World Media and Culture Center Title

The Kermit L. Hall Videoconferencing Center Guidelines and Information
145 Hagerty Hall

Videoconferencing Center Reservation Request

*Sujan Manandhar in The Foreign Language Center Hypermedia Studio in 160 Hagerty Hall schedules all requests for videoconferencing.  Please read the Videoconferencing Etiquette and Pricing Guidelines below before completing an Online Reservation RequestHumanities Information Systems (HIS) maintains the room’s facilities and they recommend two weeks notice for any new videoconference session. Users of the Hall Videoconferencing Center are required to provide their own technical assistance staff during conferences (if needed for dropped connection, camera management, media management, etc.). A test connection in advance of each event is also required.

Hall Videoconferencing Center Information

Equipment
Screen Deployment
Pricing Guidelines
Videoconferencing Etiquette
Samsung Document Camera
Hall Videoconferencing Center Images

Equipment

  • Polycom HDX8000 videoconferencing unit. The connection is an H.323 (IP) via the Internet
  • Two 52-inch plasma screens at the front of the room.
    Dell Optiplex 960 Computer with wireless keyboard, wireless mouse, USB keyboard, USB mouse, and monitor
  • 20 seats and 10 oblong tables that may be prearranged for appropriate placement.  View images of the room below.
  • Samsung SDP 950R Document Camera is available for local or remote document projection.  Please consult the tips below for using the Samsung Document Camera.
  • Panasonic Multi-region VCR
  • CD/DVD player
  • 2 white boards

    Screen Deployment
    In the event of a point-to-point conference (2 locations only), the right front screen shows the distance location and the left front screen shows the view locally.  If a multi-point (more than two locations) conference is required, the right front screen shows whichever distance location is active at the time.  Three or four locations are possible (counting the local connection), but each addition of a connection point increases the band width necessary for the conference.

    Pricing Guidelines

    Most connections are from IP to IP, and these are the easiest to acquire.  There is no charge for this type of connection in the Center.

    If the Polycom Unit (an H.323 IP connection) must connect to a ISDN box at the distance location, there will be a charge for set-up of the connection from UNITS.  These two systems require that HIS bridge through UNITS for the conference.

Example of possible charges for bridging: The bridging fee from UNITS (port charge) is $36.25/port/hour.

IE: If three sites dial our bridge for a two-hour conference - $36.25 X 3 ports X 2 hours = $217.50.

If we dial the site(s), there is an additional line charge.  There is a $37.00 event scheduling fee from UNITS (non-refundable) in these cases, and UNITS charges a 2.00/minute fee for conference to distance location.  There is also a “no refund” policy in effect if a session ends earlier than scheduled.

A trial run (test connection) and orientation is required before any videoconference.   The biggest potential problem is that firewalls may block transmission.

Videoconferencing Etiquette

  • Always test your system prior to a videoconference. Set up a test call with the far site a few days before the actual conference. Have a contingency plan. Always have a conference telephone or Internet telephony connection available as backup.
  • Ensure all equipment is turned on and ready to accept the incoming call at least 15 minutes prior to the scheduled commencement time.
  • Provide good lighting on your face. Do not use back lighting.
  • Side conversations and other room noises are picked up by the microphones.  You may mute the microphones from the touch-screen control panel when not speaking. Keep in mind that the microphones are very sensitive.  Please do not tap your fingers or pen, shuffle papers, or conduct a side conversation during a videoconference call.
  • Introduce all of the participants at your location. Encourage the other site to do the same.
  • Speak in your normal tone. There is no need to yell into the microphone.
  • Make sure you relax and act naturally. Use the same manner in a videoconference that you would a face to face meeting.
  • Wear conservative colored clothing such as blue or black.  Avoid wearing white, red, or patterns such as plaids or stripes.

Tips when using the Samsung Document Camera

  • Use “landscape” format
  • Use wider margins (1 1/2” on all sides, since sides will be cropped slightly).
  • Use 24 pt. or larger plain font, such as Helvetica.
  • Use 36 pt. bold or larger for headings.
  • Use concise, bulleted information.
  • Use simple graphics and few words.
  • Use no more than 4 to 6 words per line, 6 lines per page.
  • Use black print on pastel paper, or yellow print on blue paper for a clear, readable image.
  • Avoid black print on white paper.
  • Avoid reds, oranges, and pinks as they may bleed when projected.
  • Avoid the use of glossy or shiny materials.

Images of the Hall Videoconferencing Center in 145 Hagerty Hall