Scout Your Export Market - Virtual Trade Missions

Virtual Trade Missions

Virtual Trade Missions (VTMs) are a cost-effective way for Ontario companies to network, learn about new export markets and showcase their products and services to the world, without leaving the province. Participating in a VTM is often the first step to identify new international business opportunities

VTMs give firms a chance to assess their potential to do business in new export markets. They help to prepare firms for in-market activities such as upcoming trade shows and market development missions. They provide participants with current, industry-specific overviews of business opportunities in foreign markets, and provide live real time interaction with potential international business partners. VTMs are an opportunity to showcase your high quality products and services to the world.

VTMs use videoconferencing and Internet technology to connect small and medium-sized enterprises from Ontario with potential business partners, market experts and key government representatives worldwide. VTMs also complement other trade initiatives such as trade missions, trade shows and face-to-face international meetings.

VTM Videoconferencing

Videoconferencing Guidelines:

Videoconferencing is a real time communication medium that connects participants in multiple physical locations, utilizing both their visual image and spoken word. Each location is equipped with a camera, microphones and usually two monitors.

Moderators:

A videoconference moderator has many of the same responsibilities as any meeting facilitator, including:

Introduce the conference: its purpose, participants, and timeframe
Direct all participants to speak to the Camera
Ensuring all participants have the chance to speak
Keeping the discussion on topic
Keeping the agenda on time
Encourage a good-natured atmosphere

Room Set-up:

A U shaped boardroom seating works best with the moderator seated at the end facing directly at the camera.
Camera operator should focus on the speakers from the tabletop up, avoiding the boring talking head syndrome.
When the other location is speaking, the local camera should include all participants in its field of view to give the speaker a sense of audience.
All PowerPoint presentations should be large (24 pt) font

Etiquette:

Project your voice toward the nearest microphone.
Make eye contact with remote sites by looking directly at the camera
Be yourself. Act naturally and speak to remote participants as if they were sitting in your location. Assume you can be heard and refrain from asking "Can you hear me?"
Be aware there is a very slight delay when using video over network connections.
Give each person plenty of time to answer your questions or to make a comment.

Multipoint Conferences:

When participating in a multi-point conference, clearly identify yourself and your location before speaking.
If you have a banner or backdrop indicating your location be sure it is clearly visible.
Direct questions to individuals by name and/or location to avoid confusion.

Sound:

The microphones are very sensitive and will easily pick up most noises. During times of silence the sensitivity of the microphone automatically increases.
Try to avoid side conversations, dropping things, coughing, shuffling papers, or making other extraneous sounds - boundary microphones amplify any vibrations and transmit them.
Mute your system when you are not speaking. If you are unsure how to do this, ask the operator where the mute function is and how to use it.

General:

Assume you are always on camera, even when you are not speaking.
Be aware of what is being transmitted to the remote locations.
Don't get so wrapped up involving the remote audience that you ignore the local one!
Avoid wearing white or black, plaids, stripes or prints as they may interfere with contrast levels and transmission compression.

If you wish to learn more about Virtual Trade Missions or would like to participate in an upcoming event please contact:

Alex Artamonov
VTM Administrator

Ministry of Economic Development and Trade
Investment and Trade Division
Ontario Investment and Trade Centre
250 Yonge Bay Street - 35th Floor
Toronto, Ontario M5B 2L7
Tel. 416-313-3436

Email: alex.artamonov@ontario.ca