Video Conferencing in K157A Introductory points/guidelines for use: 1. It is a dedicated point to point videoconference system. It is not compatible with pc/web based programs such as Skype. 2. It is an IP based system; we cannot at present run ISDN video conferences. 3. We can run multi point video conferences. Up to four video conference calls can be made at any one time. We have not however tested the system to this level so we would strongly recommend testing this before hand if you wish to invite this many participants. 4. If you are planning a video conference run by your other participant the information that you need to send them is: a. Equipment is a Tandberg 990MXP b. IP Address 144.32.85.67 c. The unit is compliant with H.323 standards. d. K157A telephone number is +44(0)1904 328771 If you are calling your other participants you need to verify that their equipment is compatible with the above information and you require their IP address to call. A telephone number to call if there are any problems is also recommended. We also recommend that test calls are placed to new sites well in advance of the planned video conference. The Tandberg has a computer networked to the biology network so it is possible to use it for presentations during the conference. Tips: 1. Wear plain clothes 2. Set the camera position beforehand and resist the temptation to move it too much during the conference. 3. Plan a test call in the weeks prior to your conference if possible. 4. The microphone is set to be muted at the start of a dial in conference. Press the yellow "mic off" button on the remote to switch the microphone on. This can be toggled on/off at any time during the conference to allow private conversations. (Be aware that some people can lip read)! 5. If you plan to use presentations make them large and clear as quite a bit of detail is lost during transmission.
Setting up: Switch on the plasma TV s. (The self view will be displayed on the left hand screen; the other participants are on the right hand screen. (The T.V on/off switch is in the lower right hand corner of the sets). Ensure that the Tandberg VC is turned on. (If it is not allow a minute for it to carry out its checks and for an image to appear on the left hand screen a minute can seem a long time while you are waiting. Be patient). While the Tandberg is sorting itself out check and make sure that the network cable is plugged into the socket on the wall, it is also a good opportunity to switch on the pc or plug your laptop into the cable provided if you are planning to use the presentation facility during your conference. You should now be seeing either the login prompt from the computer, a video of the room on both screens or two completely black screens. If the last situation is the case and the camera turned to one side on the Tandberg then it will have been left on by a previous user and has gone to sleep. Picking up the handset and pressing the ok button will wake it up. If you see the login prompt from the computer or your laptop now is the time to set your presentation up and then, using the Tandberg remote control press the blue presentation button. You should now be seeing a video of the room from both screens. If you are planning to show a presentation during your videoconference press the blue presentation button on the Tandberg handset and set this up. Press the blue button again to return to the video on both screens. The right hand screen should be displaying the menu at the bottom of the screen. You can toggle the menu on and off using the Ok/Menu button and the cancel button. With the menu displayed the buttons on the handset will toggle through the menu options. With the menu off then the buttons move the camera. Now is a good time to set up the camera. Press cancel on the remote control and set the camera up.
(Menu setup on right hand screen) The next job to do is to set up the microphone. It can be found with the Tandberg. It is on a long cable so you can place it in a central position facing your speakers. The exact position will depend upon how many you have in the room. It is however quite powerful and should be able to pick up speech from anyone in front it. (Microphone) Receiving and Placing a Videoconference call: If the other participants are calling you then it is now time to sit back and wait for their call. The Tandberg will beep and the call will be accepted. For your own privacy the call will start with the microphone muted. (Indicated by this symbol). Pressing the yellow microphone button will toggle the microphone on/off. If you are calling the other participants make sure that the menu is on. Select the Green call button on the handset. (Or the green phone symbol from the menu). Enter the ip address of the participants VC machine (The full stop and asterisk are the same button so don t worry if it displays an asterisk). Press the green phone button and your participants will be called. Tip: Try not to move the camera too much during your conference as it can have a sea sick effect to the other side. If you wish to add other participants to your videoconference you can have a total of four, just repeat the process of calling the other participants. The right hand screen will divide into four windows to display the participants.
Giving Presentations We have three options for showing different types of presentation within video conferences. Tip: It is best to have you presentation set up, tested and rehearsed before the videoconference begins. Computer Presentations: If you are planning to show a computer presentation during your videoconference press the blue presentation button when you are ready. You will then have the option to choose what you want to present. Select PC and the it will be broadcast to the other participants: Make sure that you have the switch box switched to the correct input (Either Resident pc or Laptop). Press the blue button again to end your presentation Visual Presenter Presentations: The simplest method used to operate the visualisor within a video conference is to plug the laptop cable into the back of the visualisor into the socket marked Projector. Make sure that the input selected on the presenter is Visualisor so that the image from the Visual presenter will be displayed onto the plasma screen and also make sure that the laptop switch is selected on the switch box. During your video conference you can select to display the visualisor by pressing the blue presentation button. Select pc and the visualisor will be displayed in the video conference. (See the instructions on how to use the Visual Presenter for more detailed instructions). Press the blue button again to end your presentation
Using the Auxiliary Camera for Presentations: There is a second camera mounted on the ceiling at the back of the room that can be used to give a different perspective of the room and is also useful for presentations on the whiteboard, flip chart etc. Press the Blue button on the Tandberg remote when you are ready to show your presentation and select AUX from the options. The Camera has its own remote control. Press the green power button to switch it on/off, directional control of the camera and zooming is done by the buttons illustrated. Remember to turn the camera off when you have finished. Controls Power Press the blue button again to end your presentation.
Shutting-Down: 1. Press the Red button to end your call (If your participants called you then they should do this). 2. Log-off and shut down the pc if it was used. 3. Turn off the Plasma TV s 4. Turn off the Tandberg VC.