Video Conferencing - Verizon Conferencing

USER GUIDE
Conferencing
Video Conferencing
Recurring Reservation Number(s)
Instant Video Conferencing Subscription Number(s)
Why Use Video Conferencing?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Point-to-Point Video Conferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Multipoint Video Conferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Service Levels for Multipoint Video Conferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Access Methods for Multipoint Video Conferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Multipoint Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Continuous Presence Descriptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Multipoint Value-Added Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
How to Make a Reservation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Recommend Multipoint Notification Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Tips for Successful Video Conferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Solving Common Problems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Reporting Problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Meeting Assurance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Application Highlights. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Important Information
To register a site or update your site information, please go to
http://e-meetings.verizonbusiness.com/video/index.php3.
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Video Conferencing
Important Information
EMEA Service Numbers
Please complete the following information and keep a copy with your
video unit for reference.
Austria 0800-999-858
Belgium 0800-40054
Denmark 8088-3798
Finland 0800-1-79876
France 0800-686-983
Germany 0800-8001361
Greece 00800-12-5620
Hungary 06-800-14546
Ireland 1-800-55-6029
Israel 1-800-920-3583
Italy 800-782-530
Luxembourg 8002-5186
Netherlands 0800-023-0681
Norway 800-14474
Poland 0-0-800-111 2-849
South Africa 080-0996497
Spain 900-93-1821
Sweden 020-79-0554
Switzerland 0800-836708
UK 0800-0-18-24-18
Site Name: __________________________________________________
Site Address: ________________________________________________
Site Contact: ________________________________________________
Site Contact Phone Number: _ __________________________________
Conference Room Name: ______________________________________
Conference Room Phone Number: _ _____________________________
Video Equipment Manufacturer: _ _______________________________
Equipment Model: _ __________________________________________
Equipment Serial Number: _____________________________________
Maximum Transmission Speed: _ ________________________________
Video Dial Numbers __________________________________________
Line 1: _____________________________________________________
Line 2: _____________________________________________________
Line 3: _ ___________________________________________________
Network Termination Device ___________________________________
Make/Model: ________________________________________________
Modem Phone Number: _______________________________________
Phone Company (LEC/PTT): ____________________________________
Long Distance Company for Video: _ _____________________________
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North America
USA 1-800-475-5000
Canada 1-877-646-9403
Anywhere +1-888-621-0593
Anywhere +44-20-7950-9950
Asia-Pacific Service Numbers
Australia 1800-505-020
Hong Kong +852-2802-5100
Japan +813-5539-5100
Malaysia 1800-803-186
New Zealand 0800-443-232
North China 10-800-852-0421
Singapore +65-6883-9144
South China 10-800-152-0421
South Korea 00798-8521-2020
Taiwan 00801-855-556
Anywhere +852-2802-5100
Video Conferencing
Why Use Video Conferencing
No longer considered a technology of the future, video conferencing
provides today’s businesses with all the advantages of face-to-face
communication, while improving productivity and reducing the expense
of travel. Verizon Conferencing enables your company to conduct video
conferences with a single location or multiple locations virtually anywhere
in the world. Our state-of-the-art conferencing centers in the U.S., EMEA,
and Asia-Pacific connect you with customers, colleagues, or business
associates across town, across the country, or around the globe.
Point-to-Point Video Conferences
A point-to-point video conference connects two sites on a video call.
Although this type of conference call does not require the use of a video
bridge, we offer Point-to-Point Video Connect for your convenience.
With Point-to-Point Video Connect, we will dial out and connect your
conference call for you. This eliminates the need to call other video
locations manually. It also allows you to walk into the conference room
with your call up and running.
Multipoint Video Conferences
A Multipoint video conference connects three or more video sites on a video
call. This type of call requires each site to be connected to a video bridge.
There is a bridge port charge for each location that is connected. There is also
a network transport charge (ISDN sites) or Dial Out fee (IP sites) associated
with dial-out access. Our video conferencing product offers the service levels
listed below. When making a reservation, you will choose a service level to
determine the customer service level you would like in conjunction with your
conferences, or you can set up an Instant Video Conference subscription for
reservationless service with availability 24x7x365 days per year.
Service Levels for Multipoint Video Conferences
Premier
A conferencing specialist will greet each caller, assist participants in
connecting, perform a roll call of all participants, and notify the conference
leader when all participants are present. The conferencing specialist will
monitor the entire video call from start to finish. If at any time during
the call you need assistance, simply ask the operator through the video
equipment and he or she will assist you with any questions you may have.
Standard
A conferencing specialist will greet each caller, assist participants in
connecting, perform a roll call of all participants, and notify the conference
leader when all participants are present. At the completion of the roll call,
the conferencing specialist will disconnect from the call. If assistance is
required during the conference, the customer can select *0 on their video
remote to signal for a conferencing specialist.
Instant Video Conferencing
This is a subscription-based service that provides the flexibility to conduct
reservationless video conferences for up to six participants, in any combination
of video and audio participants, at any time. The subscriber is provided a
unique dial-in number and host and participant passcodes, which can be
used over and over again. Instant Video Conferencing enables participants to
connect at speeds up to 384 Kbps via ISDN or IP.
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Access Methods for Multipoint Video Conferences
Multipoint Options
Dial Out (Reserved Calls)
When a Dial Out call is placed, just prior to the conference, a conferencing
specialist will originate the Multipoint video conference call for each facility
or end-point participating in the call. ISDN Dial Out sites will be charged for
video network transport based upon bandwidth, call duration, and
country. IP Dial Out sites will be assessed a flat fee per call.
Meet Me (user-dialed)
Participants dial into the Verizon Conferencing bridge using a standard
long distance access number. Participants are responsible for their own
network transport charges. Your dial-in access numbers can be obtained
during the reservations process. Instant Video Conferencing dial-in
access numbers are made on the subscriber’s Instant Video Conferencing
Subscription confirmation. When making a reservation for a Reserved
conference, you will also request the type of service access that you
would like for each site. The following is a brief description of each access
method we offer.
Multipoint Options
Voice Activation
This option is the standard default for Multipoint calls. All locations on
the conference call can view the site that is currently speaking. Once a
different site begins to speak for at least five seconds, the image will switch
to the new site. The sustained voice or noise triggers the switching image,
hence the name “Voice Activation.” This option is best suited when giving
presentations, so all sites view the presenter full screen.
Continuous Presence
Continuous Presence enables you to view up to nine sites on your video
screen at one time. These features need to be requested at the time of
the reservation. (Descriptions of all of the Continuous Presence features
that we offer follow.) Continuous Presence is best when used with
smaller groups of people at each video site. This option enables you to
view the other participants on the video call at the same time for round
table discussions or interactive meetings.
Roll Call (Reserved Calls)
After all parties are successfully entered into the bridge, the conferencing
specialist will perform a brief roll call, if requested, providing the
participants’ names and city locations. (The leader can request that other
information be announced, as well.) The conferencing specialist will then
turn the call over to the conference leader, who will begin the video call.
This feature also needs to be requested at the time of the reservation.
Video Conferencing
Continuous Presence Descriptions
Voice Activated
The person who is speaking is seen full screen. Use this feature when
presenting to other locations.
2 Square
Two sites are seen on the screen. One site is at the top and one site is at
the bottom in the screen, or the sites are next to each other. This feature is
mainly used for interactive meetings with three sites.
4 Square
The screen is divided into four equal parts. When the fifth site speaks, it
replaces the site that has not spoken for the longest period of time. Use
this feature for highly interactive meetings among five sites.
5+1
Six sites are displayed on the screen. The site containing the speaker will be
the largest square, and the other five sites will be surrounding the right and
the bottom of the large site. Use this method when you are presenting
materials and want to view your participants.
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9 Square
Nine sites are displayed simultaneously in a “tic-tac-toe”-like grid. When the
person at the tenth site speaks, he or she will replace the site that has not
spoken in the greatest amount of time. This is mainly used for highly
interactive meetings with a larger number of sites.
Lecturer View Site (All Sites)
All sites will see the chosen site (the lecturer) full screen. The lecturer will
have a choice of continuous presence mode (excluding the 5+1) to view
all sites.
Multipoint Value-Added Features
Video Meeting Manager (Reserved calls; Premier Service Level only)
For large and high visibility calls with 10 or more sites, we offer a Video
Meeting Manager. This senior-level conference coordinator will serve as a
single point of contact to help choreograph, execute, and then evaluate
your video meeting. Based on your needs, the video Meeting Manager
will assemble a team of skilled professionals that will work together to
ensure your call runs smoothly and according to plan. In addition, the
Video Meeting Manager will work through a detailed checklist to ensure
that all meeting objectives are achieved. The result: you can focus on
your message and the style with which it is delivered, instead of on
administrative details.
Conference Room Scheduling
With Conference Room Scheduling, you can simplify the reservation process
for your video rooms. Conference Room Scheduling allows Verizon Business
to be your corporate scheduler for all activities taking place in your conference
rooms. You can reserve video conferences and room reservations online via
e-Scheduling or through the Video Operations Center (VOC). We will send you
a list of all room activities that will occur in your registered rooms the night
before. This service requires that you use us as your only corporate scheduler
for all meetings conducted in your registered rooms.
Video Conferencing
Public Rooms
Verizon Conferencing can provide referrals and schedule video conferences
in more than 500 public rooms. If you are traveling and need to be on a
video call, we can schedule a call at a convenient public room provided by
one of our approved business vendors (only available in Asia-Pacific).
Transcoding
By using this feature, participants with dissimilar CODEC speeds or
dissimilar protocols can participate in the same video conference.
Customer MCU (Multipoint Control Unit) Cascading
Customer MCU Cascading gives us the ability to connect multiple
Multipoint control units, when necessary, to expand the port requirements
of a given conference. This service connects our MCU to your MCU in order
to expand your MCU port capabilities. You also must have compatible
cascadable ports available on your bridge for this feature to be supported.
Audio Add-On
If conference attendees do not have video access, we can connect them to
the conference via an audio-only connection. You can add from 1 to 20,000
audio participants. For Reserved conferences, the reservationist will give you
a number that audio participants can dial into, or we can arrange to dial out
to them. Instant Video Conferencing subscribers can simply use the dial-in
number provided on their Instant Video Subscription Confirmation.
ISDN and IP Transport
Flexible transport options support video equipment capabilities, providing
support for either traditional ISDN, H.323 IP, or mixed transport protocolbased video conferences. IP access is available either through the public
Internet or through the Verizon Private IP MPLS-based network.
Gateway
A Gateway provides the flexibility to support the interconnection of video
end-points using different transport protocols (ISDN or IP) on the Verizon
Conferencing Bridge/MCU.
Operator Assistance
Call leaders and participants can easily select *0 on their video remote to signal
for a Conference Coordinator on a Premier, Standard, or Instant Video Call.
Data Sharing
Data Sharing allows for more robust meeting content using a single
network connection and single monitor for display and viewing of data
content using the H.239 industry standard protocol.
Encryption
Encryption provides a secure ISDN or IP-based transmission path for video
conferencing sites participating in a video conference using the Advanced
Encryption Standard (AES) method.
Remote Call Launch
A Conference Call coordinator will dial directly to a customer video unit to
initiate a video connection from that unit either directly into another customer
video unit or into a Verizon video conference. It is ideal for customers that may
not be completely comfortable with their video equipment.
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Recording
Conferences can be recorded for future viewing. Recorded video conferences
are available on CD or by downloading the recording via the link included in
your email confirmation.
How to Make a Reservation
Telephone Reservation Procedures (Reserved Calls)
Call the reservations number on the first page of this User’s Guide.
Or Schedule Your Conference Calls via the Internet With e-Scheduling
(Reserved Calls)
You can schedule video conferences and reserve rooms in real-time with eScheduling, a value-added service that is free of charge. To use e-Scheduling
to arrange your next video conference or for Conference Room Scheduling,
follow these three steps:
• Go to http://e-meetings.verizonbusiness.com.
• Click on “Manage Meetings” and then “Register (video customers).”
• Complete and submit the registration form. Within 2-5 business days,
you will receive a welcome letter via e-mail containing your user name
and password.
• You will need this each time you access e-Scheduling.
• Once registered, you may reserve calls by clicking on “Complete eScheduling” and entering your user name and password to schedule
your video conference.
Information Needed to Schedule a Video Conference
Before making a reservation, please have the following information ready:
• Date of video conference
• Leader name, e-mail, and phone number
• Name and phone number of person requesting conference
• Name of conference (optional)
• Start and end times (note time zones)
• Access type (Dial Out or Meet Me)
• Service level (Premier or Standard)
• Host site and remote sites:
– Name of company
– State abbreviation, city, building, room name, or both
– Type of equipment (optional)
• Last four digits of your video phone numbers
• Any specific options (voice activation, continuous presence, roll call,
etc.—See Multipoint Options)
• Any specific features (video meeting manager, transcoding, etc.—See
Value-Added Features)
• Determine if the host site will incur the entire cost of the conference call
or if the cost of the call will be individually billed to each site
• Determine if you need an audio add-on for any participants who do not
have video equipment
Confirmations
Each time you schedule a video conference, you will receive a confirmation
number. The confirmation number will identify your meeting and list the
facilities participating in the conference, video speed, requester’s name,
call type, and comments. Please reference your confirmation number
when communicating with us.
Video Conferencing
To Cancel a Reservation
To avoid cancellation charges, call the Reservations group. If you have
made an e-Scheduling reservation, you may also cancel online if more
than two hours in advance of the scheduled call. When canceling a call,
please provide the confirmation number of the video conference call.
Cancellation/Modification Charges
• No charge will be incurred if you cancelled two or more hours prior to
the scheduled video conference call.
• Fifty percent of the port usage will be charged if canceled within two
hours before the scheduled video conference call.
• One hundred percent of the port usage will be charged if not canceled
before the start of the scheduled video conference call.
Note: The cancellation policy is based per site, not per conference.
Extending a Call (Reserved Calls)
Video calls may be disconnected 15 minutes after the scheduled
reservation end time. If you are on an operatorassisted call and would
like to extend your video conference for a longer period of time, verbally
call to the operator through the video unit and request that your call be
extended. If you are participating on a call without operator assistance,
then simply select *0 on your video remote for operator assistance and
request that your call be extended.
Note: This can be done prior to your scheduled end time. Accommodating
your request is usually not a problem; however, there is no guarantee that
every extension request can be met.
Recommended Multipoint Notification Process
Scheduling a video conference should be treated no differently than
scheduling any other meeting with one exception: notification should be
sent to the participants as well as the video conference administrators of
the video conference rooms involved.
We recommend that the hosting group be responsible for:
• Contacting the video conference administrators to check the availability
of the video conference rooms (if not using Conference Room
Scheduling or an office-based video conferencing unit)
• Scheduling the bridge call for a Reserved conference
• Notifying participants about the video conference
For Reserved calls, the host site should also notify participants and video
conference administrators with the following information:
• Time the call will begin; be sure to specify time zones (remind
participant/s or the video conference administrator to be there at least
15 minutes early to make or receive the call—whichever is applicable)
• Meet Me call information (if applicable)
• Conference confirmation number
Note: To report problems during a video conference, use the *0 function
on your video remote or follow the instructions given by the operator at
the point of connection.
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Tips for Successful Video Conferences
Planning the Meeting
• Invite participants and confirm attendance
• Request a standing reservation for any regularly scheduled
Reserved calls (or provide your Instant Video Conferencing dial-in
and passcode information)
• For Reserved calls, ask participants to arrive 15 minutes early, so you can
start the meeting on time.
• Set up camera presets prior to the call.
• Remember to look at the camera.
• Introduce all participants.
• Review the meeting agenda.
• Explain how Q and A will be addressed.
• Review the mute button feature and express when you would like
participants to use this feature at their location.
• If you are conducting the meeting at speeds of 128 or 11 2, explain the
delay and ask that participants raise their hand and state their name and
site before asking a question. This will keep the meeting in order and
allow for transmission delays when running at slower speeds.
• Speak in a normal voice.
• Avoid shuffling papers near the microphone.
• To maximize the audio quality of your video conference, mute the
microphone if you are not speaking or if private sidebar conversations
are necessary.
• Divide the presentations into short segments and ask questions after
each segment.
Video Conferencing
Solving Common Problems
Activity
Reporting Problems
What do we do?
• Check that all power cords and
Upon entering the video conferencing room, the
•
system is not responding.
•
cables are securely plugged in.
Turn the system on, just like you
would boot up your PC.
Press any button on the system to
make it come alive, and out of
Standby Mode.
• Check the monitor to make sure
You dial a number, but you
don’t see anything on it is on.
• Check the monitor to make sure
the monitor.
the screen brightness is not
turned down.
•
You dial a number to place a call, but a connection is not made.
•
•
•
•
•
Check the phone number to
make sure it was entered correctly.
Make sure dialing profiles are entered if needed, and that you
enter a “1” for long distance
if necessary.
Use the telephone to call the far
end to make sure it is ready for
your call.
Make sure you have a reservation
for the meeting time.
Check the NT-1 or IMUX to
determine if the local ISDN lines
are active.
Reboot your system (turn the
IMUX and CODEC off and back
on) and have the far end reboot
their system.
Dial a different location. If a
connection is made successfully,
then the attempted far end is most
likely having problems.
•
The far end site can’t hear you •
•
Check the “Mute” button to make
sure the near end microphone
is not muted.
Remove any objects that may be
blocking the microphone.
Have the far end turn up their
volume using the keypad and
check the monitor level.
•
You are hearing your
voice echo back.
•
•
Have the far end go to their
monitor and lower the volume.
Make sure your monitor level is also
set low.
Continue to speak to allow the
echo canceller to calibrate.
• Select the status button and see The picture you see is breaking
up or not coming in clearly. if your are connected on only one
channel. If so, hang up and call back.
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If you are still experiencing technical difficulties after reviewing the
previous suggestions, please call the Reservation group, seven days a
week, 24 hours a day. You will need the following information:
• Your name
• Phone number
• Conference confirmation number
• Any message that appeared on your screen at the time of difficulty
Meeting Assurance
All Reserved video conferences come with our Meeting Assurance.
To ensure uninterrupted communication with conference participants,
all video conferences include a corresponding audio conference. In the
unlikely event of a technical issue, this complimentary service allows
scheduled video sites to continue their meeting as planned and on time.
Video Conferencing
Application Highlights
Department Application • Board Meetings
• Operations review
• Strategic planning
Management/
Administration
sessions
• Staff meetings
Sales and Marketing
Makes decisions faster
• Product announcements Stay ahead
• Project management
of competition
• Focus groups
• Forecasting sessions
• Critical account Customer Service
management
• Customer feedback
forums
• Meeting scheduling
• Logistical planning
Finance
Impact
• Budget development
• Audit reviews
• Legal consultation
Resolves problems in
a timely manner
Focus on the
bottom line
• Project management
Keep pace with
Research and
• Design reviews
Development
marketplace needs
• Customer input
sessions
• Remote site technical support
• Earnings releases Investor Relations/
and analyst updates
Public Relations
• Press conferences
• Annual meetings
coordination
Make communication
more effective
Training
• Distance education
• Curriculum review
• Post-class updates
• Panel reviews
Crisis Management
• Emergency planning Produce immediate
sessions
action and response
• Informational updates
• Logistical planning sessions
• Press conferences
Legal
• Pre-trial planning
Resolve issues quickly
• Depositions
and efficiently
• Strategic planning sessions
• Settlement discussions
• Negotiations
• Continuing legal education
Human Resources
• Companywide Make communication
announcements
the key
• Managment training
• Policy and procedure reviews
• Continuing education
Deliver quality
education more
effectively
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or registered trademarks and service marks of Verizon Trademark Services LLC or its affiliates in the United States and/or other countries. All other trademarks and service
marks are the property of their respective owners.
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