Agenda Where to get Help General VC Terminology Room Equipment PreConfigure VC Session Presentations and Screen Assignment Audio Insertion How to End a VC Session Post Session Responsibilities ID: 151535
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Slide1
FoM Video Conference TrainingSlide2
Agenda
Where to get Help ?
General VC Terminology
Room EquipmentPre-Configure VC SessionPresentations and Screen AssignmentAudio Insertion
How to End a VC Session
Post Session Responsibilities
VC Etiquette
What is Presentation Mode
New VC Supporting Tools
QuestionsSlide3
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 trackProcess centre for all the TEL VC Bridge video recordingsSlide4
Where to Get Help ?
Look for these signs in the conference roomsSlide5
General VC Terminology
TEL VC Bridge
Dedicated Video Conference ServerPre Configure VC Sessions with Session IDs’ and Audio InsertionVideo Recording capableSlide6
General VC Terminology
Pre-Conference Check List
Please create your own VC checklist, consist of
Conference ID, Session Name, Date and TimeListing 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 InformationSlide7
General VC Terminology
Host Site
Pre-conference Check List
Confirm Audio/Video with all the connected sitesConfirm 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 InfoSlide8
General VC Terminology
Crestron Touch Panel
Tandberg RemoteSlide9
General VC Terminology
Screens
/Displays/Monitors/TVs
1 Screen system2 Screen
systemSlide10
General VC Terminology
Main Screen
This screen shows all your connected site(s)
It’s your left facing screen
Presentation Screen
This is your Presentation Screen
It’s your right facing screenSlide11
General VC Terminology
MXP On Screen Menu
C-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 screenSlide12
General VC Terminology
MXP Tandberg Remote
C-series Tandberg Remote
Legacy VC remote control
New VC remote controlSlide13
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 connectionSlide14
Room Equipment
Screens: 1 or 2 screen system
Crestron Touch Panel or Tandberg Remote
Video Conference Camera(s)Microphones: Push-to-Talk or Table TopChair VGA ConnectorChair PC (not available for all VC rooms)
Doc Camera
(not available for all VC rooms)
DVD/VCR
(not available for all VC rooms)Slide15
Pre-Configure VC Session
Lets Get Started
With using the equipmentSlide16
Pre-Configure VC Session
Crestron Touch Panel
If the screen is blank, please press screen firmly
Press “Continue”
Tandberg Remote
PressSlide17
Pre-Configure VC Session
Crestron Touch Panel
Press “Conference Mode” for video conference
Tandberg Remote
Please Stand-bySlide18
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” buttonSlide19
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 connectionSlide20
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 DeskSlide21
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 screenSlide22
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 optionsFirst, retrieve your Conference IDIt is a unique 5 digit number designated to your specific video conferenceSlide23
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 assistanceOption #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 30255Slide24
Pre-Configure VC Session
Crestron Touch Panel
Self Reconnection with Conference ID
Press “ Video conference Dialing”
Tandberg Remote
Press Slide25
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 Slide26
Pre-Configure VC Session
Crestron Touch Panel
Using the numeric keypad please enter your unique Conference ID (i.e. 30255)
Tandberg Remote
SameSlide27
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 IDSlide28
Pre-Configure VC Session
Crestron Touch Panel
Press “Dial / Answer”
button
Tandberg Remote
Press twiceSlide29
Pre-Configure VC Session
Crestron Touch Panel
You’ll be reconnected to your conference, if not please contact MedIT Service Desk
i.e. Point to Point connection
Tandberg Remote
You’ll be reconnected to your conference, if not please contact MedIT Service Desk
i.e. Multi Site connectionSlide30
Presentation & Screen Assignment
Crestron Touch Panel
Chair PC
: Press “Presentation Screen” & select “Chair PC”
Tandberg Remote
Chair PC
: Press “Presentation” Slide31
Presentation & Screen Assignment
Crestron Touch Panel
Laptop connection
: First connect desk VGA cable to your laptop
Tandberg Remote
sameSlide32
Presentation & Screen Assignment
Crestron Touch Panel
Laptop connection
: Press “Presentation Screen” & select “Chair VGA”
Tandberg Remote
Press “Presentation”Slide33
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” twiceOr 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 DeskSlide34
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 keysSlide35
Presentation & Screen Assignment
Crestron Touch Panel
Camera Adjustment
: Press “Main Screen” and select between Podium & Audience Camera
Tandberg Remote
Camera Adjustment
: Please stand-bySlide36
Presentation & Screen Assignment
Crestron Touch Panel
Camera Adjustment
: Generally it’s 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 buttonSlide37
Tandberg RemoteSlide38
Tandberg RemoteSlide39
Audio Insertion
TEL VC Bridge Audio Insertion
This premium service is part of your Pre-configured Conference ID
Host site and receiving sites do nothingResponsibility lies with the telephone callers onlyThe requester will be given instructions for the telephone users on how to join the conference, and it’s 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 confirmationSlide40
Audio Insertion
TEL VC Bridge Audio Insertion
Room Booking Confirmation exampleSlide41
How to End a VC Session
Crestron Touch Panel
Press “HOME”
Tandberg Remote
Press the
red
phone button twiceSlide42
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 systemSlide43
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 it’s 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 it’s cradle
Remove any garbageSlide44
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 speakingBe aware of time, your conference will start and end on time as per your room booking confirmationSlide45
What is Presentation Mode
Select “Presentation Mode” during start up
No Camera View
Your presentation can be display on your Main and Presentation screenMicrophones can be use (example: Lecture Theatres) but not necessary for small & medium size VC roomsSome rooms are equipped with a Polycom
Teleconference SystemSlide46
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 sessionSlide47
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 IDSlide48
Questions ?Slide49
Questions and Feedback
Please contact Alex Kennedy
at
alex.kennedy@medd.med.ubc.ca with any questions or feedback These slides and other VC training materials are located hereVideoconference
Glossary