate areas that room lighting does not sufficiently illuminate, but not over illuminate (i.e., wash out) the area or person being illuminated. Some cameras will compensate for low lighting in which case additional lighting may not be necessary. But in some instances, lighting may still be inadequate. Lighting must also be able to cover the entire area; it must be wide enough and deep enough to cover the area being illuminated. This means that more than one light source may be needed. Many inexpensive lights are available which allow the brightness to be adjusted as well as some that allow the temperature of the light (warm, cool or daylight) to be selected. The more control you have over the lighting, the better the meetings on camera appearance will be.
Many members may have “ring” lights that they use for their personal meetings and these may be sufficient for your purposes. These come in many sizes ranging from small 2”-4’’ lights that can be mounted on a camera or smart phone, through 18” studio lights. Generally, the larger the area you are illuminating, the larger the light you will need. The light will probably also require a stand (most larger sizes come with one).
Light temperature can also be thought of as the light quality, or the color it casts on the subject or area. Some people put look better in cool (blue) lighting, other in warm (yellow) lighting, and the quality is also effected by the ambient room lighting.