Scheduling a Multi-point Video Conference

Background

Tech Support schedules a multipoint control unit ("bridge") that can connect many video conferencing rooms together.  Each campus has a video conferencing room that is centrally scheduled, but most rooms equipped with video conference equipment are campus meeting rooms that are scheduled on the respective campuses.  Hence, there are several steps in scheduling a video conference.

Schedule the conference (bridge)

Contact Tech Support to schedule a multipoint conference.  The Web site will step you through the process and ask you to enter the needed information including your desired sites.  Once your request is submitted, you will receive an acknowledgement with a ticket number to track your request.  Tech Support staff will then query the bridge for availability and respond to you with a confirmation email message that includes which centrally-scheduled rooms are available. 

To get assistance prior or during a conference call 1-800-696-4357 (HELP).

Schedule the rooms

If you prefer to include rooms that are not centrally scheduled, Tech Support can add those to the video conference, but does not have the authority to let you use those rooms.  You will need to schedule the rooms with the local contacts.  A list of contacts is available. 

Rooms that Tech Support centrally schedules will be scheduled when you request a conference.  However, if these rooms are not all available at the time you requested, you will be informed and given the option to look for an alternate room. 

Notify the participants

Once your conference has been scheduled, it is important to let participants know the time and the locations (by building and room number) of the video conference.  With multiple video conference rooms on each campus and center, there can be confusion as to where the meeting will be held.

Helpful Advice

Refer to the document "Tips for Chairing a Multi-point Video Conference" for useful information on holding a video conference meeting.  If you are not familiar with the equipment, you can refer to the the Reference Sheet for pointers.  A Troubleshooting Guide is also available to overcome common problems.