Planning your Next Web-Conferencing Room Make professional Webinars and Web-Conferences using your favorite Web-Conferencing Software

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1 Planning your Next Web-Conferencing Room Make professional Webinars and Web-Conferences using your favorite Web-Conferencing Software A Guide for Organizations who are ready to implement Professional Web- Conferencing and Webinar Ready Conference Rooms

2 Contents Understanding your Business Drivers 2 Webinar Best Practices 2 A Guide to Web-Based Video Solutions 3-4 Choosing your Space 5 Web-Conferencing Cameras 6 Web-Conferencing Microphones 7 Acoustics The ABC s of Acoustical Solutions 8 Lighting 9 Furniture 10 Facility Preparation 10 Conference Room Standards 11 Preparation and Pre-Launch 12 Ensuring your system will have Zero Down Time 13 About Haverford Systems 14 1

3 Understanding your Buisness Drivers Who will be using the system the most? CEO, Sales, Marketing, Management, Clients What are they going to be using it for? Training, Presentations, Conferencing... Are most Presentation Local, Web-Based or Remote? Can you save time meeting with vendors, customers and prospects using video conferencing? What type of Software is your organization using? Does your organization need to share your screen? Is collaboration on a single document important? What Hardware will run your A/V System? A Dedicated PC, multiple laptops, Soft or Hard Video Conferencing Codecs. Webinar Best Practices Tailoring your Presentation to your Audience: Start with a compelling title that is both relevant and exciting. Notifications: Make sure you have a attractive invitation that is well thought out. Present with Confidence: Understand the technology you will be using and make a test call so you are familiar with structure. Enthusiasm is Contagious: Your already ahead of the curve because you are presenting over the web saving everyone time and money. Use this to your advantage and keep your presentation enthusiastic. Use the right type of camera: Understand the HD PTZ USB camera available on the market. Set presentation presets if needed to demonstrate products, move quickly to a primary or secondary speaker and have a remote controller if necessary. 2

4 Cloud Based Video Conferencing Services Super Easy to Use Interface Powerful Free Features Widespread use and easy integration Works with MAC, PC, Windows 7, iphone and Android Hosted Video Conferencing Services Complete Mobile to Mobile and elearning Platform On-Demand available conferences Works virtually any device Host Unlimited amount of webinars and conferences for fair a price Webinar and Training Session Integration Webinar and Event Style Video Conferencing Professional Cisco Foundation Instant messaging style collaboration Collaborate from anywhere with any device Universal Connectivity with Enterprise Control. Optional Scopia Content center for centralized video recording and ondemand access. Eliminates barriers to Codec Video Conferencing systems such as Polycom and Cisco. Dial from SIP, H.323, Skype, Google Talk and WebRTC 3 Complete Microsoft Platform integration with: Sharepoint, OneNote, Outlook and more. Hardware Based Solution for hosting and centralized control. 180 degree telepresence features at a fraction of traditional prices.

5 Service Comparison 4

6 Choosing your Space How many people are typically invited to each meeting? If your company usually works in small groups of four people or less a square table is preferable. Which room would be most effective for your system? Boardroom areas are usually reserved for top level executive meetings. The type of technology required can be very different from a typical Training Room. Location and Placement: Be mindful of areas around the conference room. Is it a busy or noisy area that could be distracting during meetings? Think about camera and display placement. What will be the distance from the farthest viewer to the screen? 5

7 USB Camera Review Conference Room Solutions: Desktop Solutions: 6

8 USB Microphone Review Conference Room Solutions: Desktop Solutions: Desktop Solutions: Usually have built-in Microphones. We always suggest wearing a USB Headset if audience members will be participating in the conversation. 7

9 Room Acoustics The ABC s of Acoustical Solutions Remember that everything inside the conference room will affect the acoustics. The most important factors are the size of the room, the shape of the room, the furniture, the walls, the ceilings and the flooring. Sound will reflect off of hard-surfaces just as light reflects off a mirror. Consider using materials that absorb sound such as carpeting and acoustical ceiling tiles. If privacy/productivity becomes a issue follow these easy to remember ABC s of Acoustical Solutions. A. Absorb Suspended acoustical tile systems or Clouds are the most common form of acoustical absorption. High grade wall and ceiling treatments reduce echo s and soak up unwanted sound. B. Block C. Cover Acousticians recommend barriers of at least 60" tall. Higher cubicle partitions, demountable walls, and interior walls all block sound from traveling into unwanted areas or at un-desirable levels. 8 Sound masking acoustic treatment for covering un-wanted sound. Sound masking makes conversations less intelligible reducing distractions in a given area and increasing privacy between private offices.

10 Lighting Improper Lighting Proper Lighting Things to remember 1. Avoid natural lighting within the field of view of your camera. 2. Keep overhead lighting consistent throughout the room. If the fluorescent lights are giving you trouble look into energy efficient LED light bulbs. 3. Proper lighting includes a key, fill, backlight, and wash. 4. Consider the background of your setting. It is often the most important element. 9

11 Furniture Choosing a Conference Room Table Consider using a matte finish to avoid distracting reflections on camera. Plan to integrate the correct amount of Power, Data and A/V connections. This information will be helpful when selecting Audio Visual cubbies We have found U and V shaped tables work best for Video Conferencing Facility Preparation Plan on running conduit and determine what size will be needed. Normal 2" conduit is more than enough for most conference rooms. Determine if additional backing support will be needed for larger displays Determine where dedicated electrical connections will be needed. (Displays, Projectors and Racks) Today almost everything needs network connection. Make sure you have Static IP addresses pre-assigned for your equipment. 10

12 Conference Room Standards Choosing a Web-Based Video Conferencing Standard Haverford Systems offers pre-built Conference Room Standards that a tried and true solutions for audio and video conferencing Standards can range from $4,000-$80,000 Ask your Account Executive for a comprehensive walkthrough Just a example of our popular web-conferencing standards 11

13 Preparation & Pre-Launch A/V Technology Adoption Plan Several Months Before Launch: Identify the Potential Champions of the technology and discuss plans for using the technology Review Business Case for installing system with Top-Level Executives Set-Up brainstorming session for establishing top goals and determine how success will be measured 2-3 Weeks Before Launch: Make user tips and training manuals available Make information available around the office including: posters and/or monthly s Send out s and invitations to schedule training 1 Week Before Launch: Set-up training room and ensure all facilities requirements have been met Set-up Do it yourself information Send out reminder notifications for training After Launch: Initiate Training Sessions and use surveys to identify effectiveness Report results and success stories Send out reminder notifications for training 12

14 HavaCare TM Complete Coverage OR Accruing Budgeted Service HavaCare TM Complete Coverage Benefits: Priority Troubleshooting and Repair Service 24 Hour On-Site Response Time Priority Technical Support on Toll Free Phone Line 1 Hour Response Time Consumable Replacement Labor Annual System Preventative Maintenance, Cleaning, Testing and Tuning Facilitation of Manufacturer s Warranties Facilitation of Manufacturer Provided Loaners and Replacements Local authorized display repair service performed by Haverford Systems. *If you system was installed by Haverford Systems all workmanship is supported for 1 full year 13

15 Call us to Learn More... Haverford Systems is a design/build integration company focused on customer service and support. We are available for Web-Conferencing test calls and demonstrations. Haverford Systems is 100% Solar Powered. We has been in business for over 25 years designing technologies solutions that stand the test of time. Visit our web-site for client testimonials and case studies that explain why Haverford Systems is a turn-key solution for your next Web Conferencing System. The above pictures feature Armstrong World Industries Video Conferencing System installed by Haverford Systems. Visit our web-site for more information and interactive case studies. Panasonic TH-65PB1U Infocus MondoPad 14

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