Videoconference Coordination
Planning Your Department's Videoconference Endpoint

Videoconference Coordination

Table of Contents


Getting Started

Scheduling a Point-to-Point Videoconference

Scheduling a Multipoint Videoconference

Videoconference Tips


Coordinating a multipoint videoconference

A multi-point videoconference requires advance planning because it involves coordination with multiple sites, use of the ITS Multi-point Control Unit (MCU) service, and different time zones (if applicable). Although dates and times must be set in advance, there is a possibility that not all sites' or the MCU services' schedule "fit" to accommodate the date and time you are requesting.

It is highly recommended that you begin planning for your multi-point videoconference no later than two-weeks before your proposed videoconference date, in order to allow time to complete the following steps:

Step 1: Determine possible videoconference sites
  • If you are planning a videoconference within the UH system, please use the UH H.323 Directory for UH Endpoints that are registered with the MCU service. Get in touch with the Endpoint's Room/Technical Contact person and verify whether their facility is available. Be aware while some colleges/departments have videoconference capabilities, they may only be available for internal college/department use.
Step 2: MCU certification
  • The ITS Multi-point Control Unit (MCU) is necessary to bridge all H.323 endpoints into one conference. The participating H.323 endpoints must be certified with the ITS MCU service. All sites must be certified with the ITS MCU prior to scheduling your multi-point videoconference. If the endpoint is not certified with the ITS MCU service, please have the Endpoint Technical Contact Person fill out the Endpoint Certification Form to be MCU-certified.
Step 3: Reserve videoconference endpoints
  • Each endpoint may have a certain procedure to reserve their videoconference rooms and support. Please be sure to inquire with the Room/Technical Contact person. [We recommend reserving the room 15 minutes prior to the start time of your meeting. This will allow the technical contact person to establish the connection to the other endpoint and instruct you on how to use the videoconference equipment].
  • Be sure to ask for the endpoint's technical information once your reservation is confirmation. You will need this information when requesting the MCU Services.
    • Endpoint Technical Contact Information (Name, Phone Number, FAX Number, Email address)
    • Endpoint IP Address
    • Endpoint Bldg/Room #
Step 4: Reserve the MCU Service
Step 5: Modifications to your Multipoint request
  • Once the videoconference is scheduled at each location and MCU service confirmed, please be sure to keep each Endpoint Room/Technical Contact Person and MCU Service Scheduler informed of any changes to your videoconference (e.g. cancellation, change of site location, change of start time or end time, change of date, etc.).

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Updated: January 30, 2007