What IS Video Conferencing?
There is quite a variation of events which can sometimes mistakenly fall under the heading “video conferencing” It is important that users understand what TCDE refers to as “Video Conferencing”
Other Events, which do not fall under “Video Conferencing”
Why use Video Conferencing?
Do You Have What It Takes?
Successful video conferencing doesn’t just happen; planning is the key to ensuring a quality video conferencing experience.
Identify the Players
Who is the host for the event?
Who is participating in the event?
Which one are you?
Where will the event take place?
We currently have two video conference systems. One is permanently located in the Preview Room and the other is a mobile unit which can be used in any of our conference rooms. The employee who is making the Video Conferencing Request is responsible for reserving the room.
How Are You Connecting?
Video conferencing usually comes mainly in one of two methods:
Helpful Hints If You Are Presenting
Equipment Camera Positioning
The camera should focus on the upper 2/3 of the presenter
Make sure the overhead lights are not captured by the camera
Make sure the microphone is in a central location away from items which can cause noise.
Process for requesting a Video Conference
Use the Video Conference Reservation form located on the TCDE website. You can find a link for it on the left side of our home page. The form is sent via email to the tech department and the requested dates will be checked against the video conferencing calendar. You will be notified as to whether or not the equipment is available and if there is any other information needed.
For a Video Conference you will need to know:
Date of Video Conference
Start and End Time
The title of the video conference
Which room you will be using for the video conference
Whether you will be hosting or connecting to another site (If connecting to another site, you will need to know the IP address of the host site)
Additional location(s) which will connect if you are hosting
Reserve the Room- The person who is hosting or participating in a video conference will be responsible for making sure the room is reserved. This must be done prior to submitting the Video Conferencing form to tech support. Make sure you allow time for set up at least a half hour prior to the event.
The Video Conference Reservation form- Once a room is reserved, the person who is hosting or participating in a video conference is responsible for completing the online form available on our website.
The Video Conferencing Unit – Tech Support will assume the responsibility of setting up and testing the connection prior to the event, provided the information is supplied in the form.
If the event is cancelled, please contact Tech Support as soon as possible.