1. FoM Video Conference Training

2. Agenda Where to get Help ? General VC Terminology Room Equipment Pre-Configure VC Session Presentations and Screen Assignment Audio Insertion How to End a VC Session Post Session Responsibilities VC Etiquette What is Presentation Mode New VC Supporting Tools Questions

3. Where to Get Help ? The MedIT Service Desk is designed to support and facilitate all video conference sessions They are the front line for all video conference trouble shooting Single point of contact to help you get your VC session back on track Process centre for all the TEL VC Bridge video recordings

4. Where to Get Help ? Look for these signs in the conference rooms

5. General VC Terminology TEL VC Bridge Dedicated Video Conference Server Pre Configure VC Sessions with Session IDs and Audio Insertion Video Recording capable

6. General VC Terminology Pre-Conference Check List Please create your own VC checklist, consist of Conference ID, Session Name, Date and Time Listing of all the connecting sites and their person of contact (their names and cell #s) Presentation tool requirement: Chair PC or personal laptop, ( PC or Mac Laptop? If using Mac laptops, presenter is responsible for providing their own Mac to VGA adaptor to connect to the Chair VGA Cable ) Audio Insertion Information

7. General VC Terminology Host Site Pre-conference Check List Confirm Audio/Video with all the connected sites Confirm audio with Audio Insertion users Bring up presentation(s) Acts as a moderator Keep track of session running time MedIT contact info Receiving Site(s) Confirm Audio/Video with host Site Confirm presentation with Host site MedIT contact Info

8. General VC Terminology Crestron Touch PanelTandberg Remote

9. General VC Terminology Screens/Displays/Monitors/TVs 1 Screen system 2 Screen system

10. General VC Terminology Main Screen This screen shows all your connected site(s) Its your left facing screen Presentation Screen This is your Presentation Screen Its your right facing screen

11. General VC Terminology MXP On Screen MenuC-series On Screen Menu Legacy Tandberg VC equipment on screen menu This image will appear on your main screen New Tandberg VC equipment on screen menu This image will appear on your main screen

12. General VC Terminology MXP Tandberg RemoteC-series Tandberg Remote Legacy VC remote control New VC remote control

13. General VC Terminology Chair PC Lectern PC/Desk PC/Local PC Not all VC rooms have a dedicated PC for your presentation, please consult with your Room Booker Chair VGA All VC Rooms are equipped with a VGA connector for your laptop connection

14. Room Equipment Screens: 1 or 2 screen system Crestron Touch Panel or Tandberg Remote Video Conference Camera(s) Microphones: Push-to-Talk or Table Top Chair VGA Connector Chair PC (not available for all VC rooms) Doc Camera (not available for all VC rooms) DVD/VCR (not available for all VC rooms)

15. Pre-Configure VC Session Lets Get Started With using the equipment

16. Pre-Configure VC Session Crestron Touch Panel If the screen is blank, please press screen firmly Press Continue Tandberg Remote Press

17. Pre-Configure VC Session Crestron Touch Panel Press Conference Mode for video conference Tandberg Remote Please Stand-by

18. Pre-Configure VC Session Crestron Touch Panel Press Audio Sources to inspect your incoming/outgoing audio Red Muted button = sound is OFF Blue Muted Button = sound is ON Tandberg Remote Inspect your audio status by pressing MIC OFF and +/- Volume button

19. Pre-Configure VC Session Crestron Touch Panel Please stand-by for automated VC connection Tandberg Remote If these symbols appears on your main screen incoming/out going audio is Muted, please adjust if necessary Please stand-by for automated VC connection

20. Pre-Configure VC Session If no connection occurs after 2 minutes from your scheduled start time, please contact MedIT Service Desk Be prepare to quote your conference ID, session name, scheduled conference time and your room location for assistance After connection is made, host site please make sure all sites are connected according to your check list, if assistance is require contact MedIT Service Desk

21. Pre-Configure VC Session Point to Point Connection This is an example of a point to point connection You and your connected site will only appear on your main screen Multi Site Connection This is one example of a multi site connection You and your connected sites will only appear on your main screen

22. Pre-Configure VC Session What do I do if my site is disconnected from the conference due to a Network, power interruption or accidental disconnection by user? There are two options First, retrieve your Conference ID It is a unique 5 digit number designated to your specific video conference

23. Pre-Configure VC Session Conference ID example: 30101 – 30199; 30201 – 30299; 30301 – 30399 Option #1: contact MedIT Service Desk and quote your conference ID, conference name and your room location for reconnection assistance Option #2: Power Users, you may reconnect manually back into the conference by using your conference ID, the following slides will show you how to reconnect with a conference ID 30255

24. Pre-Configure VC Session Crestron Touch Panel Self Reconnection with Conference ID Press Video conference Dialing Tandberg Remote Press

25. Pre-Configure VC Session MXP On Screen Menu This image will appear on your main screen C-series On Screen Menu This image will appear on your main screen

26. Pre-Configure VC Session Crestron Touch Panel Using the numeric keypad please enter your unique Conference ID (i.e. 30255) Tandberg Remote Same

27. Pre-Configure VC Session MXP On Screen Menu This will appear on your main screen with your conference ID C-series On Screen Menu This will appear on your main screen with your conference ID

28. Pre-Configure VC Session Crestron Touch Panel Press Dial / Answer button Tandberg Remote Press twice

29. Pre-Configure VC Session Crestron Touch Panel Youll be reconnected to your conference, if not please contact MedIT Service Desk i.e. Point to Point connection Tandberg Remote Youll be reconnected to your conference, if not please contact MedIT Service Desk i.e. Multi Site connection

30. Presentation & Screen Assignment Crestron Touch Panel Chair PC: Press Presentation Screen & select Chair PC Tandberg Remote Chair PC: Press Presentation

31. Presentation & Screen Assignment Crestron Touch Panel Laptop connection: First connect desk VGA cable to your laptop Tandberg Remote same

32. Presentation & Screen Assignment Crestron Touch Panel Laptop connection: Press Presentation Screen & select Chair VGA Tandberg Remote Press Presentation

33. Presentation & Screen Assignment Laptop screen resolution missed match Most laptops will self adjust to the proper presentation resolution upon VGA cable connection If not please try the following: Lenovo Laptops: Press Fn + F7 twice Or you may need to manually adjust laptop display resolution to 1024 X 768 @ 60 Hz and set it to send the same image of the LCD display to projector Mac: unplug & reattach the Mac to VGA adaptor may resolve the issue Still having problems, contact MedIT Service Desk

34. Presentation & Screen Assignment Crestron Touch Panel Other Source Selection: Press Presentation Screen and select between Doc Cam/DVD/VCR Tandberg Remote Press follow the on screen instruction by using the arrow keys

35. Presentation & Screen Assignment Crestron Touch Panel Camera Adjustment: Press Main Screen and select between Podium & Audience Camera Tandberg Remote Camera Adjustment: Please stand-by

36. Presentation & Screen Assignment Crestron Touch Panel Camera Adjustment: Generally its automated however you may press the up/down/left/right arrows for a better coverage Tandberg Remote Camera Adjustment: Press the four arrows and the zoom button

37. Tandberg Remote

39. Audio Insertion TEL VC Bridge Audio Insertion This premium service is part of your Pre-configured Conference ID Host site and receiving sites do nothing Responsibility lies with the telephone callers only The requester will be given instructions for the telephone users on how to join the conference, and its up to the requester to distribute this information to all potential telephone callers for their session This instruction will be part of your room booking confirmation

40. Audio Insertion TEL VC Bridge Audio Insertion Room Booking Confirmation example

41. How to End a VC Session Crestron Touch Panel Press HOME Tandberg Remote Press the red phone button twice

42. How to End a VC Session Crestron Touch Panel A black-out screen will appear with the options of Shut Down & Back Press SHUT DOWN, this will disconnect your VC connection, your Audio Insertion connection as well as power down the room system

43. Post Session Responsibility Crestron Touch Panel Delete your PowerPoint off the Chair PC Disconnect your VC connection by pressing the HOME + Shut Down button (this will disconnect your VC and power down the system) Return the wireless mouse to its cradle Remove any garbage Tandberg Remote Delete your PowerPoint off the Chair PC Disconnect your VC connection by pressing the Hang Up button twice Return the wireless mouse to its cradle Remove any garbage

44. VC Etiquette Wait your turn before speaking by raising your hand Introduce Yourself & Location before speaking Push-to-Talk mics: Be aware of delay (1 second) Sit within microphone working distance (30cm) Mics should be MUTED when not speaking Be aware of time, your conference will start and end on time as per your room booking confirmation

45. What is Presentation Mode Select Presentation Mode during start up No Camera View Your presentation can be display on your Main and Presentation screen Microphones can be use (example: Lecture Theatres) but not necessary for small & medium size VC rooms Some rooms are equipped with a Polycom Teleconference System

46. Polycom Teleconference System Teleconference plus Presentation Mode Available only in selected rooms Set up your presentation if necessary Use Tandberg Remote for audio adjustment (refer to slide # 19) Press the Polycom phone button, the display will light up green Press 9 + teleconference number and follow the automated instruction You MUST manually disconnect by pressing the phone button at the end of your session

47. New VC Supporting Tools Video Conference Recording: By using the TEL VC Bridge, your session can be recorded upon proper request procedures TEL VC Bridge Audio Insertion MOVI: Desk Top application that enable some users to join in a VC session with the use of their PC/Mac laptops plus Conference ID

48. Questions ?

49. Questions and Feedback Please contact Alex Kennedy at alex.kennedy@medd.med.ubc.ca with any questions or feedback alex.kennedy@medd.med.ubc.ca These slides and other VC training materials are located herehere Videoconference GlossaryGlossary