BT Conferencing. Videoconferencing. User Guide

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1 BT Conferencing Videoconferencing User Guide

2 Contents Overview 3 Benefits 4 Types of meetings 5 Getting started 6 Booking your conference 7 Joining a conference 8 During a conference 9 Additional features to supplement your conference 11 Additional services Self serve videoconferencing 12 Streaming 13 Event management service 15 Tips for good videoconferencing 16 Further help 18 2

3 Overview Congratulations on your wise business decision in selecting videoconferencing from BT Conferencing for your meetings. By using videoconferencing you will be able to dramatically change and improve the way you conduct business - with both your customers, suppliers and colleagues in other locations. This guide shows you ways in which you can maximise on your investment by utilising videoconferencing effectively. The services are particularly designed for videoconferences between three or more locations (multipoint conferences). However they can be used to provide easy access and reliable point to point conferences. The services provide both scheduled and instant self-launched videoconferences as well as valuable support features. Participants with audio (phone) or internet access can easily be included in any conference. Conferences can be archived for later viewing. The technical support from BT Conferencing ensures seamless linking of differing equipment and networks including IP, ISDN and satellite. BT Videoconferencing is part of BT s complete range of conference services. 3

4 Benefits of videoconferencing The benefits for your business BT Videoconferencing can dramatically change the way you conduct business. It can transform how you interact with colleagues, suppliers and customers. It allows you to experience the value of a face to face meeting without the physical presence. It means you can continue to develop the working relationships and build trust by using both audio and body language prompts. BT ensures that the video services are highly reliable and easy to use so that you can concentrate on the business of the meeting. Flexible reservation options online or phone Seamless call connection with our dial to site service Reliability guaranteed with our certification and monitoring programmes Connections ensured - able to cope with all networks and equipment manufacturers Powerful reporting in real time Other features BT provides several other value added features to assist your videoconferences. These include: Web management control - personalised control of scheduling, managing and reporting via the web Self serve conferences - instant reservation-less videoconferences controlled via the web tool Event management - expert support and implementation for high profile key events Streaming - real time or archived web streaming extends the conference to those people who are unable to attend Expert help is always available from the BT Coordinators who are backed by global technical support staff. 4

5 Types of meetings Videoconferencing can be used for a wide variety of meetings where the visual element can significantly enhance a normal audio call. These include: Executive broadcasts Corporate meetings Training Investor relations Seminars /tradeshows CEO presentations Crisis management Press conferences Product demonstrations and launches Project management Distance learning Design reviews Special events High profile or larger scale corporate events can be critical to business or operational success. These events are usually handled by the BT Event Management team who manage the entire process from consultation, preparation through the event and the follow-up - ensuring that your event is successful in meeting your objectives. 5

6 Getting started Site registration Registering your sites has a number of benefits. Full contact details can be retained for easy access The room can be checked (certified) in advance to ensure reliable operation Reservations and scheduling can be made for both the room and conferences to the room Site facilities can be publicised to assist conference planning Registering a site can be done online or via the phone with one of the Coordinators. Registering by phone To register a site by phone call the BT Coordinator on Freefone (UK only) +44 (0) Registering via the web To register a site online go to Details You will need to provide: Room location, size and address details Contact information System information (video numbers, videoconference equipment details) Maximum operating speed (bandwidth) Billing details (if appropriate) Any special details or needs Test calls On first registration a test call will be made to the site after prior notification. Test calls are designed to ensure that all site details are correct and that any equipment or network issues are resolved prior to a business conference. Prior notification of test calls will normally be by to the site contact. These tests are usually carried out overnight. The site contact will be asked to reboot the unit and leave it switched on. There is no need to have anyone in attendance. Further test calls can be requested for specific occasions, for example prior to a very important conference or after changes to the videoconference equipment in the room. Sites not registered If you wish to make a conference call to a site not registered it is recommended that advance notice be given to enable a test call to be made. If this is not possible then BT will make all reasonable efforts to ensure a successful call is made to that site. 6

7 Booking your conference Booking by phone To book a videoconference by phone call a Coordinator on Freefone (UK only) +44 (0) Booking via the web To book online go to Booking Details In either case you will need to provide the following information: Your Account Number ( EB Number - provided when you first registered with BT) Date, start time and approximate duration of the conference The title that you wish to give the conference (optional) Chairperson Details The details of locations that will attend Conference type (dial in or dial out, on page 10) Operating bandwidth (if not standard) Picture display mode (on page 11) Any additional features you require (on page 13) Billing information The Coordinator or system will then create the booking and will provide you with the conference telephone number and passcode. Confirmation details The booking details will be ed to the person booking the conference. You may also have the details ed to individual site contacts. Confirmation can also be sent by fax. Remember, it is your responsibility to make sure that all participants in the videoconference are notified of the start time and any other relevant details. Booking a streamed conference Booking a streamed conference can only be done via the phone. To book a streamed conference by phone call a Coordinator on Freefone (UK only) +44 (0)

8 Joining a conference Set up time A standard set up time of 15 minutes is recommended for all conferences. This enables equipment to be connected and people to arrive and be greeted into the conference enabling the business of the meeting to start on time. For more than 6 sites, or for very important conferences, it is recommended that the set up time be extended to 30 minutes. The set up time can be varied by agreement when booking the conference. Dial out to site The conference can be booked so that a Coordinator arranges dialling out to each site to save people having to dial in. Entry into the conference is then a choice of: Participants are welcomed to the conference by audio Participants are welcomed to the conference by video Participants are placed directly into the conference Dial in from site Each site dials in to the issued number from their video terminals. A Coordinator will greet them individually by audio or video before placing them into the conference. Support phone number Make a note of the phone number given to you when the conference starts. Use this number for support during the conference. 8

9 During a conference Picture display modes A variety of options are available for how the pictures from the different sites are displayed on the screens. Mode Voice-switched Broadcast or Lecture mode Continuous Presence; side by side Continuous Presence; top and bottom Continuous Presence; four way Continuous Presence; nine way Continuous Presence; five plus one Video picture display The current speaker is displayed. This is the normal mode One speaker is seen by all other sites. The speaker can choose to see the other sites in voice switched or one of the continuous presence modes Two sites shown side by side Two sites shown one above the other Up to four sites shown on one screen Up to nine sites shown on one screen Five sites shown in small windows with one in a larger window The mode may be pre-selected at the time of booking the conference. It may also be changed during the conference by contacting the Coordinator. 9

10 End of conference warning A Coordinator can give 10 minute notification of the end of a conference if requested. Extending the conference The conference can automatically run over by up to 30 minutes (subject to site availability) without prior arrangement. A conference can be further extended by calling the Coordinator on the number given at the start of the conference at least 10 minutes before the end of the scheduled time. Extension is subject to equipment and site availability. Charges are only made for additional time actually used. Finishing early If you are finishing the conference early then it is recommended that you call the Coordinator to confirm this. If you do not do this then the technical support group will identify a site having dropped out and will automatically try and re-connect the call. Assistance during the conference For any assistance during the conference, call the Coordinator on the phone number given at the start of the conference. This number can be used for both operational issues such as changing the display mode or extending the conference and for any technical difficulties. 10

11 Additional features Further features and benefits are available to enhance the videoconference. These can be arranged with the Coordinator when booking the conference. Some of these features may incur additional charges. Contact the Coordinator for details. Feature Dedicated Coordinator Public room access Telephone add in Conference recording Transcription services ISDN and IP gateway Codec conversion Network interfacing Speed conversion Transmission up to 1.5 Mbps Satellite services Call monitoring Benefit A Coordinator can remain in the conference to assist in the running of the conference. This could include features like changing the display modes, dialling additional sites etc. To bring external rooms in when required People with phones only can be added to the conference The conference can be recorded on VHS or CD for people who were unable to attend Hard copy documentation of the conference Provides conversion between IP (H.323) and ISDN (H.320) endpoints which operate to different standards Provides conversion from previous generation video codecs (the core videoconference electronics) that may not be compliant to the latest standards Different networks can be catered for including ISDN, IP and satellite Enables the best use to be made of each link in the call, even if they are operating at different data rates Transmission speeds up to 1.5 Mbps enable the highest quality videoconferencing For where ISDN or IP are not available Call connection is digitally monitored during the conference by the Coordinator. Your privacy is ensured 11

12 Self Serve videoconferencing It is possible to start videoconferences in real time without a prior reservation. The service includes the capability to Add up to six video participants and up to six audio participants Launch hybrid calls H.320 (ISDN) and H.323 (Internet Protocol) Choose the initial video display for your conference and change the mode during the course of the conference Connect and disconnect individual participants without interrupting the conference Select different transmission rates for different sites The maximum operating bandwidth to each site for a self serve conference is 384 kbps. Initiating and controlling such a conference is done online by going to 12

13 Streaming Streaming, or webcasting, enables you to deliver high-impact, rich-media messages including video, audio and presentations to a wider audience. The technology takes audio and video files and transmits them efficiently over the internet or your corporate intranet. They can be accessed by anyone with a personal computer and a web browser. Streaming conferences can be live or archived for future viewing. Requirements Personal computer with: Internet access Sound card Speakers RealPlayer or Windows Media Booking a streaming conference To book a streaming conference call the Coordinator on Freefone (UK only) +44 (0) You will need to provide the following details Your Account Number ( EB Number ) Date, start time and approximate duration of the conference The title that you wish to give the conference The number of Participants expected to attend Video and audio or audio only Archive duration Any additional options you require 13

14 Streaming options There are a number of additional options that can benefit the streaming conference. These include: Still pictures or images Support presentation such as PowerPoint Interactive questions Polling Indexing on the archive Notification A URL will be ed to the organiser for distribution to all Participants. At the selected time for the conference Participants should click on the URL link to access the conference. The Presenter will receive an Event URL, ID and password. This is for Presenters only. 14

15 Event management service Special events can be crucial to a business. Considering their scope and often sensitive content, such conferences must run flawlessly. They must also accommodate all potential participants regardless of location. Today, faced with tight deadlines, myriad conferencing options, and increasingly complex technologies, BT are one of the few organisations that are equipped to stage such corporate events with excellent results. BT Event Managers can undertake initial consultation, preparation and organisation, running the conference and follow up afterwards. Contact a Coordinator who will arrange an initial discussion with an Event Manager. 15

16 Tips for good videoconferencing These recommendations are given to assist the successful running of your videoconferences. They are designed to minimise any distractions to the conference. The room environment Have a plain background, preferably mid blue or pastel colour. Avoid very dark or bright white backgrounds which can swamp cameras Place a name plate of the room location on the back wall, or on the conference table. This assists other locations to identify the room in multipoint conferences Draw blinds or curtains over the windows to reduce uneven external light. Use overhead lighting. Lighting should be on people s faces not coming from behind. Avoid sitting people in shadows Before the conference 16 Prior to booking your videoconference, contact (telephone or ) all participants to ensure they are available - this is good conferencing etiquette Ensure your illustrations are suitable for videoconferencing by keeping them clear and uncluttered Have the telephone numbers of the other sites to hand, so you can contact them directly should you need to Wear solid mid-range colours. Patterns appear to vibrate on camera and are distracting. Avoid white and red if possible. Blue and grey are best Arrive 15 minutes before the start of your videoconference to ensure a smooth connection is made Familiarise yourself with the equipment, or seek assistance Arrange the room and check there is enough seating. Place the microphone and keypad in the centre of the table

17 Mute the microphone until you are ready to start the call to avoid the far end overhearing any unnecessary chit-chat Can you be Seen? Check Selfview to make sure you and any other participants are in shot Presenting? Look directly into the camera when making key points. This will ensure good eye contact, rather than presenting a view of the top of your head! Introduce or announce when someone enters or leaves the videoconference Need to talk privately? Don t forget to use the mute button Finishing early? Call the dedicated BT Coordinator on the phone number given to you at the start of the conference by the Coordinator Running out of time? A videoconference can automatically be extended by up to 30 minutes Call the dedicated BT Co-ordinator at least 10 minutes before the scheduled end of your conference to arrange a further extension (subject to room and bridge availability). Bringing in audio-only participants? If participants wish to join the videoconference by audio-only they can do so by informing the BT Coordinator (preferably at the time of booking), where all of the necessary arrangements will be made For optimum sound quality, ensure that the speakerphone for the audio-only participants is placed in a central position on the table 17

18 Further Freefone: (UK only) Phone: +44 (0) Fax: +44 (0) Web: help Our Reservations office is open 24 hours a day, 7 days a week. BT Conferencing Wheatstone House Chiswick High Road Chiswick London W4 5SA UK Offices worldwide The telecommunications services described in this publication are subject to availability and may be modified from time to time. Services and equipment are provided subject to British Telecommunications plc s respective standard conditions of contract. Nothing in this publication forms any part of any contract British Telecommunications plc 2004 Registered office: 81 Newgate Street, London EC1A 7AJ Registered in England No Designed by rtfacts limited 7765 March 04

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