Videoconference Coordination
Planning Your Department's Videoconference Endpoint

Planning Your Department's Videoconference Endpoint

Table of Contents


Network Considerations

Videoconference Equipment

Videoconference Room

Adding Your Endpoint to the UH H.323 Directory

Multi-point Videoconference Information

Videoconference Room Recommendations

A videoconference room typically should support 15-25 participants in one location.

Here are a few considerations when planning and designing your department’s videoconference room:

  • Lighting. Lighting in the room should be controlled so no direct sunlight enters the room
  • Noises. Room must be isolated from any outside ambient noises and conversations.
  • Telephone line. There should be a telephone in the conference room in case there are any technical difficulties
  • Monitor. Standard television monitors are recommended. The size of the monitor depends on the characteristics of the conference room. Small to medium-sized rooms generally utilize a 27” monitor. Larger rooms require a 32” to 36” monitor. Standard S-video or composite (RCA type for video and audio) inputs are required on the back of the TV.
  • Network Connectivity. The room should have an IP data network connection using, a dedicated 10/100 Mbps switch port.
  • Room Technical Contact. The department should have a staff dedicated to schedule the conference room, training users on how to use the video conference equipment, handle the basic troubleshooting and setting up of the equipment before each conference, and take care of the videoconference equipment.

Basic System

The basic system is suited for most small to large conference rooms. The conference system consists of a videoconference room unit, a television monitor, a stand with power strip, and a dedicated IP data network connection to a switch port.

Advanced System

The advanced system is suited for large rooms or for special requirements such as data collaboration or integration with multi-purpose room projection systems.

ITS recommends several additional equipment:

  • Document Camera. The document camera displays print media or graphics.
  • VCR. For recording conference or presentations. A second VCR can be used for playback of any tapes, however, playing back of full motion 30 frames per second video is not recommended over H.323 systems as there will be drop out and substantial video degradation.
  • Scan Converter: For converting computer VGA graphics to standard NTSC TV resolution over Polycom. If showing websites and PowerPoint content is needed, a scan converter is recommended. If showing PowerPoint files only, Polycom can store limited quantity of slide presentations as .jpg files
  • Polycom mic: Additional Polycom mic for larger conference rooms

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Updated:January 30, 2007