Conversations, not conferences - informal, not scheduled
Informality can be good. If someone is at all nervous or apprehensive about something, one thing that will make matters worse is if that same thing is made out to be a big deal to everyone else. This typifies a problem that many will experience from their use of video conferencing in the workplace.
First, everyone is reminded how expensive it was to buy. Next, they are told that facilities are scarce and so must be booked in advance - also they are told to ensure someone is on hand in case something goes wrong (leading most people to think that something will go wrong). Finally, it is made clear that senior management have priority if there is a double booking.