Getting Started

A successful videoconference requires advance planning and coordination. It is highly recommended that you begin planning for your videoconference no later than two-weeks before your proposed videoconference date. It may take that long to coordinate and schedule amongst the participants AND videoconference locations.

  1. Determine time and length of conference.
  2. Establish who should attend and their availability.
  3. Determine whether it is a point-to-point videoconference or multipoint videoconference.
    1. Coordinating a point-to-point videoconference
    2. Coordinating a multipoint videoconference

 

Coordinating a point-to-point videoconference

Step 1: Determine possible videoconference endpoints

  • If you are planning a videoconference within the UH system, you may use the UH H.323 Directory for available endpoints.
    • Be aware that some departments may have videoconference capabilities, however may only be available for their internal department requests.
  • If you are planning a videoconference with an H.323 UH endpoint and an external site, contact the external site’s Endpoint Room/Technical Contact person to verify they have H.323 standards-based videoconference equipment and capabilities.
    • Most UH departments have H.323 standards-based videoconferencing capabilities and it would be best to find an external site with the same protocol.

Step 2: 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 for this information.
    • We recommend reserving the room 15 minutes prior to the start time of your meeting. This allows the technical contact person time to establish the connection and instruct participants on how to use the videoconference equipment
  • Connectivity Test: In most cases it is recommended to do a connectivity test before accepting any reservations. Please be sure to gather the following technical information and provide to each Endpoint Technical Contact Person:
    • Technical Contact Person Information (Name, Phone, Email, FAX)
    • Endpoint IP Address or GDS number
    • Telephone number in videoconference room/Troubleshooting number

Step 3: Modification to your Point-to-Point request

  • Once the videoconference is scheduled, please be sure to keep each Endpoint Room/Technical Contact Person 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.).

 

Coordinating a multipoint videoconference

A multi-point videoconference requires advance planning.  It involves coordination with multiple sites, use of the ITS Bridging Service, and, if applicable, different time zones. There is always a possibility that not all sites’ or the Bridging Service services’ schedule “fit” to accommodate the date and time you are requesting.  Therefore it is highly recommended that you begin planning for your multi-point videoconference no later than two-weeks before your proposed videoconference date, to allow time to complete the following steps:

Step 1: Determine possible videoconference sites

  • If you are planning a videoconference using sites within the UH system, you may use the UH H.323 Directory for available Endpoints.
    • Get in touch with the Endpoint’s Room/Technical Contact person and verify whether their facility is available.
    • Be aware that some departments may have videoconference capabilities, however may only be available for their internal department requests.
  • If you are planning a videoconference with sites outside of the UH system, the endpoint must be certified with the Bridging Service.

Step 2: Bridging Service certification

  • All sites must be certified with the ITS Bridging Service prior to scheduling your multi-point videoconference.
  • If an endpoint is not certified with the ITS Bridging Service service, please have the Endpoint Technical Contact Person submit the Endpoint Certification Form to begin the process of being Bridging Service-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 for this information.
    • We recommend reserving the room 15 minutes prior to the start time of your meeting. This allows the technical contact person to establish the connection and instruct you on how to use the videoconference equipment.
  • When reserving the room, be sure to ask for the endpoint’s technical information once your reservation is confirmation. You will need the following information when requesting the Bridging Service Service:
    • Endpoint Technical Contact Information (Name, Phone Number, FAX Number, Email address)
    • Endpoint IP Address or GDS number
    • Endpoint Bldg/Room #

Step 4: Reserve the Bridging Service

Step 5: Modifications to your Multipoint request

  • Once the Bridging Service has been confirmed, please be sure to keep each Endpoint Room/Technical Contact Person and Bridging 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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