Page 1 of 5. Audio Conferencing user guide

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1 Page 1 of 5 Audio Conferencing user guide

2 Dial-in or dial-out what s best for your conference? Dial-in Conference participants can dial in to the call-in number to establish a conference: When the participant is not available to join the conference at the same time as other parties When the participant has not yet decided whether to join the conference When the conference leader wants to pay for bridge usage, leaving individual participants to pay for their carrier/network charges. Dial-out The PCCW operator will dial out to all participants to establish the conference: When participants need to enjoy ease of use, simply waiting for the operator to connect them to the conference When all participants will start the conference punctually When the leader is prepared to pay for all charges for the audio Private service Service What it is When you need it How to make a call Private An on-demand self-activated service. No need to make an advance reservation or wait for service confirmation. When you have frequent conferencing needs and/or occasional emergency conferencing needs. Step 1: Create your private profile Simply register one time for private audio conferencing and you will receive leader and participant passcodes enabling you to organize your own conferences at any time. Step 2: Pre-conference preparation Leader notifies participants of call time, call-in number and the participant passcode. Step 3: During the conference At the scheduled call time, leader and participants dial the call-in number and enter their respective passcodes and # when prompted. The system then joins them to the Page 2 of 5

3 service Service What it is When you need it How to make a call DIY Operator A self-service conference call with confirmation. Simply follow the voice prompts to connect to the A live operator greets you and assists you throughout the When you are familiar with calling procedures and commands. When you are not familiar with calling procedures and commands. When controlled interaction by the leader is essential. Step 1: Decide if the dial-in or dial-out option will best fit your conference needs (applicable to scheduled operator calls) Step 2: Make a Make your at least 1 hour in advance. Have your billing number on hand. Complete the form, which can be obtained from: Phone: Fax: Return the form by: Fax: You will receive a confirmation with the following details: Conference information (conference leader, conference name, date and time) Call-in number (applicable to dial-in conferences) Step 3: Pre-conference preparation Conference leader notifies all participants of the conference time in their respective time zones. Conference leader gives the call-in number to dial-in participants. Host An account manager will be assigned to manage the entire audio High-visibility meetings and talks. Important announcements. When controlled interaction by the leader is essential. Suitable for 25 participants or more. When a Q&A session is desired participants can indicate if they have questions by using their telephone keypad. Step 4: During the conference 10 minutes prior to the scheduled conferencing time, the bridging equipment will automatically dial out to each dial-out participant, connecting the participant to the Dial-in participants can dial the conference call-in number for connection to the conference at any time within the booked conferencing period. Contact your account manager or PCCW unlimited conferencing hotline on He or she will design the right package of event services for you, help you through planning, organizing and managing the conference, plus providing post-conference services as necessary. Page 3 of 5

4 Common features Features What it is When you need it Available to Command Conference operator assistance Recording Private rollcall Group mute/un-mute Self mute/un-mute Conference lock Transcription Facts complete Speak to an operator at any time during the Digital recording of a conference for future replay. The replay is retrievable 24 hours a day, 7 days a week. The leader is updated on the number of participants and the names of the participants before or during the Enables the leader to group mute the audience. Enables all leaders and participants to mute their individual lines. Stop entry of new participants at any point during the Offers a typewritten copy of a recorded audio Provides a summary report of up to 3 items, such as participant names, call durations and phone numbers. When you need assistance during the call. When an audio recording of the conference is required. When the leader wants to know exactly who is participating at the beginning or at a predetermined point during the When the leader wants to speak without any interruptions from participants. Most useful when the leader wants to broadcast a call to a wide listen- audience. When you need to speak to others outside the conference, but do not want to interrupt the ongoing When late entry of participants may cause interruptions to the conference, or when the leader wants an extra security measure to prevent entry of unauthorized/ unwanted participants. When a written record of the conference is required. When you want a record of a few simple facts. All *0 operator calls *2 See detailed instructions Leader *4 Leader All Leader Operator calls Operator calls *5 (mute) #5 (un-mute) *6 (mute) #6 (un-mute) *7 (on) #7 (off) Page 4 of 5

5 Other features Features What it is When you need it Available to Command Password Encore Communication line Qs&As Polling Participants are required to provide a valid password in order to join the Leader specifys the password during the reservation process. The digital recording of a conference for future replay. The replay is retrievable 24 hours a day, 7 days a week Allows the leader or a designated representative to speak to the conference operator outside the The project manager runs a Qs&As session at the conclusion of the conference and asks participants to indicate if they have a question by using their telephone keypad. Allows the leader or project manager to ask participants a series of questions, to which they can respond by pressing a key on their touchtone phone. Results are faxed or ed to the leader after the polling session, or provided after the conference, at the leader's request. When conference invitations are issued to a large group of listeners without knowing their names in advance. This feature can also prevent unauthorized entry. When an audio record of the conference is required for remote access. When the leader or the designated representative needs to speak frequently to the operator during the When an interactive session is necessary to ensure clear communication between the leader and the participants, managed in a professional and orderly fashion. When feedback needs to be collected from participants. Operator calls Operator calls Host services Host services Host services For inquiries, please call the PCCW Conferencing hotline on Page 5 of 5

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