BT Video Conferencing User Guide
- 1. OVERVIEW Benefits 2 Types of conferences 2 INTRODUCTORY GUIDE Registering your site 3 Scheduling your conference 4 Joining your conference 4 Controlling your conference 5 ADVANCED GUIDE Additional features 7 Conferencing packages 8 Self-serve video conferencing 8 BT Video Conferencing Streaming 8 User Guide Event Management service 9 Best practices 9
- 2. OVERVIEW Congratulations on your wise business decision to select video conferencing from BT Conferencing for you to experience the value of a face-to-face meeting without the physical presence. It means you can con- your meetings. Using video conferencing, you will be tinue to develop working relationships and build trust able to dramatically change and improve the way you by using both audio prompts and body language. conduct business with customers, suppliers, and BT Conferencing ensures that its video conferencing colleagues in other locations. services are highly reliable and easy to use so that you This guide shows you ways you can maximize your can concentrate on the business of the meeting: investment by utilizing video conferencing effectively. • Flexible reservation options — online or phone The services are particularly designed for video con- • Seamless call connection with our “dial-out” service ferencing between three or more locations (multipoint • Focus on reliability with our certification and moni- conferences). However, they can be used to provide easy toring programs access and reliable point-to-point conferences. The ser- • Connections ensured — able to cope with all networks vices provide both scheduled and instant self-launched and equipment manufacturers video conferencing, as well as valuable support features. • Powerful reporting in real time Participants with audio (phone) or internet access can easily be included in any conference. Conferences can be archived for later viewing. Technical support from BT Conferencing ensures seamless linking of differing equipment and networks, including IP, ISDN, and satellite. Video conferencing is part of our complete range of conferencing services. Benefits BT video conferencing can dramatically change the way you conduct business , transforming how you interact with colleagues, suppliers, and customers, and allowing OVERVIEW :: 1
- 3. Other features Types of conferences BT Conferencing provides several other value- Video conferencing can be used for a wide variety added features to assist your video conferencing. of meetings where a visual element can significantly These include: enhance an audio call. These include: • Web management control — Personalized control • Executive broadcasts of scheduling, managing, and reporting via the web. • Press conferences • Self serve conferences — Instant reservationless video • Corporate meetings conferencing controlled via the web tool. • Product demonstrations • Event management — Expert support and implemen- • Training and launches tation for key, high-profile events. • Investor relations • Streaming — Real-time or archived web streaming • Project management extends the conference to those people who are unable to attend. Expert help is always available from • Seminars / tradeshows professional coordinators backed by a global technical • Distance learning support staff. • CEO presentations Special events • Design reviews High-profile or larger-scale corporate events can be • Crisis management critical to business or operational success. These events are usually handled by the BT Event Management team, which manages the entire process — from consulta- tion and preparation through to the event and follow- up — ensuring that your event successfully meets its objectives. OVERVIEW :: 2
- 4. INTRODUCTORY Registering your site • System information (video numbers, video conference Before you host your first video conference, you must equipment details) GUIDE register the sites you commonly connect with. The • Maximum operating speed (bandwidth) benefits of registering your site include the following: • Billing details (if appropriate) • Full site and contact details can be retained for easy • Any special details or needs access. Certification calls • The video meeting components can be checked After registration — and with prior notification — a (certified) in advance to ensure reliable operation. certification call will be made to the site. These calls are • Reservations and scheduling can be made for all designed to ensure that all site details are correct and elements of your video conference, including the that any equipment or network issues are re- room and video meeting components. solved prior to a business conference. • Site facilities can be publicized to assist conference planning. Prior notification of certification calls will normally be by email • Registering a site can be done online or via the phone to the site contact. with a video coordinator. (cont’d. on next page) Registering by phone Simply call a professional video coordinator toll-free at 1.866.282.8436. Registering via the web To register a site online, go to www.btconferencing.com. Details You will need to provide: • Room location, size, and address details • Site contact information INTRODUCTORY GUIDE :: 3
- 5. These calls are usually carried out overnight. The site • Chairperson (host) details contact will be asked to reboot the unit and leave it • The details of locations that will attend switched on. There is no need to have anyone in atten- • Conference type (dial-in or dial-out; see page 5) dance. Further test calls can be requested for specific occasions, such as prior to a very important conference • Speed of the call or after changes to the video conference equipment in • Far-end view/picture display mode (see page 5) the room. • Any additional features you require (see page 8) Sites not registered • Billing information It is recommended that all sites be registered and • The title you wish to give the conference (optional) certified prior to your video conference. If this is not possible, BT Conferencing will make all reasonable Confirmation details efforts to ensure a successful call is made to that site. The scheduling details will be emailed to the person scheduling the conference. You may also have the Scheduling your conference details emailed to individual site contacts. In addition, confirmation can be sent by fax. Scheduling by phone To schedule a video conference by phone, call a video Remember, it is your responsibility to make sure that coordinator toll free at 1.866.282.8436. all participants in the video conference are notified of the start time and any other relevant details. Scheduling via the web To book online go to www.btconferencing.com. Scheduling a streamed conference Scheduling a streamed conference can only be done via Scheduling details the phone. To book a streamed conference by phone, You will need to provide the following information: call a video coordinator toll free at 1.866.282.8436. • Your Account Number (“EB Number” — provided when you first registered with BT Conferencing) • Date, start time, and approximate duration of the conference INTRODUCTORY GUIDE :: 4
- 6. Joining your conference Controlling your conference Set-up time Picture display modes A standard set-up time of 15 minutes is recommended A variety of options is available for how the pictures for all conferences. This allows time for all video rooms from the different sites are displayed on the screens. to be added to the conference prior to the start of the The mode may be preselected at the time of scheduling business meeting. the conference. It may also be changed during the conference by contacting the video coordinator. For more than six sites or for very important conferences, it is recommended that the set-up time End-of-conference warning be extended to 30 minutes. The set-up time can be If requested at the time of scheduling, warning varied by agreement when scheduling the conference. tones can be added to the call to notify participants 10 minutes prior to the end of the conference. Dial out to site The conference can be scheduled so that a coordinator Extending the conference arranges dialing out to each site to save people from If requested at the time of scheduling, the conference having to dial in. can automatically run over by up to 30 minutes (subject to site availability). A conference can be further Dial in from site extended by calling the video coordinator at the number Each site dials into the issued number from their video provided at the start of the conference at least 10 min- terminals and is placed directly into the conference upon utes before the end of the scheduled time. Extension is connection. subject to equipment and site availability. Charges are Support phone number only made for additional time actually used. Make a note of the phone number given to you when Finishing early the conference starts. Use this number for support If you are finishing the conference early, it is recom- during the conference. mended that you call the video coordinator to confirm INTRODUCTORY GUIDE :: 5
- 7. this. If you do not do this, the technical support Mode Video picture display group will identify a site as having been disconnect- The current speaker is displayed. ed and will automatically try to reconnect the call. Voice-switched This is the normal mode. Assistance during the conference One speaker is seen by all other sites. The speaker can choose Broadcast or For any assistance during the conference, call the to see the other sites in voice Lecture mode switched or one of the continuous video coordinator at the phone number given at presence modes. the start of the conference. This number can be Continuous Presence; Two sites shown side by side used for operational issues (such as changing the side by side display mode), to extend the conference, or for any Continuous Presence; Two sites shown one above the other technical difficulties. top and bottom Continuous Presence; Up to four sites shown on one screen four way Continuous Presence; Up to nine sites shown on one screen nine way Continuous Presence; Five sites shown in small windows five plus one with one in a larger window INTRODUCTORY GUIDE :: 6
- 8. ADVANCED Additional features Feature Benefit Further features and benefits are available to enhance GUIDE the video conference. These can be arranged with the Speed Enables the best use to be made of each link in the call, even if they matching are operating at different data video coordinator when booking the conference. Some rates. of these features may incur additional charges. Contact Transmission speeds up to 1.5Mbps Transmission up to enable the highest-quality video the coordinator for details. 1.5Mbps conferencing. Feature Benefit Satellite For where ISDN or IP are not services available. A coordinator can remain in the conference to assist in the running Dedicated of the conference. This could Call connection is digitally coordinator include features like changing the monitored during the conference Call monitoring display modes, dialing additional by the coordinator. Your privacy sites, etc. is ensured. Public room To bring external rooms in when booking required. People without video capability Telephone can be added as “audio only” to add on the conference. The conference can be recorded Conference on VHS or CD for later viewing for recording people who were unable to attend. Hardcopy documentation of Transcription the conference when linked to services an audio call. Provides conversion between ISDN and IP IP (H.323) and ISDN (H.320) gateway endpoints, which operate to different standards. Provides conversion from previous- generation video codecs (the core Codec video conference electronics) that conversion may not be compliant to the latest standards. Network Different networks are supported interfacing including ISDN, IP, and satellite. ADVANCED GUIDE :: 7
- 9. Conferencing packages Self-serve video conferencing The table below details the video conferencing packages It is possible to start video conferencing in real available through BT Conferencing. time without a prior reservation. Self The service includes capabilities such as: Package Features Professional Executive Serve • Add video and audio participants (number of Video participants up to 6 up to 25 unlimited participants varies by package) Audio participants up to 6 up to 25 unlimited • Launch hybrid calls — H.320 (ISDN) and H.323 Network IP / ISDN IP / ISDN IP / ISDN (Internet Protocol) Phone and online reservations P P P • Choose the initial video display for your conference and Continuous presence P P P change the mode during the course of the conference Transcoding/ • Connect and disconnect individual participants speed matching P P P without interrupting the conference Access - dial out P P P • Select different transmission rates for different sites Access - dial in P P The maximum operating bandwidth to each site for a Proactive monitoring P P self-serve conference is 384Kbps. Initiating and Premier production controlling a self-serve video conference is done online $250 / hour services by going to www.btconferencing.com. $150 / Event planning session conference Streaming Event coordination Streaming, or webcasting, enables you to deliver and presentation P high-impact, rich-media messages (including video and List Price (does not audio) and presentations to a wider audience. The tech- $0.80 + add’l include dial-out $0.59 $0.80 features network charges) nology 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 ADVANCED GUIDE :: 8
- 10. computer and a web browser. Streaming conferences Streaming options can be viewed live or archived for future viewing. There are a number of additional options that can benefit the streaming conference. These include: Requirements Personal computer with: • Still pictures or images • Internet access • A support presentation, such as Microsoft • Sound card PowerPoint® • Speakers • Interactive questions • RealPlayer® or Windows Media Player® • Polling • Indexing on the archive Scheduling a streaming conference To schedule a streaming conference, call a video Notification coordinator toll free at 1.866.282.8436. A URL will be emailed to the chairperson for distribution You will need to provide the following details: to all participants. At the selected time for the confer- ence, participants should click on the URL link to access • Your Account Number (“EB Number” — provided the conference. The presenter will receive an Event when you first registered with BT Conferencing) URL, ID, and password. (This is for presenters only.) • Date, start time, and approximate duration of the conference Event Management service • The title that you wish to give the conference Special events can be crucial to a business. Considering • The number of participants expected to attend their scope and often-sensitive content, such conferences • Video (including audio) or audio only must run flawlessly. They must also accommodate all potential participants, regardless of location. • Archive duration • Chairperson contact information Businesses organizing special events in today’s world face tight deadlines, a myriad of conferencing options, • Presenter contact information and increasingly complex technologies. BT is one of the • Any additional options you require ADVANCED GUIDE :: 9
- 11. few organizations with the technical expertise and speed Before the conference to stage such corporate events with excellent results. • Prior to scheduling your video conference, contact (telephone or email) all participants to ensure they are BT Conferencing Event Managers can undertake initial available — this is good conferencing etiquette. consultation, preparation, and organization, running the conference and follow-up afterwards. • Ensure your illustrations are suitable for video conferencing by keeping them clear and uncluttered. Contact a professional BT coordinator, who will arrange • Have the telephone numbers of the other sites on an initial discussion with an Event Manager. hand, so you can contact them directly should you need to. Best Practices These recommendations are provided to help minimize • Wear solid midrange colors. Patterns appear to any distractions to the conference, so you can run your vibrate on camera and are distracting. Avoid white and video confererence successfully. red if possible. Blue and grey are best. The room environment • Arrive 15 minutes before the start of your video • Have a plain background, preferably mid-blue or conference to ensure a smooth connection is made. pastel color. Avoid very dark or bright white back- • Familiarize yourself with the equipment or seek grounds, which can overwhelm cameras. assistance. • Place a nameplate of the room location on the back • Arrange the room and check that there is enough wall or on the conference table. This helps other loca- seating. Place the microphone and keypad in the tions to identify the room in multipoint conferences. center of the table. • Draw blinds or curtains over the windows to reduce • Mute the microphone until you are ready to start the uneven external light. Use overhead lighting. Light- call to avoid the far end overhearing any unnecessary ing should be on people’s faces — not coming from chit-chat. behind. Avoid sitting people in shadows. ADVANCED GUIDE :: 10
- 12. After the conference Bringing in audio-only participants? Be certain to disconnect from the video bridge at the • If participants wish to join the video conference by end of your conference. audio-only, they can do so by informing the video coordinator (preferably at the time of scheduling, Can you be seen? when all necessary arrangements are made). Check Selfview or PIP window to make sure you and any • For optimum sound quality, ensure that the speaker- other participants are in the shot. phone for audio-only participants is placed in a central Presenting? position on the table. • Look directly into the camera when making key points. This will ensure good eye contact (rather than present- ing a view of the top of your head!). • Introduce or announce when someone enters or leaves the video conference. Need to talk privately? Don’t forget to use the mute button. Finishing early? Call the dedicated BT Coordinator at the phone number given to you at the start of the conference. Running out of time? • A video conference can automatically be extended by up to 30 minutes by calling the video coordinator. • Call the dedicated BT coordinator at least 10 minutes before the scheduled end of your conference to arrange a further extension (subject to room and bridge availability). ADVANCED GUIDE :: 11