How do I use the videoconference facility?

  1. Planning
  2. How to use the equipment
  3. Tips and awareness

1. Planning
 

STEP 1: Make reservations of meeting rooms

In Outlook you book the necessary Meeting Rooms.

On Ghent Campus you book M1.05 , on Leuven Campus you make a reservation for A2.04.
If this is an intercampus videoconference, book both rooms. Using the Outlook calendar meeting requests.
If you organise a videoconference with an external party, we need planning and contact info at least 1 week in advance.

STEP 2: Make an Altiris call

Provide following info:
  • start date, hour and end hour (you can use the fields pick up and return date, below)
  • pick category logistics Video Conference and the correct subcategory
  • number of persons attending the conference (specified for Ghent and Leuven)
  • if this is a videoconference with participants outside Vlerick: contact info of your participants

STEP 3: Pick up the remote control

Before attending the videoconference, the organising party/parties go to the Helpdesk office on the campus to pick up the remote control which gives you control over the device. There is also a telephone in both meeting rooms.
  • Meeting Room A+02.04 : internal number 8874
  • Meeting Room M+01.05 : internal number 9229

2. How do I use the videoconference equipment?

LEXICON of videoconferencing

  • VC = videoconferencing
  • RC = Remote control
  • Near end = room in which you are attending the VC
  • Far end = room to which you are connecting
  • Self view mode = the VC starts up in self view mode ; This is the image you send to Far end.
  • Green telephone symbol =  button on RC. Use this to make a call.
  • Red strikethrough telephone symbol = button on RC; Use this to disconnect a call. Also used to put the equipment in standby.
  • Mic Off = yellow button on RC. This button activates or deactivates the microphone.
  • PiP= Picture in Picture setup
  • Layout = button on RC. Use this to switch between full screen far end and Picture in Picture far end and near End
  • Arrow buttons = used to make a selection. Confirm with the OK button.

STEP 1 : Entering the room.

When you enter the room with the remote control, the equipment is automatically activated. You start in self view mode. If needed, change the room setup (contact the Helpdesk if you need help).
 

STEP 2 : Make the call.

Press the green button on the remote and select the correct phonebook entry:
  • For internal calls (between Ghent and Leuven) : choose Vlerick ...
  • For external calls : choose External (Belnet)
Press the green button or 'OK'-button:
  • For internal calls : you will automatically be connected to the other videoconference device.
  • For external calls :
    1. You will hear a voice saying "Please enter the conference code now".
    2. Press the # button on your remote control.
    3. Enter the conference code you got from the Helpdesk, followed by a #.
    4. A voice will ask "Please enter the security PIN for this conference now".
    5. Enter the security PIN you got from the helpdesk, followed by a #.
    6. You will be connected to your conference.

STEP 3 : You are connected.

Near and Far end are connected in image but not in audio. The Far end has to activate the microphone. They press Mic Off  (yellow button on RC) to activate (so the person who initiates the call asks the Far end to activate the microphone).
 

STEP 4: During the meeting.

You can now hold the meeting (also see Tips and awareness).
 

STEP 5 : End of Meeting.

Press the red button to disconnect the call. You end up with the self view.
Press the red button again to put the device in standby mode. If you have changed the meeting room layout, please set this back to the normal setup. Hand in the RC at the Helpdesk office (8h-18h) or make arrangements to hand it over to security services at the reception desk.

3. Tips and awareness

  • When conferencing with larger groups (+5) : appoint a moderator, usually president of meeting.
  • Whispering will be overheard very easily due to advanced audio technology.
    Therefore it can be a disturbing factor to the meeting.
  • Note that you are always in image.
  • Make rooms equally lit to achieve most natural lighting.
    Do not use focussed spots. They give unnatural shadows.
  • When ending a conference, sound tends to stay active 3 seconds after image has disappeared. If confidential, wait a few seconds before commenting last conversation.

** Layout + basic remote guidelines

--Author: DVSM\edm | Modified by: DVSM\wimpou, Tuesday October 13, 2009 17:26:00 +0200