FoM Video Conference Training

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

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

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

General VC Terminology TEL VC Bridge• Dedicated Video

Conference Server• Pre Configure VC Sessions

with Session IDs’ and Audio Insertion

• Video Recording capable

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

General VC TerminologyHost 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

General VC TerminologyCrestron Touch Panel Tandberg Remote

General VC TerminologyScreens/Displays/Monitors/TVs

• 1 Screen system

• 2 Screen system

General VC TerminologyMain 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 screen

General VC TerminologyMXP 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 screen

General VC TerminologyMXP Tandberg Remote C-series Tandberg Remote• Legacy VC remote control • New VC remote control

General VC TerminologyChair 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

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)

Pre-Configure VC Session

Lets Get StartedWith using the equipment

Pre-Configure VC SessionCrestron Touch Panel• If the screen is blank, please

press screen firmly• Press “Continue”

Tandberg Remote• Press

Pre-Configure VC SessionCrestron Touch Panel• Press “Conference Mode”

for video conference

Tandberg Remote• Please Stand-by

Pre-Configure VC SessionCrestron 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

Pre-Configure VC SessionCrestron 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

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

Pre-Configure VC SessionPoint 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

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

Pre-Configure VC SessionConference 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

Pre-Configure VC SessionCrestron Touch Panel• Self Reconnection with

Conference ID• Press “ Video conference

Dialing”

Tandberg Remote• Press

Pre-Configure VC SessionMXP On Screen Menu• This image will appear on

your main screen

C-series On Screen Menu• This image will appear on your

main screen

Pre-Configure VC SessionCrestron Touch Panel• Using the numeric keypad

please enter your unique Conference ID (i.e. 30255)

Tandberg Remote• Same

Pre-Configure VC SessionMXP 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

Pre-Configure VC SessionCrestron Touch Panel• Press “Dial / Answer” button

Tandberg Remote• Press twice

Pre-Configure VC SessionCrestron 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 connection

Presentation & Screen Assignment

Crestron Touch Panel• Chair PC: Press “Presentation

Screen” & select “Chair PC”

Tandberg Remote• Chair PC: Press “Presentation”

Presentation & Screen Assignment

Crestron Touch Panel• Laptop connection: First

connect desk VGA cable to your laptop

Tandberg Remote• same

Presentation & Screen Assignment

Crestron Touch Panel• Laptop connection: Press

“Presentation Screen” & select “Chair VGA”

Tandberg Remote• Press “Presentation”

Presentation & Screen AssignmentLaptop 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

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

Presentation & Screen Assignment

Crestron Touch Panel• Camera Adjustment: Press

“Main Screen” and select between Podium & Audience Camera

Tandberg Remote• Camera Adjustment: Please

stand-by

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 button

Tandberg Remote

Tandberg Remote

Audio InsertionTEL 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 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 confirmation

Audio InsertionTEL VC Bridge Audio Insertion

• Room Booking Confirmation example

How to End a VC SessionCrestron Touch Panel• Press “HOME”

Tandberg Remote• Press the red phone button

twice

How to End a VC SessionCrestron 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

Post Session ResponsibilityCrestron 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 garbage

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

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

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

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

Questions ?

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 here

• Videoconference Glossary