Video Conference Training

By the end of this session

• Get Help for your conference

• Use the VC reference guide

• Turning on a conference room

• Select between Conference &

Presentation Mode

• Adjusting the camera position

• Displaying content

• Adjusting the audio

• Shutdown

• Other VC Supporting Tools

• Questions

you’ll be able to:

Where to get help ?

Reference Guide: Black Touch Panels

Turning on the System

1. Touch screen to wake 2. Press continue

Selecting a Mode

When presenting locally choose presentation modeWhen videoconferencing choose conference mode

Adjusting the Camera

Displaying Content

1. Select the right screen from the room screens option.2. Select a source to display

Adjusting the Audio

Mic is enabled Mic is disabled

Shutdown

Reference Guide: White Touch Panels

Turning on the System

1. Touch screen to wake

To Display Laptop (Local Mode)

To Display Laptop (VC Mode)

Adjusting the Camera (VC Mode)

Activate your Microphone

Disconnecting your Conference

1. Press the “End” Button to Disconnect from your conference

Reference Guide: Handheld Remotes

Press button to wake

Rooms with Silver Colour remote

Wake Up the System

Rooms with Multi Colour remote

Adjusting the Camera

Rooms with Silver Colour remote:1. Press Selfview2. Press Check button then Arrow keys and

Zoom to show more or less of the room

Rooms with Multi Colour remote:1. Press Selfview button2. Press Arrow keys and Zoom to show

more or less of the room

1

2

Displaying Content

Rooms with Silver Colour remote: Connect VGA cable to your laptop thenpress the button with a laptop symbol to display content

Rooms with Multi Colour remote:Connect VGA cable to your laptop thenpress the Presentation button to display content

Adjusting the Audio

Rooms with Silver Colour remote: 1. Turn the room microphone on or off.2. Increase/Decrease sound in room.

Rooms with Multi Colour remote:1. Turn the room microphone on or off.2. Increase/Decrease sound in room.

1

2

1

2

Disconnecting your Conference

Rooms with Silver Colour remote: Press the button twice to disconnect and end the call.

Rooms with Multi Colour remote:Press the button twice to disconnect and end the call.

Meeting Invitation SampleHow to join the meeting:

Faculty of Medicine videoconference-enabled room: go directly to the scheduled room as you usually would. The room will connect automatically to the meeting as usual.

Web Browser: prior to joining your first meeting using a web-browser, test your connection by visiting https://meet.vc.ubc.ca and entering test@vc.ubc.ca into the conference ID field. If you are unsuccessful with your connection test, please call the Service Desk at 1-877-266-0666 – option #2

Once you have completed your test successfully, go to https://meet.vc.ubc.ca and enter the 5-digit conference ID provided in the meeting invitation.

We recommend using Google Chrome for Windows or Safari for Mac. Other browsers are supported with a plugin. Please note: If you are sharing content, Chrome and Safari are the only browsers that support this function. For further information on web-browser and audio/video settings set-up and testing, follow these instructions.

Audio only: dial toll-free phone number, 1-844-521-0666, followed by the 5 digit conference ID, followed by #.

Movi desktop (if you are an existing user), enter the five-digit conference / bridge ID as usual. We encourage you to try connecting using the Web Browser for best quality on the New VC Bridge.

If you experience issues joining the meeting, or during the meeting: inform the facilitator and dial in using the audio only option. When you are able, log a ticket by calling the MedIT service desk at 1.877.266.0666 – option #2.

If your conference doesn’t start

• Your conference will start and end on time as per your Room Booking

confirmation, if your conference doesn’t start on time please contact the

MedIT Service Desk!

• Be ready to provide your conference ID and your room location for

connection assistance.

• Once reconnected: please confirm audio, video and presentation with one

of the connected sites.

What if you are disconnected?

• Have your Conference ID ready

• Contact MedIT Service Desk and quote your conference ID, conference name

and your room location for reconnection assistance

VC with Telephone Participants

• Instructions are available in your Room Booking Confirmation email

• The requester must provide telephone participants with these details on

how to join the conference using a telephone

• Telephone participants must select a phone with a functional ‘MUTE’

control

• Responsibility lies with the telephone callers to connect to the conference

once the session has been connected

• No effort required from video conferencing sites during the session

• Maximum up to 5 teleconference participants

Other VC supporting tools

• Recording your conference: Please consult your room bookers and follow the

instructions in the request form.

• Joining your conference using a Web Browser: Clients joining the conference

using https://meet.vc.ubc.ca for their very first time will need to familiarize

themselves with this Web Browser guide.

• Audio Bridge: Please consult with the room bookers to arrange for a third

party external audio bridge.

Local Presentation Mode

• Using the touch panel: Select “Presentation Mode” during start up

• Your presentation will be displayed on your left and right screen

• Microphones can be use (example: Lecture Theatres) but not necessary

for small & medium size VC rooms

• Please refer to desktop “Video Conference & Presentation Reference

Guide” for more details

Videoconferencing Best Practices

1. Confirm that you can be seen and heard at all sites

2. Confirm that presentation is being seen at all sites

3. Use the mouse as a pointer

4. Mute microphones when not speaking

5. Stay on schedule, your conference will start automatically and end at the

time booked

6. Contact the Service Desk for any technical issues

Videoconferencing Etiquette Guide

1. Use your microphones

2. Address the camera when speaking to other sites

3. Introduce everyone present at your site

4. Avoid side conversations

5. Be aware of your body language

6. Observe etiquette and best practices at your own site

7. Speak up if there is an issue at another site.

Questions ?