.
Procedures for Administrative Events and Meetings
Date: June 1, 2006
Approved by: CAO & NORTH Network Operating Working Group
Contents
Administrative Events and Meetings
3
Support and Coordination of Meetings and Events
4
Chairing Administration Events and Meetings
6
Presenting Via Videoconferencing
8
Participating in a Videoconference
10
Videoconference Etiquette
11
Videoconference Requirements
13
Videoconference Conference Modes
18
Operating a Videoconference When Technical Support is Not Available
21
Resources and Support at NORTH Network, Contact North, KNet & Telus
31
NORTH Network Videoconference Request Form
33
NORTH Network Video Conferencing Scheduling for
Administrative Events and Meetings
39
Meeting and Event Checklist
40
Videoconference Etiquette (Printout used in meeting rooms)
44
NORTHERN ONTARIO SCHOOL OF MEDICINE
ADMINISTRATION CATEGORY:
General Administration
PROCEDURES:
Procedures for Administrative
Events and Meetings
DATE:
June 1, 2006
Administrative Events or Meetings
An administrative event or meeting will include unit meetings, general staff meetings,
committee meetings, governance meetings, research meetings, project coordination,
special events, development events and recruitment interviews. These events can
range from casual, small group meetings to formal, large, multiple location conferences.
Most NOSM events involve videoconferencing and/or telephone conferencing. Some of
these events and meetings will require videoconferencing connection and scheduling
through NORTH Network. A key role in scheduling and liaison with NORTH Network is
performed by NOSM TSM (Telehealth Service Manager) Scheduling Administrative
Assistant.
Whether supporting, coordinating, facilitating, planning, chairing or participating in an
administrative event or meeting via videoconferencing, there are some key functions that
should be followed to help the meeting run smoothly. In general there is usually a team
of assistants working together to ensure that administrative meetings and events run
smoothly. This team will utilize a number of resources and guidelines. This manual will
provide the procedures, information, guidelines and checklists needed for ensuring
successful administrative events and meetings.
Revised: June 1, 2006
Page 3 of 44
Support and Coordination of Meetings and Events
Administrative Assistants
Administrative Assistant assigned to specific units will provide support to administrative
unit events and meetings. The assignments will come from the Unit Manager or
delegate. Along with providing general administrative support, such as preparing
agendas, processing related expense reimbursement forms and invoices, preparing
itineraries and minute taking; general duties for Administrative Assistants in supporting
the events and meetings, will also include the coordinating following logistical elements:
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ensure all appropriate people are available to meet at the scheduled time and
place
ensure all the necessary arrangements and accommodations are made, such as;
coordinate complex or routine travel arrangements, book car rental, hotel
accommodations
book meeting rooms
book videoconference rooms as follows:
(NOSM East and West & Sudbury Health Sciences Resource Centre – Room Booking System)
(Sudbury – Health Sciences Resource Centre – Room 109 – Events Clerk)
(Thunder Bay – Health Sciences North – NOSM TSM Scheduling Administrative Assistant)
reserve technology equipment
arrange for catering
determine telephone conference and videoconferencing needs
book telephone conferencing bridging
complete the NORTH Network Video Conference Request (VCR) form and email
to NOSM Assistant responsible for scheduling on the NORTH automated system
request technical support when needed
prepare invitations, compile the RSVP summary list
prepare bulletins, posters
assist with meeting materials, handouts and PowerPoint presentation
arrange for equipment and supplies
Events Geared Towards Public Audience
For events (large or small) that are geared towards a public audience (media or
community), the NOSM Communications Unit and NORTH Network (Rhonda Ferguson [email protected]) must be contacted at the outset. Typically, these events
will involve the participation of senior NOSM administration, or government officials, or
politicians. Communications will be the main point of contact for these individuals.
Communications will also be responsible for all media relations and for the drafting and
printing of any material that is for public consumption.
Organizational Events and Meetings
There are a number of administrative events and meetings which fall under the
description of organizational events and meetings. These organization events and
meetings are coordinated by other positions at NOSM and are described below.
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Page 4 of 44
Event Coordinator
The Event Coordinator is primarily responsible for the coordination of logistical elements
for special events, conferences, retreats, meetings and other special activities for the
Medical School. The Event Coordinator also assists on Unit specific events and
complex meetings.
The majority of the assignments will come from the offices of the Founding Dean, Vice
Deans and CAO. The Event Coordinator will coordinate events such as senior academic
interviews, logistics of accreditation site visits, senior management retreats, complex
organizational meetings and administrative workshops. The Event Coordinator will also
provide support to the Inaugural Year Special Events Working Group. Other units may
also benefit from the Event Coordinator when planning large special events which
require additional resources. Unit Managers should contact the Office Manager to
request assistance.
Secretary to the Board, Academic Council and Joint Senate
There are a number of governance events, retreats and meetings that are coordinated
by the Secretary to the Board. Assignments will come from the Founding Dean or
Chairs of the Academic Council, Joint Senate or Subcommittees. Opposite site support
may be requested for these events by the Office Manager.
Senior Development Officer
The Senior Development Officer and unit support staff coordinate events and meetings
pertaining to NOSM development.
Revised: June 1, 2006
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NORTHERN ONTARIO SCHOOL OF MEDICINE
ADMINISTRATION CATEGORY:
General Administration
GUIDE:
Chairing Administrative Events and Meetings
DATE:
June 1, 2006
Chairing Administrative Events and Meetings
Effectively chairing an in-person meeting requires skill and attention. Chairing a meeting
over videoconference requires even more effort as the participants are not all in the
same room and may not be able to see each person at each of the sites all at once.
Furthermore, there is a half second or more sound delay in a videoconference, which
can cause confusion when trying to interrupt someone talking, or when several sites try
and talk at once.
Active participation in videoconference meetings can be challenging, as many
participants are not familiar with videoconferencing. Chairpersons play an even more
important role in videoconference meetings, as they need to facilitate orderly discussion
between sites.
Before the Meeting
• Learn the videoconferencing system
• Introduce yourself to the Facilitator running the conference. Ensure that she/he
knows your expectations for the meeting, including room setup
• Review your presentation with the technology and visual aids. Arrange any
additional equipment you will be using
• If you intend on showing a PowerPoint presentation, be sure to contact the
Facilitator(s) a few days before the meeting to view your presentation over the
videoconferencing system prior to the meeting time, so that you have time to
make last minute modifications (font size, colours, graphics)
• Be sure to ask the Facilitator if you need to bring your own laptop on the day of
the meeting
• Understand videoconference etiquette skills, tips for chairing of administrative
meeting via videoconference meetings and room set up
• Your assistant should circulate meeting material and agendas electronically or
via NORMEDNET to all participants well in advance of the meeting
• Determine if you wish to assign the responsibility of operating the technology
(such as manipulating the camera) to one of your local participants. This allows
you to focus your efforts on chairing the meeting
Revised: June 1, 2006
Page 6 of 44
The Day of the Meeting
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Arrive early to the videoconference. Make sure the room arrangement is to your
satisfaction
Have a list of each remote Participant Site that will be on the videoconference call
Determine if there is a Facilitator at each remote participant site. It is
recommended to have a person that will represent each site and could be asked
to deal with any issues that arise
Once a connection is established, very little technical support is required during
administrative meetings, unless a problem is encountered. Ask the Facilitator for
a contact phone or pager number
Start the meeting on time. Introduce yourself and acknowledge the remote
Participants with a roll call. This is also a good time to conduct a microphone
check at each site to ensure incoming and outgoing audio levels are adequate.
This takes some time, but it is essential to your success
Review videoconferencing etiquette guidelines with the Participants; be sure to
emphasize how important it is to keep all microphones on mute (except that of
the speaker’s) during a formal presentation
Explain your expectations for how the meeting will be conducted and how remote
Participants are to participate in the discussions. If there is a remote Facilitator,
ask them to make sure there is some order at their site. Describe the order that
will be followed for questions/comments from each site. Remind sites to stay on
mute when not speaking
Keep the meeting moving
When you pose a question, address each site individually for a response. This
will help prevent overlapping input from more than one site. It may be easier to
follow a predetermined order when asking each site to respond. After giving
each site a chance to respond, you may wish to open the floor to any site that
might have a follow up comment or make another round through the order
End your meeting on time and with a round table following the same order for site
comments that you used during the meeting. Thank the Facilitators and the
Participants
Hang up immediately so after meeting chatter is not transmitted
Ensure the Facilitators at all sites have the number for NORTH Network’s HELP
Desk in case of technical problems
Note: An “End of Conference Alert Tone” occurs when there are 10 minutes
remaining in a bridge/gateway conference. The chairperson must decide to either
conclude the meeting or contact the TSSC (Telehealth Support Services Centre) to
request more time.
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Revised: June 1, 2006
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NORTHERN ONTARIO SCHOOL OF MEDICINE
ADMINISTRATION CATEGORY:
General Administration
GUIDE:
Presenting Via Videoconferencing
DATE:
June 1, 2006
Guidelines for Presenters
This document should be provided to presenters well in advance of the meeting or event
date. There are certain visuals that do not transmit well over the network and other
visuals that work much better.
Effective PowerPoint Presentations
PowerPoint presentations, slides, and overheads are projected over the network to many
different sized monitors. To ensure visibility, please follow the guidelines below:
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use landscape format and allow for a 1 inch margin
use no more than 5 bullets of information per slide and avoid complex tables and
graphs
use dark print with a plain light background or light print and a plain dark
background; a dark blue background is recommended (avoid using red)
use a consistent font size, 30-point font or larger
choose simple, clear, and bold font: arial, tahoma, verdana
use lower case
no more than 5 colours
when building your PowerPoint presentation, remember that it will likely be used
as a handout
as a final check, print a handout that has 3-6 slides to the page to ensure that
your presentation will be readable
Revised: June 1, 2006
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General Tips for Presenters
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Ensure that the background behind the presenter is not white. The camera will
automatically focus on the white background and the TV picture will be darkened.
Wear clothes that provide contrast to the walls behind the speaker.
If no one is with you at your site, look straight into the camera, not at the
television screen when you speak. Otherwise, participants at other sites will feel
that you are not looking at them and therefore are not “with” them.
If participants are with you at your site, try to look straight into the camera as
often as possible. This is not a typical behavior, of course, so you may find it
challenging but it is vital to make the effort so that a sense of shared presence is
established.
If you are walking around or demonstrating some physical technique, use a
wireless microphone or stay within range of the camera or stationary microphone.
The camera may not automatically follow you or you may move away from the
microphone and not be heard. A speaker who intermittently is not seen or heard
well is very distracting.
Use hand motions to emphasize content points. If there is little motion there is
little reason to be on TV. Alternatively, don’t move too quickly – movements may
appear jerky. Waving hands can be distracting.
Use animated facial expressions and smile during your session. Aim for a sense
of engagement and heightened conversation.
Recognize and use emotional reactions.
Smiling lets your audience know you are not angry with them.
Most people look stern and angry when they are nervous and it may require a
conscious effort to appear approachable and friendly.
Avoid distractions such as tapping a pen on the table.
Test and practice with the technology being used during the session to minimize
technology glitches. Move seamlessly from presenter to PowerPoint
presentation and back; your participants will want to see both.
Have a drink or lozenges available in case of a dry mouth or coughing during the
session.
Avoid clutter of papers etc. on the table.
Assess if the visual materials are clearly visible. If not, they become a distraction
and participants can disengage because of frustration.
Revised: June 1, 2006
Page 9 of 44
NORTHERN ONTARIO SCHOOL OF MEDICINE
ADMINISTRATION CATEGORY:
General Administration
GUIDE:
Participating in a Videoconference
DATE:
June 1, 2006
The following are standard steps when participating in a videoconference:
• turning off cellular phones and wireless devices
• bring your copy of the agenda and handouts
• keep the mute button engaged unless you are speaking
• operate the technology during a videoconference as required
• act professional at all times; always behave as if you can be seen and heard
• refrain from side conversations during the meeting as they are very distracting to
others
• terminate the videoconference call if facilitator is not present
• call the NORTH Network help desk in the event of a technical problem during a
meeting
Revised: June 1, 2006
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NORTHERN ONTARIO SCHOOL OF MEDICINE
ADMINISTRATION CATEGORY:
General Administration
GUIDE:
Videoconference Etiquette
DATE:
June 1, 2006
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turn on all the lights before connecting a call; turning on lights afterwards may
cause the image to be white-washed (moving the camera using the directional
buttons on the remote will correct this)
participate in an audio-visual check at the beginning of the videoconference via
roll call or initiating a chat with the host site
if you are going to be late or unable to attend, notify the appropriate person
share your knowledge
respect everyone’s time and do not monopolize the conversation
respect the start and end of the conference time; a well planned agenda that is
carefully followed is critical
pause and wait until the last person has spoken before you begin talking, due to
audio delay; do not interrupt others talking
focus the camera on the participants, if it’s a large group show a wide angle shot
of the room
avoid frequent changes in the camera zoom or pan during the meeting
move camera so current speaker can always be seen by the remote participants;
do not zoom in full-face on a speaker
lean toward the camera slightly and minimize body movements
look into the camera when you are speaking; this helps you to maintain good eye
contact with the audience; do not move out of camera range; ensure that people
will always be able to see you
everyone in the room should be invited to introduce themselves
speak clearly and naturally; the microphone will automatically amplify the sound
so there is no need to shout; quiet talkers should sit close to the microphone
identify your name and site whenever you respond until everyone is oriented to
each other
when you have a specific question, address each site individually for a response
avoid unnecessary tapping, rustling of papers, and side conversations when your
site is speaking, as this will add audio noise for the receiving sites
do not move the microphone
use the ‘mute’ control when your site is not speaking
due to a slight audio delay, pause and wait for a longer than normal period if you
want to be able to hear comments or are expecting a response from other sites
Revised: June 1, 2006
Page 11 of 44
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remind remote participants to keep their site on ‘mute’ when not speaking; this
will ensure that video does not switch to their site if someone coughs or makes a
noise; it will also prevent such noises from being broadcast to the other sites and
acting as a distraction
move and gesture slowly and smoothly; avoid if possible rapid movements or
erratic hand gestures
avoid wearing clothing with loud patterns, or that is red and white
professional behavior is important at all times; assume that you are visible and
can be heard throughout the meeting
leave the videoconference room as clean as or cleaner than when you entered
leave the remote control device and any other equipment such as the wireless
microphone in plain sight
Revised: June 1, 2006
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NORTHERN ONTARIO SCHOOL OF MEDICINE
ADMINISTRATION CATEGORY:
General Administration
GUIDE:
Videoconference Requirements
DATE:
June 1, 2006
Videoconference Requirements
1.0 Type of Videoconferences
There are two main types of videoconferences, point-to-point and multi-point.
Point-to-point: Videoconferencing format that connects two sites for simultaneous
videoconferencing. Each site can see and hear the other at all times. Point-topoint is when two sites are connected together; the initiating site directly dials using
the appropriate IP number.
Multi-point: Videoconferencing format that connects more than two sites for
videoconferencing. Multi-point is when more than two sites are connected with one
being the presenting site, you need to use a bridging partner who will create a bridge
between the participating sites. Initial determination must be made, taking into
consideration the number of participants and room capabilities (see chart below) as well
as equipment availability. It is important to book a suitable amount of time, for instance
a board meeting would be block booked with no breaks from 1:30pm to 4:30pm, versus
staff/faculty interviews (which for confidentiality reasons should be individual), would be
two separate bookings from 11:30am to 12:30pm and 1:30pm to 2:30pm.
**Please keep in mind that both Sudbury and Thunder Bay are Eastern Standard
Time, other sites may not be, and therefore a time difference may need to be
factored in.
Revised: June 1, 2006
Page 13 of 44
1.1 Point to Point:
• Determine which sites will be participating and the length of time required for the
session, please allow for some additional time at the end in case the discussion
needs to continue past the initial time allowance.
• Determine technological needs, if any (i.e. laptop, projector, ELMO, SmartBoard,
etc.).
• Schedule testing for external sites. Coordinate this with the Technology Unit.
This will help ensure proper connectivity for your meeting.
• Book meeting rooms via Event Management Room Booking system. Notify
participants of confirmed date/time.
• Send detailed e-mail request to [email protected] support, if
required. (Date, time, locations, nature of VC, tech requirements)
• If during the videoconference, you require a time extension (bridged connections
only), please contact the Assistant that organized the meeting or the Bridging
company directly.
• If you experience technical difficulties during any videoconference, please
contact the Technology Unit if basic troubleshooting does not resolve the issue at
hand.
1.2 Multi-point:
• Determine which sites will be participating and the length of time required for the
session, please allow for some additional time at the end in case the discussion
needs to continue past the initial time allowance.
• Determine technological needs, if any (i.e. laptop, projector, ELMO, SmartBoard,
etc.).
• Check partner participant lists to see which partner supports those sites, follow
below instructions for appropriate partner.
• Book meeting rooms via Event Management Room Booking system.
• Submit VCR to NOSM Administrative Assistant responsible for entering NORTH
Network scheduling on automatic TSM system.
• Receive confirmation of bridge scheduling.
• Notify participants of confirmed date/time.
• Send detailed e-mail request to [email protected] support, if
required. (Date, time, locations, nature of VC, tech requirements).
• If during the videoconference, you require a time extension (bridged connections
only), please contact the Assistant that organized the meeting or the Bridging
company directly.
• If you experience technical difficulties during any videoconference, please
contact the Technology Unit immediately.
1.3 After-hours support:
• You are responsible for securing after-hours support for your meeting should it
be required.
• If your meeting is a multi-point videoconference, it is your responsibility to secure
support in the remote studios should it be required. If you are using bridging
services though KNet or Contact North, please make necessary arrangements
through the booking offices of these partners for remote after-hours support.
• Should NOSM tech support be required on either campus, please notify the
Technology Unit Administrative assistant in order to secure a technician. Please
provide reasonable notice in advance.
• Any problems or issues relating to NOSM technical support should be directed to
the Technical Lead Operations Technician or Director of Technology.
Revised: June 1, 2006
Page 14 of 44
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When NORTH Network support (to monitor the bridge) is needed outside of
regular hours, a request for after hours support will be placed via the NORTH
Network helpdesk supervisor. This request for and the confirmation of the
support is automatically handled by NOSM TSM Scheduling Administrative
Assistant.
Due to recent privacy legislation, when technical problems are reported to
NORTH helpdesk (bridge recovery) and NORTH is requested to resolve a
problem, the person requesting assistance from NORTH should expect to
provide authorization that NORTH can view the conference to resolve the
problem. NOSM TSM Scheduling Administrative Assistant will identify to
NORTH Network who should be contacted to obtain authorization.
2.0 Room Capabilities
This table will assist you to identify which rooms have the capabilities that you require in
order to connect to the location/facility necessary. (Health Science meeting rooms have
to be added to this list)
If NOSM videoconference rooms are not available, please use the North Network
Contact list to find a suitable alternate site. Please remember to obtain potential
charges/fees for all off site meetings (room rental, long distance rates, after hours staff,
parking, etc.).
Please use the *Easy Reference Guide found on for information on equipment
availability and uses in NOSM videoconference rooms, to ensure that you have booked
the correct equipment for the medium requested by the presenter/participants.
Room
Number
IP Number
ISDN
Number
(if capable)
Contact
North
Bridging
NORTH
Network
Bridging
KNET
Bridging
MS215 East
142.51.50.51
705 674 3140
Y
Y (ISDN)
Y
MS244 East
142.51.50.52
N
Y
N
Y
MS250 East
142.51.50.53
N
65.39.4.42
807 346 7984
Y
Y (ISDN)
Y
65.39.4.43
807 346 7983
Y
Y (ISDN)
Y
65.39.15.79
N
Y
N
Y
65.39.15.78
N
Y
N
Y
65.39.4.215
807 346 7962
Y
Y (ISDN)
Y
142.51.50.56
N
Y
(via LakehadU)
Additional $200/hr
142.51.50.55
N
Y
(via LakehadU)
Additional $200/hr
ATAC6020
West
ATAC6022
West
ATAC6029
West
WEST
Mobile
AT1011
LakeheadU
AT107
LakeheadU
AT119
LakeheadU
Revised: June 1, 2006
Y
Y
Y
Y
Y
Page 15 of 44
ISDN
Number
(if capable)
Contact
North
Bridging
Room
Number
IP Number
HSERC 109
--
HSERC 242
--
HSERC 201
--
--
--
HSERC 234
--
(705)6880205
--
HSERC 220
--
--
--
HSERC 224
--
--
--
HScN 2010
--
--
--
HScN 2001
--
--
--
HScN Room
1014-16
204.50.182.99
(807)3441248
--
Revised: June 1, 2006
(705)6880205
(705)6880205
---
NORTH
Network
Bridging
Y
Site 23 Sys 1
Y
Site 23 Sys 2
Y
Site 23 Sys 3
Y
Site 23 Sys 5
Y
Site 23 Sys 6
Y
Site 23 Sys 4
(NORTH
Network
system only
used by
Jennifer
Michaud)
Y
Site 49 Sys 1
Y
Site 49 Sys 2
Yes (ISDN)
KNET
Bridging
------
--
----
Page 16 of 44
3.0 Participating Partner Sites
Determined: location(s), connection requirements and partner needs. Please use the
hyperlinks for quick connect to the appropriate website and file(s).
North Network
Contact participating sites for room availability. Use North Network Contact List
spreadsheet on the internet to obtain contact information.
NOSM
NOSM site numbers would be: NOSM-East 215 and NOSM-West 6022 or 6020.
Knet
Contact participating sites to verify room availability.
Use Knet site list found on internet.
Contact North
Contact participating sites to verify room availability. Use Contact North site list found on
internet.
Telus
Telus (formerly Adcom) can accommodate continental and international bridging
services. Contact Joanne Pal (800) 652-3266 for bookings and connection requirements
After hours: the meeting requestor is responsible for contacting Coordinators at each
participating site in order to ensure their availability for after-hours.
Revised: June 1, 2006
Page 17 of 44
NORTHERN ONTARIO SCHOOL OF MEDICINE
ADMINISTRATION CATEGORY:
General Administration
GUIDE:
Videoconference Conference Modes
DATE:
June 1, 2006
Conference Modes: Choices for Administrative Meetings
Some videoconference meetings will involve the connection of only two sites –a host site
(i.e. where the chairperson attends) and a remote site (i.e. where participants attend).
This type of conference is referred to as a point-to-point meeting where each site can
see and hear the other at all times.
A videoconference involving more than two sites is called a multi-point meeting. In a
multi-point meeting, participants at all sites can hear one another at all times, but how
they see other participants at any given moment depends on the conference mode
selected. This document describes two different conference modes that suited for multipoint administrative meetings.
The NORTH Videoconference Bridge
NORTH Network bridging services enable multiple sites to join together for education or
meetings. The ‘bridge’ is the combination of hardware/software that enables multiple
sites to be linked together. Bridged calls can be voice-activated or continuous presence
calls.
Types of Videoconferences: Voice Activated or Continuous Presence
Voice Activated:
• all participating sites view the individual who is currently speaking on their
monitor
• the site that is currently speaking will see the site of the individual who last
spoke
• a brief delay of 1.5 – 2 seconds will occur in the switching of the video image
when a different site begins to speak
• to ensure that the camera does not switch unnecessarily, all non-speaking
sites should remain on mute until it is their turn to speak
• ideal for meetings in which presentations (e.g., PowerPoint) are expected to
take place
Lecture Mode
• allows the speaker site to view all audience sites in a rotating cycle during the
videoconference
• all audience sites will see the speaker in full screen at all times
Revised: June 1, 2006
Page 18 of 44
Continuous Presence:
• enables any one site to view multiple sites simultaneously; the effect is a
“Hollywood Squares” look
• the view of the other sites depends on the number of sites participating in the
videoconference; the greater the number of sites, the smaller the image
• commonly used for interactive meetings in which visual presentations (e.g.
PowerPoint) are not expected to take place
Considerations for Selecting a Continuous Presence Layout:
• The number of sites in the videoconference: an ideal layout allows each
participating site in the videoconference to be viewed on the screen at once.
With continuous presence, you will never view your local image. Your local
image will only be viewable if you have a second monitor for local viewing
and/or in the Picture-In-Picture (PIP) for those sites that have only one
monitor.
• The amount of detail you need to see from the other sites: when the screen is
divided to show many sites at the same time, images become smaller. The
details in the rooms become much harder to see.
• Continuous presence (CP) can be a useful option in a videoconference to
allow the users to view more than one site at a time on one screen.
Revised: June 1, 2006
Page 19 of 44
Continuous Presence Options for Videoconferencing
Side-by-Side Layout
• Recommended for 3 or 4 site
conference
• For sessions involving face-toface discussions
5 + 1 Layout
• Recommended for 7 or 8 site conferences
• For sessions involving face-to-face discussions
• Current speaker site is represented in the large
square with all the participating sites occupying
smaller surrounding squares
Quad Layout
• Recommended for 5 or
6 site conference
• For sessions involving
face-to-face discussions
7 + 1 Layout
• Recommended for nine (9) or more site
conferences
• Recommended for sessions involving straight
‘face-to-face’ discussions
• Current speaker site is represented in the large
square with all participating sites occupying
smaller surrounding squares
Revised: June 1, 2006
Page 20 of 44
NORTHERN ONTARIO SCHOOL OF MEDICINE
ADMINISTRATION CATEGORY:
General Administration
PROCEDURES:
Operating a Videoconference when Technical
Support is Not Available
DATE:
June 1, 2006
Video Conference Calling
General Setup:
1. Ensure that the Polycom VS4000 system and both plasma televisions are turned on.
The power switch is an orange light on the front of the Videoconferencing unit. The
power button for the television is a green button located in the lower right hand
corner of the unit.
2. Picking up the remote (pictured below) will “wake up the system” from its suspended
state. The main menu should appear on one of the plasma screen TVs.
Revised: June 1, 2006
Page 21 of 44
To Place a Call:
1. After completing the general setup, use the directional arrows on the remote control to
highlight the “Address” icon and press the “Select” button on the remote. This will pull up
the “Speed Dial” menu.
2. The “Speed Dial” menu displays the most recently completed calls. If the location you
wish to dial is listed, scroll to it using the directional buttons on the remote and hit the
“Select” button.
3.
If the site you wish to reach is not in the ”Speed Dial” list, select the “Address Book” once
again to access the global address book. From this menu, you can scroll through and
highlight the location you wish to connect with. Pressing the “Select” button will dial the
highlighted entry.
4. When the call is connected, ensure that your side of the teleconference is not muted. A
microphone will appear in the bottom left on the screen to indicate if sound is off.
5. When the call is connected, you can select different camera angles manually with the
directional controls or use the number pad to toggle preset angles.
6. To end the call, press the Call/Hang Up button twice.
7. Replace remote controls to the top of the Polycom cart for the next user.
Revised: June 1, 2006
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Mobile Unit Video Conferencing
General Setup:
1. Ensure that the Video Conferencing system and the television are turned on. The main
power switch is located the back of the ViewStation unit. After doing so, you must press
the power button on the top right of the ViewStation. The power button for the television
is located at the front of the unit.
2. Picking up the remote (pictured below) will “wake up the system” from its suspended
state. The main menu should appear on the television screen.
To Place a Call:
1. After completing the general setup, use the directional arrows on the remote control to
highlight the “Speed Dial” icon and press the “Select” button on the remote. This will pull
up the “Speed Dial” menu.
2. The “Speed Dial” menu displays the most recently completed calls. If the location you
wish to dial is listed, scroll to it using the directional buttons on the remote and hit the
“Select” button.
3. If the site you wish to reach is not in the ”Speed Dial” list, select the “Address Book” once
again to access the global address book. From this menu, you can scroll through and
highlight the location you wish to connect with. Pressing the “Select” button will dial the
highlighted entry.
4. When the call is connected, ensure that our side of the teleconference is not muted. A
microphone will appear in the bottom left on the screen to indicate if sound is off.
5. When the call is connected, you can select different camera angles manually with the
directional controls or use the number pad to toggle preset angles.
6. To end the call, press the Call/Hang Up button twice.
7. Replace remote controls to the top of the cart in front of the television for the next user.
Revised: June 1, 2006
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Main Remote Control Features
Revised: June 1, 2006
Page 24 of 44
Camera Navigation
Moving the camera is simple. Using the directional buttons on the remote allows you to
pan/tilt and zoom.
•
press the desired near or far camera button, you can change the camera
position on the far side with compatible systems
•
use the arrows keys and zoom button until you get the desired display
Revised: June 1, 2006
Page 25 of 44
Camera Presets
Store a Preset - Setting and using presets is simple. To store a preset value
•
press the desired near or far camera button
•
position the camera view (use the arrows keys and zoom button until you get
the desired display)
•
activate preset selection:
press the select button in the center of the arrow keys
•
enter any number from 0 to 9 using the numeric keypad
•
hold the number button down until the preset notification is displayed on the
screen.
If needed, select a new view and set another preset number and repeat until all views
are stored. Presets can be set at any time the video image is on the screen.
Use the Presets - To retrieve a preset video display simply press the near or far
camera button followed by the number associated with the desired view. The near or far
camera button only needs to be pressed if changing camera selection. Once the camera
is selected you only need to press the number key.
Revised: June 1, 2006
Page 26 of 44
Peripherals
Laptop
Adding peripherals can be simple enough with a little practice. It is recommended that
you request technical assistance prior to your event if you are not familiar with the setup
and use of this equipment.
Sending the image from your laptop during a videoconference:
•
the Visual Concert unit is designed to send video data from a computer to
another Polycom VC unit. This is a great tool to use for PowerPoint or live
web demonstrations.
•
connect the video cable (located with the Visual Concert) to your laptop’s
external display port (usually located at the back or side)
•
toggle your computer’s display mode to support an external display. NOSM’s
IBM laptops require you to press Fn and F7 in order to do this.
+
•
pressing the play button on the Visual Concert will push the image through to the
other site(s). Pressing stop will return the image to your site.
•
you can also press the Display button on the remote instead of pressing the play and
stop buttons.
Revised: June 1, 2006
Page 27 of 44
ELMO
You can use a document camera to take pictures of a document and send them to the
far site. To use a document camera, press the NEAR button on the remote control twice.
Then use the arrow buttons to highlight the document camera icon on the screen and
press the SELECT button.
VCR
You can use a VCR to record your videoconference or to present recorded material as
part of your videoconference. The VCR will record video from the near site’s main
television monitor and audio from both the near and far sites. When playing tapes, the
VCR provides audio and video to all participants in a call. To play a tape in the VCR,
press the NEAR button on the remote control twice, and then use the Remote Control
arrow buttons to highlight the VCR icon on the screen.
Revised: June 1, 2006
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Bridging Recovery
In the event of technical issues arising during bridged videoconferences, the Technology
Unit will be responsible for the following:
•
Assess technical issue(s).
•
If problem is deemed to be local, the Technology Unit will:
1. Ensure that all equipment is on.
2. Verify audio levels to ensure that they are within established
parameters.
3. Ensure that additional equipment (PC, Elmo...) is properly
connected.
•
If the problem is deemed to be related to the bridging partner and/or a remote
participant, the Tech Unit will contact Bridging technical support and
immediately report situation to support agent:
NORTH Network 866-480-2255
Contact North 705-525-7241 807-346-3114
Knet 807-737-1135
•
Request support agent to first isolate the origin of the issue.
•
Once isolated, the support agent will follow their organization’s procedures for
resolving said technical error.
If the matter cannot be resolved quickly, the connection between the bridge and the
offending party should be dropped and reconnected as quickly as possible. If the
problem is with the host site, the bridge support agent will interrupt the session and
announce to all sites that there will be a brief delay in order to resolve technical issues.
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Troubleshooting
Issue: echo or no sound Solution
1. Ensure that all televisions are on.
2. Adjust volume using Polycom remote.
3. Adjust television volume.
(Turning volume up over halfway mark will cause audio issues such as echoes and
feedback)
Issue: no video
Solution: Ensure that both televisions and Polycom system are turned on.
Issue: audio/video choppy Solution
Bad connections do occur from time to time. A lightning bolt on the screen indicates
that there is a bad connection. Hang up and call again. If this does not resolve the
issue, please contact NOSM Technical support.
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NORTHERN ONTARIO SCHOOL OF MEDICINE
ADMINISTRATION CATEGORY:
General Administration
GUIDE:
Resources and Support at NORTH Network,
Contact North, KNet & Telus
DATE:
June 1, 2006
NORTH Network:
Resources at NORTH Network
www.northnetwork.com: At the NORTH Network Website, members can find forms
ready for download, technology user manuals, policy and procedure manuals and other
related resources. Members will also find general information about NORTH and links to
member sites. Access to certain parts of the website requires username and password
information.
http://webcast.northnetwork.com/: To access live and archived web streamed events
facilitated by NORTH Network, visit this site.
Education and Training Resources
Direct education and training questions to: [email protected]
Technical Support Services at NORTH Network
NOTE: The main contact person for NOSM (TSM Scheduling Administrative Assistant)
will normally contact NORTH Network with inquiries pertaining to scheduling services.
RMSS: Referral Management and Scheduling Services – 1-888-346-6784
•
•
•
•
•
educational and/or administrative scheduling sessions
provides reports about network utilization
responds to general inquiries for clients (for NOSM , inquiries should normally
be made by the NOSM’s TSM Scheduling Administrative Assistant)
located in Timmins, Ontario
call-center approach, all hours
TSSC: Telehealth Support Services Centre – 1-866-480-2255
• all-hours, 1st level technical support
• troubleshooting of hardware and software
• bridging services for multi-point videoconference and gateway services that allow
connection to non-NORTH sites
• gateway
• new studio set-up and certification
Revised: June 1, 2006
Page 31 of 44
Contact North
All campuses are to call Suzanne Lemay 1-800-561-2222 (Sudbury): to fill out
application over phone.
Confirmations come from Stephane Therrien - who faxes back to requestor.
Services are available 24/7 depending on availability of bridge technician and site
coordinator.
Sudbury Suzanne (705) 525-7241
Thunder Bay Stephane (807) 346-3114 (after hours only)
Call-in #’s
(800) 465-9378
(800) 345-5221
KNet (Aboriginal sites)
All VCs are booked over the phone through Lars (primary contact). If Lars is
unavailable, Jamie can do the bookings.
Requests can also be emailed directly to Lars.
•
•
They require all information from participating sites, dates, times, and minimum
24 hours notice.
Knet sites can be called directly; non-Knet sites must call in to the bridge.
Phone: (807) 737-1135
Lars Dixon ext 51264 [email protected]
Jamie Ray ext 51256 [email protected]
Telus - Continental and International VC bridge
Joanne Pal Phone: (800) 652-3266
Revised: June 1, 2006
Page 32 of 44
NORTHERN ONTARIO SCHOOL OF MEDICINE
ADMINISTRATION CATEGORY:
General Administration
GUIDE:
NORTH Network Videoconference Request Form
DATE:
June 1, 2006
1. Important information about the VRF
•
The VRF is required for scheduling each and every educational or administrative
videoconference event on the NORTH Network.
•
Accurate completion of this form will help NORTH Network provide adequate
network bandwidth and quality of service for each educational and administrative
event.
•
Use the VRF when you are requesting a point-to-point videoconference or a
multipoint (bridged) videoconference – an accurately completed VRF is always
required.
•
The VRF is available in Word format. The Word format should be completed and
emailed to the designated NOSM TSM Scheduling Administrative Assistant, who
enters information into NORTH’s automated scheduling program. The TSM
Scheduling Administrative Assistant will notify requestors of any scheduling
conflicts and send confirmations to all participants when an event is successfully
scheduled.
•
If you are completing the form by hand and choosing to fax it to the NOSM TSM
Scheduling Administrative Assistant, use a pen as ink transmits better over a fax
machine than pencil. Print as legibly as you can.
•
The NORTH Network Telehealth Services Support Centre (TSSC) checks the
NORTH Network automated scheduling program daily. Videoconferences that
require additional support from the TSSC are identified and staff is assigned to
manage these calls. Examples of TSSC ‘managed calls’ include multi-point
sessions requiring a bridge and conferences that require a gateway connection
to non-NORTH Network sites.
•
In all cases, it is essential to submit the VRF for scheduling as early as possible,
ideally one week in advance. Last minute changes cannot be guaranteed.
Revised: June 1, 2006
Page 33 of 44
2. How to fill in the VRF
Item 1: Requestor
Information about the person who is requesting to have the event or who is most
responsible for organizing the event.
Item 2: Billing Information
The NORTH Network will issue an invoice for all billable events. Enter the name and
contact information of the person to whom NORTH will send the invoice. If this is the
same as the Requestor, you can simply write “same as Requestor” in this section. The
NORTH Network issues invoices by regular mail or by e-mail.
Item 3: Billable Events
NORTH Network fees apply for events that are requested by a third party (individual or
organization that is not a NORTH member site). Please refer to the NORTH Network
Policy: Third Party Use of the NORTH Network as found on the NORTH Network
website. Fees also apply when events involve sites outside of NORTH Network or take
place after regular business hours. Independent consideration will be provided for these
types of requests and a cost estimate will be provided by NORTH and sent to the
requestor of the event. The requestor is responsible for any fees and the event will not
be scheduled until after the requestor agrees to the cost estimate. Additional time is
required to organize such an event.
Item 4: Date of Event
If an event is recurring, please complete a separate VRF for each date that the event is
to occur.
Item 5: Name of Event
If the event does not have a formal name or title, please describe it as best you can.
Item 6: Meeting Type
Administrative – Examples are recruitment interview meetings or special events.
Educational – Events that involve a speaker(s) and an audience. Examples include
shared rounds, case consultations for educational purposes, professional development
workshops, etc.
Item 7: Personal Health Information
TSSC requires permission from the host of every event prior to ‘entering’ and managing
the videoconference when technical difficulties arise. Additionally, it is understood that
all administrative and educational events organized by NOSM and occurring on NORTH
Network will not include personal health information in any way.
Revised: June 1, 2006
Page 34 of 44
Item 8: Meet and Greet
When a session requires a roll call, it should be conducted by a local representative at
the host site. The person performing the roll-call typically completes the following tasks:
• conducts an audio and video check with each participating site
• provides suggestions for videoconference etiquette (e.g., mute the
microphone unless you are speaking)
• provides the contact number for the Telehealth Support Services Centre (TSSC)
in the case of technical issues
• hands off the session to the organizing/co-coordinating party at the Host Site who
will, in turn, start the session
In cases where the session is a high profile event, the Telehealth Support Services
Centre (TSSC) is available to perform this roll-call just prior to the start of the session.
After performing the roll call, the TSSC will disconnect from the scheduled session and
will continue to monitor the event from a distance.
Item 9: Speaker Name
Name of the person providing the presentation or chairing the meeting.
Item 10: Conference Mode
Videoconferences that involve more than two sites require a central bridge to connect all
sites simultaneously. The NORTH Network uses a bridge that provides a number of
different ways (called modes) to set up how the images from the sites are shown on the
telemedicine workstation monitors.
Voice Activated Switching – all sites see the speaking site as a full screen
Continuous Presence – allows multiple sites to be seen at the same time. A
description of the various Continuous Presence modes offered at NORTH Network can
be found in the guide on Video Conference Modes.
Lecture Mode – allows the speaker site to view all audience sites in a rotating cycle
during the videoconference. All audience sites will see the speaker in full screen at all
times.
Item 11: Host Site
The site where the chairperson or speaker will be located.
Item 12: NORTH Site ID
All NORTH Network sites have an ID number. This can be found in the NORTH
Network Contact List. NOSM TSM Scheduling Administrative Assistant will circulate the
Network Contact List. The Site ID together with the Site Name (item no. 11) helps
NORTH ensure that the correct locations will be connected for “managed” calls.
Item 13: Site Name
Refers to the specific location of each videoconference studio participating in this event
as opposed to the name of the city or town. For example, enter ‘Royal Victoria Hospital’
as opposed to ‘Barrie’.
Revised: June 1, 2006
Page 35 of 44
Item 14: SYS No.
Some NORTH Network sites have more than one telemedicine workstation. NORTH
has asked these sites to label these systems as SYS1, SYS2, etc. In situations where
more than one workstation is present, you will need to ask the site contact to provide this
information to ensure connection.
Item 15: Site Contact Name and Tel No.
Please enter the name and phone number of the person responsible for the
videoconference studio at each site. NORTH needs to know who to contact to arrange
test calls, site certifications and if scheduling problems arise. NORTH also uses this
information to confirm events once they are scheduled.
Item 16: Video Dial-up No.
If you want to connect to non-NORTH Network sites, you will need to ask the site contact
to provide the videoconference number (ISDN or SW-56) to dial in order to connect to
those sites.
Completed by NORTH Support Centre Staff
The TSSC will be responsible for obtaining this information from non-NORTH Network
sites.
Item 17: Signature
Revised: June 1, 2006
Page 36 of 44
•
•
•
Incomplete forms will be returned
A minimum of 5 business days are required for processing
Changes with less than 2 business days notice can not be guaranteed
NORTH Network VIDEOCONFERENCE REQUEST FORM
FOR ADMINISTRATIVE AND EDUCATION EVENTS
Please submit completed forms to NOSM TSM Scheduling
Administrative Assistant
West Campus: EMAIL: [email protected]
1. Requestor
2. Billing Information (To be completed only if applicable. Please include Purchase Order if
required for billing purposes)
Name:
Name: Anna Paxy
East Campus: EMAIL:
Who is requesting the videoconference?
Telephone: 705-662-7221
Telephone:
Facsimile: 705-675-4858
Facsimile:
Email: [email protected]
Email:
Organization: NOSM
Organization:
Address:
City, Prov.:
Address:
For example: Pharmaceutical
company
City, Prov.:
Postal Code:
3. Does this event have a sponsor? No
Postal Code:
Yes
If ‘Yes’ please indicate sponsor’s name:
For non NN sites
Is there a registration fee for participants?
No
Yes
Does the event involve non-NORTH Network sites? No
Yes
If your response was ‘Yes’ to any of these questions, NORTH Network will contact the Requestor of this event to discuss associated fees/costs for this session.
4. Date of Event: April 20, 2006
Start Time: (Eastern Time): 1400
End Time: (Eastern Time): 1500
Normal business hours are M-F, 8am-4pm EST. Approval of after-hours events is dependant on availability of technical site support.
5. Name of Event: Scheduling NORTH Admin Events and Meetings
7. Indicate if the event will include identifiable personal health information
If yes indicate a telephone number where to reach the host during the session:
Revised: June 1, 2006
6. Meeting Type: (Please select one) Administrative
1
No
Yes
Page 37 of 44
8. Meet and Greet: No
Yes
Educational
9. Speaker: First Name: Anna
10. Conference Mode: (Please select one)
Last Name: Paxy
Speaker Affiliation: NOSM
Continuous Presence: Side by side
1. Requestor Name: Anna Paxy
Quadrants
5+1
Requestor Phone No.: 705-662-772
4. Date of Event: April 20 2006
Start Time (Eastern Time): 1400
11. Host Site: Sudbury
12.
NORTH
Site ID
13. Site Name
14.
SYS
No.
15. Site Contact Name and Tel. No.
(NORTH and Non-NORTH sites)
99
Toronto Training
TD
Lyndsey Breslow 416-850-9090
End Time (Eastern Time): 1500
9. Speaker Name: Anna Paxy
5. Name of Event: Scheduling NORTH Admin Events and Meetings
Revised: June 1, 2006
Lecture Mode
Voice Activated
16. Video Dial-up No.
(Non-NORTH sites)
Page 38 of 44
7+1
NORTHERN ONTARIO SCHOOL OF MEDICINE
ADMINISTRATION CATEGORY:
General Administration
PROCEDURES:
NORTH Network Video Conferencing Scheduling for
Administrative Events and Meetings
DATE:
June 1, 2006
Scheduling NORTH Network Videoconferencing
• Administrative Assistants will complete the NORTH Network Videoconferencing Request (VRF) Form (electronic version) in
full
• Administrative Assistants will submit the NORTH Network VRF to NOSM TSM Scheduling Administrative Assistant at least two
weeks prior to the date of the event/meeting (via email)
• Administrative Assistants will submit a list of participants for the event/meeting to NOSM TSM Scheduling Administrative
Assistant (participant s list will then be provided to the involved NORTH Network Site Coordinators)
Booking NORTH Network Sites and NOSM Meeting Rooms
• NOSM TSM Scheduling Administrative Assistant will book the requested sites with the NORTH Network Site Coordinators and
confirm site bookings with the Administrative Assistant requesting the event/meeting
• Administrative Assistants will book all NOSM meeting rooms as follows:
(NOSM East and West – Room Booking System)
(Sudbury – Health Sciences Resource Centre – Events Clerk)
(Thunder Bay – Health Sciences North – NOSM TSM Scheduling Administrative Assistant)
Event/Meeting Changes
• Any changes such as deleting a site or adding another site need to be communicated via an email to NOSM TSM Scheduling
Administrative Assistant no later than five working days of the date of the event/meeting to allow sufficient time to reflect and
confirm changes
• Administrative Assistants should communicate all last minute changes to NOSM TSM Scheduling Administrative Assistant
such as a site location that is not needed. (this is to allow NORTH Network the opportunity to rebook sites for other events)
Confirmations of NORTH Network Videoconference Details
• All site bookings and changes accepted by NORTH Network will be confirmed (including site # and system #) with
Administrative Assistants, as soon as possible, by NOSM TSM Scheduling Administrative Assistant (for each event,
Administrative Assistants need to watch for a TSM confirmation notice and keep a copy until the event is completed; if a
confirmation is not received 2-3 days before an event, the Administrative Assistant will need to investigate)
Monitoring NORTH Network Videoconference Events/Meetings
• Administrative Assistants will either monitor or arrange for someone to monitor all NORTH Network Administrative
events/meetings (NOSM TSM Scheduling Administrative Assistant does not monitor Administrative events/meetings)
Technical Help
• Administrative Assistants requiring technical help will prearrange support with the NOSM Technology helpdesk
• NORTH Network helpdesk is always available for assistance during an event: 1-866-480-2255
Information for Participants
• NOSM TSM Scheduling Administrative Assistant will provide other Administrative Assistants with information to distribute to
participants. This information will include site contact name, address of site, studio information, etc.
Public Events
• For events (large or small) that are geared towards a public audience (media or community), the NOSM Communications Unit
and NORTH Network (Rhonda Ferguson - [email protected]) must be contacted at the outset.
Revised: June 1, 2006
Page 39 of 44
MEETING AND EVENT CHECKLIST
Meeting/Event/Conference Title:
Meeting Rooms:
Meeting Coordinator:
Date:
Time:
Number of Participants:
Number of NOSM Personnel Assisting / Attending:
Budget Code:
Supplier/
Vendor
Supplier/
Vendor
Supplier/
Vendor
LOGISTICS
Reserve and confirm meeting room booking and videoconferencing studio(s)
Determine best system to share documents; email, NORMEDNET or other
Ensure all logos and graphics are compressed (email and PowerPoint
presentations)
Confirmation of date and time for desired meeting, event or conference
Invitations sent (give ample notice) (include date, time, duration, location,
purpose)
Maps required
Meeting room setup/arrangements
Notification of any logistic changes
Pre-meeting check-up (all persons assisting with meeting logistics/planning)
Review meeting needs with supervisor / request additional help if needed
RSVP’s (give a firm date for replies)
Inform chairperson if important facilitators, presenters or participants cannot
attend
Instruct participants, chairperson, facilitators through email or shared site of
videoconferencing studio location, meeting room description, site number and
system number
Provide itinerary (use standard template)
NORTH NETWORK VIDEOCONFERENCE REQUEST FORM
Send chairperson “Conference Mode” document
Decision by chairperson on conference mode received
VCR Form completed and emailed to NOSM TSM Scheduling Administrative
Assistant
NORTH Network scheduling confirmed
PRE-MEETING ORIENTATIONS AND TRAINING
Determine if sites require facilitators to operate remotes and arrange training if
needed.
Facilitators, chairpersons, participants have information on videoconferencing
etiquette, meet and greet protocol and transmission delay.
Pre-meeting orientations for chairpersons, facilitators and important participants;
videoconferencing, remote control, operating main camera and to switch camera
sources, conference mode and end of conference tone
Prepare a list of participants/sites and have a copy available for the chairperson
Revised: June 1, 2006
Page 40 of 44
Supplier/
Vendor
Supplier/
Vendor
Supplier/
Vendor
Supplier/
Vendor
Supplier/
Vendor
FACILITIES
Access cards or keys required outside of regular hours
Contact Physical Plant to ensure that there will not be a fire drill
Special needs identified
Washroom identified and easily accessible
Garbage cans
Coat check location
TECHNOLOGY SUPPORT
Submit necessary requests to NOSM Helpdesk
Confirm support person and allow setup and testing time
CATERING
Catering Request Form submitted
Catering confirmed
Coffee, tea, water, soft drinks (outside of catering arrangements)
Food allergies
Special needs identified
EQUIPMENT, FURNITURE, SIGNAGE
Chairs
Data projector
Microphone
Notebook computer
Overhead projector
Tablecloths
Tables
Signage
Tent
MATERIALS
Agenda deadline (firm deadline)
Assembly of meeting materials (firm deadline)
Assembly of itinerary (firm deadline)
Binders
Courier preparation & deadline
Send one complete package of materials to participants
Easels
Flip charts
Goody box, writing paper, pens, washable markers, stapler, overhead markers
Index tabs
Name tags (which locations)
Seating plans (which locations)
Deadline for printing materials
Tent Cards
Signage
Revised: June 1, 2006
Page 41 of 44
Facial Tissue boxes
Supplier/
Vendor
Supplier/
Vendor
Supplier/
Vendor
Supplier/
Vendor
Supplier/
Vendor
PRESENTATION ARRANGEMENTS
Guidelines sent to presenters
PowerPoint files saved to notebook computer and tested
Is the smartboard needed?
Notebook computer
Data Projector
Orientations provided to presenters
Guidelines provided to presenters
PARKING AND SECURITY
Confirm parking location and details
Provide instructions/notifications to all participants
Contact Security
Attendants
PREMEETING TESTING AND CONFIRMATIONS
Videoconferencing equipment and microphones are on mute to begin
Confirm remote presets and that cameras are positioned properly
PowerPoint presentation tested
Projector tested
Smart Board tested
Hook up notebook computer and test
Confirm technical support details
Provide phone/pager numbers from NOSM & NORTH technical support
assistance
Provide meeting room phone numbers at the various site locations
Confirm that hard copy of Quick Reference Guide for Videoconferencing System
exists at all NOSM sites
TRAVEL ARRANGEMENTS
Air travel arrangements for NOSM personnel
Air travel arrangements for participants
Is someone needed at the airport to greet participants?
Signage for Taxi Drivers
Ground travel arrangements arrivals – NOSM personnel
Ground travel arrangements departures – NOSM personnel
Ground travel arrangements arrivals – Participants
Ground travel arrangements departures – Participants
RESTAURANTS
Reservations required
Guidelines relating to Hospitality
Finance details, payments and/or invoices determined
Revised: June 1, 2006
Page 42 of 44
Supplier/
Vendor
Supplier/
Vendor
Supplier/
Vendor
HOTEL ARRANGEMENTS
Reservations for NOSM personnel
Reservations for participants
Special instructions for hotel
FINANCE
Ensure familiarity with related protocols for all applicable personnel
Budget (if required)
Contact Finance unit for Purchase Order approvals such as Charters
Submission of packing slips
Submission of signed and coded invoices
Travel expense packages provided to all guests and participants
Ensure guests and participants clear on expense reimbursement procedures
Assist with processing reimbursement of expenses
Provide this Checklist to finance (with the supplier/vendor sections filled out where
applicable)
CLEANUP
Cleaning team
Pick-up all materials
Return rented equipment
Return meeting rooms to original state
Revised: June 1, 2006
Page 43 of 44
Participating in a Videoconference
Videoconference Etiquette
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
turn on all the lights before connecting a call; turning on lights afterwards may cause the image
to be white-washed (moving the camera using the directional buttons on the remote will
correct this)
participate in an audio-visual check at the beginning of the videoconference via roll call or
initiating a chat with the host site
if you are going to be late or unable to attend, notify the appropriate person
share your knowledge
respect everyone’s time and do not monopolize the conversation
respect the start and end of the conference time; a well planned agenda that is carefully
followed is critical
pause and wait until the last person has spoken before you begin talking, due to audio delay;
do not interrupt others talking
focus the camera on the participants, if it’s a large group show a wide angle shot of the room
avoid frequent changes in the camera zoom or pan during the meeting
move camera so current speaker can always be seen by the remote participants; do not zoom
in full-face on a speaker
lean toward the camera slightly and minimize body movements
look into the camera when you are speaking; this helps you to maintain good eye contact with
the audience; do not move out of camera range; ensure that people will always be able to see
you
everyone in the room should be invited to introduce themselves
speak clearly and naturally; the microphone will automatically amplify the sound so there is no
need to shout; quiet talkers should sit close to the microphone
identify your name and site whenever you respond until everyone is oriented to each other
when you have a specific question, address each site individually for a response
avoid unnecessary tapping, rustling of papers, and side conversations when your site is
speaking, as this will add audio noise for the receiving sites
do not move the microphone
use the ‘mute’ control when your site is not speaking
due to a slight audio delay, pause and wait for a longer than normal period if you want to be
able to hear comments or are expecting a response from other sites
remind remote participants to keep their site on ‘mute’ when not speaking; this will ensure that
video does not switch to their site if someone coughs or makes a noise; it will also prevent
such noises from being broadcast to the other sites and acting as a distraction
move and gesture slowly and smoothly; avoid if possible rapid movements or erratic hand
gestures
avoid wearing clothing with loud patterns, or that is red and white
professional behavior is important at all times; assume that you are visible and can be heard
throughout the meeting
leave the videoconference room as clean as or cleaner than when you entered
leave the remote control device and any other equipment such as the wireless microphone in
plain sight
Revised: June 1, 2006