BT Premium Conference Call

Transcription

1 BT Premium Conference Call User Guide

2 BT Premium Conference Call User Guide Overview BT Premium is a booked conference call service suitable for any conference with over 20 participants. Larger conferences often need careful planning, so with BT Premium you benefit from the services of an expert Event Management team to help you before, during and after the conference. BT Premium is booked in advance and delivers you a host of features including: Event Management at no extra cost to help you plan and manage your conference Pre-Registration, to allow organisers to track conference registration and attendance Security ensured by a unique Passcode for each conference Pre-booking to guarantee availability of lines Automated dial in for fast access Co-ordinator assistance, as required. This user guide is designed to explain everything you need to know to get the maximum benefits from your BT Premium phone conference. Types of meeting BT Premium is ideal for large formal meetings and where you need to communicate to lots of people, at the same time. The flexibility and features offered by BT Premium and the expert help and advice provided make it an ideal service for the following types of meeting: Formal Financial reviews Training courses Project progress meetings Seminars and lectures Departmental meetings BT Premium key features Key features to assist in the success of your BT Premium conference are included as standard. They include: Guaranteed availability of lines Mass communication Company messages Investor relations reports Product launches Company announcements, internal or external. BT Premium is a booked conference call service. By prebooking the conference you can guarantee the correct number of lines are available for participants to dial in. Unique Passcodes A unique security Passcode is generated for your conference, and all participants will have to enter or quote the passcode to gain access. 1

3 Event management The BT Conferencing Event Management team are conferencing experts whose role is to facilitate the smooth running of the conference and ensure you get the most out of of your meeting. The Event Management team will work with you from the time your booking is made right through to your postconference review. Some of our additional services, such as question and answer, are set up and managed by Event Managers. These are outlined on page 5. Using Pre-Registration with your BT Premium conference call Pre-Registration allows you to track registrations and attendance at the meeting. It is available at no additional cost but should be requested at the time of booking. Track the actual number of people who attended the conference Manage the conference size to ensure the correct number of lines are available Rapid entry for meeting participants, especially for large events. The Pre-Registration process is carried out online: 1. A registration web page is set up by BT Conferencing specifically for your conference. This web page can be customised with your own brand. You can select from standard questions or select up to 20 of your own questions to ask attendees. The organiser can select from standard questions or can choose to customise the invitation and registration process. Pre-Registration Pre-Registration enables organisers to gather information about participants and track actual registration and attendance online. Pre-Registration allows: Information to be collected about individuals who are invited Track the number of attendees who have registered for a conference 2. You invite all potential participants by . BT Conferencing supply a template for this which includes the meeting details and a link to the web page to register for the conference. 2

4 3. Participants then pre-register completing the Pre- Registration form on the web page and answering the selected questions. Participants can pre-register until 15 minutes before the start of the conference. When they have completed the form they will see an online confirmation of their Pre-Registration. 5. Participants then receive a personalised giving the conference joining instructions. 4. The organiser can access the information at any time during the pre-conference registration period by going to the web address (URL) provided by BT Conferencing. 6. At the time of the conference they follow the instructions on the and are automatically entered into the BT Premium conference which proceeds in the normal way. 7. After the conference the organiser can access the information about participants). 3

5 Pre-Registration Participant list. This web page shows Participants names and whether they Pre-Registered and then attended the conference. Standard Pre-Registration information The options for standard information collection are given below. They can be selected over the phone with the Conference Co-ordinator when booking the call. You can ask as many or as few of these questions as you wish. Alternatively, you can select up to 20 questions of your own. Pre-Registration Participant detail. This web page shows Participant details that have been collected from the Pre-Registration form. Name Title (Mr, Mrs, Miss, Ms) Company name Job title Cost centre address Telephone number City Country 4

6 BT Premium additional features There are many additional features that can be added to your BT Premium conference to help you do more in your meeting, or make it easier for you to manage. There may be a charge for some features and some should be requested at the time of booking, these are all outlined below: Feature Description Additional charge Request at time of booking Global access Global Access allows participants from over 45 countries to join a conference call using a local dial in number. This saves participants the cost of making an international call to join the conference call Question and Answer (Q&A) Helps you in managing question and answer sessions. Participants can use their telephone keypad to indicate to the Co-ordinator that they wish to ask a question. The Co-ordinator then puts forward one at a time with all other lines muted. Participants will require access to tone-dialling telephones to make use of this facility Recording Your phone conference will be recorded to audio cassette or CD and posted to you by first class post. Additional copies can also be supplied Replay Your conference will be digitally recorded and made available for replay to any participants who wish to dial in later. Participants can dial into the replay after the conference. They can fast-forward or rewind the recording, listen to the entire conference or only selected parts. The recording can be stored for as long as you wish Replay Plus Same as Replay but Participants can are asked to record their names, company names or other information before hearing the recording, and can be asked for comment and feedback after listening Transcription Your phone conference can be recorded and a typed transcript delivered to you by post, fax or Translation The transcription of your conference can be translated into another language Voting (Polling) The Chairperson can ask multiple-choice questions in advance of the conference and participants can record their answer to each question Roll call The Co-ordinator can collect and announce a roll call of all the participants at the meeting or conference 5

7 Feature Description Additional charge Request at time of booking Playback Pre-recorded items, such as taped or CD material, can be played during the conference Interpretation An interpreter can be brought on line for all or part of a phone conference Sub- Conferences During your phone conference you may wish the participants to convene in smaller groups, for workshops or more detailed discussions Locked Conference The Chairperson can ask for the phone conference to be locked when all participants are connected. This prevents anyone else joining or accessing the conference Security Lock Feature as per Locked Conference, but the BT Coordinator is also excluded from the conference. If you wish to bring the Coordinator in for assistance, you will need to switch the security lock off before contacting the Co-ordinator Music on hold Participants joining the conference early can listen to music until the meeting starts, so they know they are connected to the conferencing service while they wait Call monitoring This service ensures that the sound quality of the conference is monitored by BT and any problems addressed Lecture mode Allows you to mute phone lines to eliminate background noises. It is particularly useful when presentations and lectures are being given Listen Only (Self Mute) Participants can mute their own lines to eliminate background sounds. This is particularly useful where participants might be on a mobile phone. This is enabled by pressing *6 on your phone. Press *6 to disable. Add a visual element with BT Web Conferencing BT Web Conferencing allows you to add a visual element to your meeting. It can be used to Deliver presentations visually Demonstrate applications and products Share and annotate documents and pictures Guide the audience to live web pages Receive instant feedback. It s simple and easy to use. In addition to a phone, all participants need is a PC with internet connection. For more information about BT Web Conferencing call (select option 2) or visit 6

8 Booking your BT Premium conference To book your BT Premium conference call simply follow the steps below: 1. Information required to make a booking: Your Account Number ( EB Number ) Date, start time and approximate duration of the conference Participants - the number of participants that will attend Title - the title that you wish to give the conference Chairperson name and contact details Phone conference Type. For an explanation of these see opposite. Dial-in Automated Dial-in Automated Freefone Dial-in Attended access Dial-in Attended Freefone or Dial-out Attended. Additional features required for your booking: In addition you may want to discuss other additional features with the Conference Co-ordinator: Global access - if access from outside the UK is required. The countries you wish to have a local dial-in number for Pre-Registration - if you would like Participants to Pre- Register for your conference to allow you track attendance Additional features such as Question and Answer; Roll Call, Voting. 2. Call our Customer Management Centre on Freefone (UK only) +44 (0) (international) The Conference Co-ordinator will then make the booking and will provide you with the BT Premium conference dial-in number, Chairperson and Participant Passcodes. These details will also be ed to you. 3. Confirmation of your BT Premium conference call. Following your telephone booking, your Conference Co-ordinator will confirm your booking details by . 7

9 Dial-in Automated Each participant dials the telephone number and will be greeted by an automated message asking them to enter their conference passcode, after which they are admitted to the phone conference. Dial-in Automated Freefone If you wish your phone conference participants in the UK to dial in without incurring telephone charges, BT Conferencing can issue a Freefone 0800 number that each person can call and then enter the phone conference as above. Dial-out Attended You provide BT Conferencing with the name and telephone number of your nominated participants and your Co-ordinator will phone each person and connect them to the phone conference. Dial-in Attended BT Conferencing issues you with a telephone number to pass on to the participants. Each participant dials the number and is connected into the phone conference by the Co-ordinator. Dial-in Attended Freefone If you wish your phone conference participants in the UK to dial in without incurring telephone charges, BT Conferencing can issue a Freefone 0800 number that each person can call and the Co-ordinator will connect them into the phone conference. Global Access Participants from over 45 countries can use a local dial in number. This saves them the cost of international calls to join the conference. 8

10 Using BT Premium Key features to assist in the success of your BT Premium conference are included as standard. They include: 1. Before the BT Premium conference call To use BT Premium you will need a telephone, landline or mobile, with a tone-dialling facility for each participant. Joining a BT Premium conference call with Pre-Registration If Pre-Registration is used then participants will automatically receive joining instructions by once they have registered on the Pre-Registration web page. Joining a BT Premium conference call without Pre-Registration If you are not using Pre-Registration then any participants whose details were entered on the booking system when you booked the BT Premium call will also receive the conference details by . For any other participants, you will need to forward them the dial-in number and Participant Passcode. 2. How to join a BT Premium Conference Call Simply call the BT Premium dial-in number at the agreed time. This will have been ed to you in advance Depending on the type of conference call that has been booked you will either hear an automated message or you will speak directly to a Conference Co-ordinator. Automated calls If you are the Chairperson, enter your Chairperson Passcode and press # If you are a Participant, enter the Participant Passcode and press # When prompted for your name, wait for the tone, then state your name clearly. Automated Pre-Registration Conferences After entering your Chairperson or Participant Passcode you will be asked to enter your individual 5 digit PIN issued to you when you pre-registered. Attended calls The Conference Co-ordinator will ask you your name and will connect you to the conference call. You will then be entered into the BT Premium conference. Participants will hear music until the Chairperson joins the call. 3. During a BT Premium conference call Meeting control The BT Event Manager will advise on controlling the features selected for the conference. See additional features section on page 5. Reducing background noise Participants are able to mute their own telephone line when they are on the conference call. This is particularly useful where participants might be using a mobile phone or in a noisy environment. This is enabled by pressing *6 on the telephone keypad. Press *6 again to unmute the line. Alternatively, the meeting organiser or Chairperson can ask the Conference Co-ordinator to mute individual lines in order to eliminate background noise. Assistance during the conference If you require assistance at any time during the phone conference, you can use the Coordinator access code *0. This will alert the BT Conference Co-ordinator, who will be happy to help you. 9

11 Further help and information Freefone: (UK only) Phone: +44 (0) Our UK-based Customer Management Centre is open 24 hours a day, 7 days a week. 10

12 Further help and information Freefone: (UK only) Phone: +44 (0) Our UK-based Customer Management Centre is open 24 hours a day, 7 days a week. 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. thing in this publication forms any part of any contract. British Telecommunications plc 2005 Registered office: 81 Newgate Street, London EC1A 7AJ Registered in England : Designed by pb Digital Ltd PHME 47786