Distance Meeting Options

Transcription

1 Distance Meeting Options GreatPlainsUMC.org/DistanceMeetingOptions Telephone Conference Call Skype GoToMeeting Adobe Connect Videoconference Webcast Distance meeting or distance learning technology may be used when distances are too great for participants to travel, great meeting frequency is required, timeliness is a factor or simply greater efficiencies are desired. The Great Plains United Methodist Conference spans two very large states and requires group leaders to think strategically about the proper combination of face to face meeting interaction and the use of interactive meeting technology. Following is a menu of meeting technologies currently employed by Great Plains United Methodists and how you can initiate their use. The following meeting options are provided from smallest to largest meeting format. Telephone Conference Calls Using traditional telephone conference call technology, the number of connections is unlimited and several meetings can be conducted simultaneously. Conference calls are best with groups of 3 6 people, is an absolute maximum with the organizer setting a precise model for conversation, such as each person identifying themselves before speaking, and other ground rules. To schedule a telephone conference call, contact the appropriate liaison for your department. Clergy Excellence Contact Dana Reinhardt dreinhardt@greatplainsumc.org Skype Congregational Excellence Contact your staff liaison in the Wichita Office Administrative Ministries Contact JoEllen McGranahan jmcgranahan@greatplainsumc.org Number of possible connections: 1 to 1 (unless participants pay for a multi person account, Skype Premium.) This option uses a webcam with built in microphone and your computer speakers. Skype Premium Number of possible connections: 10 (including a leader with a Premium Skype account) This option uses a webcam with built in microphone and your computer speakers. To schedule a Skype Premium call, contact Kathryn Witte in the Lincoln Communications Office at , ext. 113, or kwitte@greatplainsumc.org. GoToMeeting (Web Conferencing Option 1) Number of possible connections: 25 (including presenter); number of simultaneous meetings: 1 This format is good for small meetings where it is important to share visual aids. Participants using their webcams can use facial expressions and other non verbal communication. It is also excellent for two way communication where discussion and feedback are important elements of the meeting. Meetings can be recorded, allowing participants to access the material and discussion later.

2 Great Plains United Methodist Conference Distance Meeting Options page 2 Schedule through the Wichita Communications Office, ckelly@greatplainsumc.org (Cindy Kelly), ; or through the Lincoln Communications Office, jwurst@greatplainsumc.org (Jeremy Wurst), GoToMeeting leaders will receive confirmation with meeting instructions for participants. Your conference is not scheduled until you receive this confirmation. First time leaders can schedule a training in advance to ensure familiarity with the platform. Meeting leaders will be responsible for distributing meeting connection information to participants. GoToMeeting is an application that uses a webcam and online download. Phone conferencing is available through the GoToMeeting platform. Normal long distance charges apply. Adobe Connect (Web Conferencing Option 2) Number of possible connections: 100 (including presenter); number of possible simultaneous meetings: 3 This format is good for meetings where it is important to share visual aids. Participants can see the presenter s facial expressions. Two way communication is possible, contingent upon the number of participants. Meetings can be recorded, allowing participants or people unable to attend the meeting to access the material and discussion later. To request a meeting time and date, send an to scheduleconnect@greatplainsumc.org. Leaders will receive confirmation with meeting instructions for participants. Your conference is not scheduled until you receive this confirmation. First time meeting leaders are encouraged to schedule a training in advance to ensure familiarity with the platform. Meeting leaders are responsible for distributing participant connection information. Adobe Connect uses a webcam, an online application and VOIP (voice over internet). Integrated telephony is available with Adobe Connect and is recommended for connecting locations with low bandwidth. Conference call fees apply. Great Plains Video Conferencing System (often referred to as Polycom or LifeSize) The Great Plains Conference has 14 video conferencing locations throughout Kansas and Nebraska (see map). A limited number of simultaneous connections are available. Site capacities range from 8 10 participants up to participants. This format is good for education/instruction/preaching sessions as well as small meetings where it is important to see facial expressions and other non verbal communication. It is also excellent for two way communication where discussion and feedback are important elements of the meeting. First time meeting leaders are encouraged to schedule training in advance with your staff liaison or one of the communications staff members to ensure familiarity with the system. Meeting leaders are responsible for distributing participant connection information and local videoconferencing site management once a meeting is scheduled. A map showing all locations is available at A video conference reservation form link is located at under the Conference Leadership Resources link under the Administration tab. Alternatively, contact Ann Manske in the

3 Great Plains United Methodist Conference Distance Meeting Options page 3 Wichita Office at or amanske@greatplainsumc.org, to initiate a videoconference meeting. Manske will reserve the locations with each site s scheduler for the time requested on a space available basis. All site specific needs or requests such as refreshments or special room setup should be coordinated through the local site scheduler. The reserved videoconferencing sites and the initiator of the meeting will receive a meeting request through Outlook notification for the booked video conference. To arrange for a video conference using any of these sites, please take the following steps: 1. Determine which sites you would like to use and the approximate number who will attend at each site. (Note the capacity on the site list below. Local churches generally can accommodate more people than smaller offices like Dodge City, Hays and Kansas City.) 2. Determine the date, day of the week, starting and ending times of the conference. (Be precise as the system automatically connects and disconnects at the assigned times, so estimate for the longest time you expect to need the system.) 3. Contact Ann Manske in the Wichita office using in the online reservation form or at amanske@greatplainsumc.org or to determine if your preferred sites are available and to reserve your videoconference sites. Be sure to give the name of the group/meeting and your name and contact information. 4. If one or more of your sites cannot be confirmed, you may either continue with the available sites or begin the process again with a new date and time. 5. Once you have received a confirmation from Ann that the conference is scheduled, contact your attendees with the details of your meeting. (Forwarding your videoconference confirmation , along with any other information such as your agenda, is a good way to ensure the attendees are aware of the booked locations and the dial in number for the meeting.) 6. Notify your videoconference attendees that if they must cancel for any reason, they must inform you at once. If a videoconference location is no longer needed, the meeting organizer is to directly contact the specific videoconference site and let them know the room is no longer needed. This prevents staffing a reserved videoconference site with no one attending. Also inform Ann Manske so she can adjust your reservation for the appropriate number of locations. This will improve your experience during the meeting. 7. Once the videoconference is reserved and confirmed and you would like to arrange for hospitality, the meeting organizer is to contact the local site to determine what can be provided by the site and what must be cared for by the meeting organizer or attendees (for example arranging for coffee or tea vs. catering for a meal the location may be able to accommodate coffee and tea where they may not be able to arrange for catering). 8. It is up to the meeting initiator to pass along the invitation including the dial in number for your meeting. The dial in number will be needed if the videoconferencing system at any given location does not connect automatically as scheduled. (Wait for the appointed time for the automated call before resorting to the sixdigit dial in number.)

4 Great Plains United Methodist Conference Distance Meeting Options page 4 Great Plains Conference video conferencing facilities (see map on next page) Location Contact name, & phone Address Capacity Ainsworth UMC Alliance UMC Chanute First UMC Dodge City District Office Hays District Office Kansas City District Office Kearney First UMC Lincoln Conf. Office Norfolk First UMC Ogallala UMC Papillion St. Paul s UMC Salina Trinity UMC Topeka Conf. Office Wichita Conf. Office Mary Jo Davis, copy Rev. Eldon Davis ainsumc@threeriver.net edavis@greatplainsumc.org Rev. Tom Lucas tom.lucas@greatplainsumc.org Ronda Phillips fumcronda@cableone.net Patti Craghead dodgecitydistrict@greatplainsumc.org DeeDee Peteete haysdistrict@greatplainsumc.org Stephanie Hubers kcdistrict@greatplainsumc.org Lori O Brien lorio@kearneyfirstumc.org Diane Dunkerson ddunkerson@greatplainsumc.org , ext. 100 Pam Hansen, copy Tammy Brabec pamh@norfolkumc.org tammyb@norfolkumc.org Renee Meyer, copy Rev. Chuck Rager umcogallala_renee@gwestoffice.net crager@greatplainsumc.org Debra Silva, copy Nancy Tomlinson adminasst@stpaulspapillion.org ntomlinson@greatplainsumc.org Shari Murray, copy keith@presentyourbest.com shari@triumc.org JoEllen McGranahan jmcgranahan@greatplainsumc.org Ann Manske, primary reservationist amanske@greatplainsumc.org or N Woodward Ainsworth, Neb. 704 Box Butte Alliance, Neb. 2 S Lincoln Chanute, Kan. 16 First Ave., Ste. 605 Dodge City, Kan West 27 th St., Ste. F1 Hays, Kan Metcalf Ave., Ste. 0 Overland Park, Kan Linden Dr. Kearney, Neb Landmark Cir. Lincoln, Neb. 6 W. Phillip Norfolk, Neb. 421 N Spruce Ogallala, Neb. 324 S Jackson Papillion, Neb. (Omaha area) 901 E Neal Ave. Salina, Kan. 41 SW 15 th St. Topeka, Kan. 94 E Boston St. Wichita, Kan

5 Great Plains United Methodist Conference Distance Meeting Options page 5 Live Streaming/Webcast Webcasts are similar to broadcasts, but usually to an invited audience delivered over the Internet. Webcasts are useful for the presentation of educational material and presentations to large target audiences. Interaction occurs through and social media. Webcasts can be watched from a home computer or as a group activity in a large setting where a large screen projects the webcast for a group. Current programs using the live streaming technology include Next Steps, ABIDE and Wesleyan Live. Traditionally it has also provided conference leadership the ability to distribute important information and dialogue on conference polity and programs. Webcasts can be originated from any location with sufficient Internet upload and download speeds. They can also be produced with one or multi camera production values. Webcasts can be recorded for future review, editing and distribution. Summary The Great Plains United Methodist Conference has invested in the ability to connect people across the area. We invite you to take advantage of these many formats for communication. Don t know where to start? Contact the communications office at to review the possibilities and to select the appropriate meeting option for your group or project.