FoM Video Conference
Training
Agenda
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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 Terminology
Host Site
Receiving Site(s)
• 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
• Confirm Audio/Video with
host Site
• Confirm presentation with
Host site
• MedIT contact Info
General VC Terminology
Crestron Touch Panel
Tandberg Remote
General VC Terminology
Screens/Displays/Monitors/TVs
• 1 Screen
system
• 2 Screen
system
General VC Terminology
Main Screen
Presentation Screen
• This screen shows all your
connected site(s)
• It’s your left facing screen
• This is your Presentation
Screen
• It’s your right facing screen
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 screen
General VC Terminology
MXP Tandberg Remote
C-series Tandberg Remote
• Legacy VC remote control
• New VC remote control
General VC Terminology
Chair PC
Chair VGA
• Lectern PC/Desk PC/Local PC • All VC Rooms are equipped
with a VGA connector for
• Not all VC rooms have a
your laptop connection
dedicated PC for your
presentation, please consult
with your Room Booker
Room Equipment
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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 Started
With using the equipment
Pre-Configure VC Session
Crestron Touch Panel
Tandberg Remote
• If the screen is blank, please
press screen firmly
• Press “Continue”
• Press
Pre-Configure VC Session
Crestron Touch Panel
Tandberg Remote
• Press “Conference Mode”
for video conference
• Please Stand-by
Pre-Configure VC Session
Crestron Touch Panel
Tandberg Remote
• Press “Audio Sources” to inspect
your incoming/outgoing audio
• Red Muted button = sound is OFF
• Blue Muted Button = sound is ON
• Inspect your audio status by pressing
“MIC OFF” and “ +/- Volume” button
Pre-Configure VC Session
Crestron Touch Panel
Tandberg Remote
• Please stand-by for
automated VC connection
• 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 Session
Point to Point Connection
Multi Site Connection
• This is an example of a point
to point connection
• You and your connected site
will only appear on your
main screen
• 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 Session
Conference ID example: 30101 – 30199; 30201 –
30299; 30301 – 30399
• Option #1: contact MedIT Service Desk and quote
your conference ID, conference name and your
room location for reconnection assistance
• Option #2: Power Users, you may reconnect
manually back into the conference by using your
conference ID, the following slides will show you
how to reconnect with a conference ID 30255
Pre-Configure VC Session
Crestron Touch Panel
Tandberg Remote
• Self Reconnection with
Conference ID
• Press “ Video conference
Dialing”
• Press
Pre-Configure VC Session
MXP On Screen Menu
C-series On Screen Menu
• This image will appear on
your main screen
• This image will appear on your
main screen
Pre-Configure VC Session
Crestron Touch Panel
Tandberg Remote
• Using the numeric keypad
please enter your unique
Conference ID (i.e. 30255)
• Same
Pre-Configure VC Session
MXP On Screen Menu
C-series On Screen Menu
• This will appear on your main
screen with your conference ID
• This will appear on your main
screen with your conference ID
Pre-Configure VC Session
Crestron Touch Panel
Tandberg Remote
• Press “Dial / Answer”
button
• Press
twice
Pre-Configure VC Session
Crestron Touch Panel
Tandberg Remote
• You’ll be reconnected to
• You’ll be reconnected to
your conference, if not
your conference, if not
please contact MedIT
please contact MedIT
Service Desk
Service Desk
• i.e. Point to Point connection • i.e. Multi Site connection
Presentation & Screen Assignment
Crestron Touch Panel
Tandberg Remote
• Chair PC: Press “Presentation
Screen” & select “Chair PC”
• Chair PC: Press “Presentation”
Presentation & Screen Assignment
Crestron Touch Panel
Tandberg Remote
• Laptop connection: First
connect desk VGA cable to
your laptop
• same
Presentation & Screen Assignment
Crestron Touch Panel
Tandberg Remote
• Laptop connection: Press
“Presentation Screen” &
select “Chair VGA”
• Press “Presentation”
Presentation & Screen Assignment
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Laptop screen resolution missed match
Most laptops will self adjust to the proper presentation
resolution upon VGA cable connection
If not please try the following:
Lenovo Laptops: Press “Fn + F7” twice
Or you may need to manually adjust laptop display
resolution to 1024 X 768 @ 60 Hz and set it to send the
same image of the LCD display to projector
Mac: unplug & reattach the Mac to VGA adaptor may
resolve the issue
Still having problems, contact MedIT Service Desk
Presentation & Screen Assignment
Crestron Touch Panel
Tandberg Remote
• Other Source Selection: Press
• Press “
” follow the on screen
“Presentation Screen” and select
instruction by using the arrow keys
between Doc Cam/DVD/VCR
Presentation & Screen Assignment
Crestron Touch Panel
Tandberg Remote
• Camera Adjustment: Press
“Main Screen” and select
between Podium & Audience
Camera
• Camera Adjustment: Please
stand-by
Presentation & Screen Assignment
Crestron Touch Panel
Tandberg Remote
• Camera Adjustment: Generally • Camera Adjustment: Press the
it’s automated however you may
four arrows and the zoom
press the up/down/left/right
button
arrows for a better coverage
Tandberg Remote
Tandberg Remote
Audio Insertion
TEL VC Bridge Audio Insertion
• This premium service is part of your Pre-configured
Conference ID
• Host site and receiving sites do nothing
• Responsibility lies with the telephone callers only
• The requester will be given instructions for the
telephone users on how to join the conference, and 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 Insertion
TEL VC Bridge Audio Insertion
• Room Booking Confirmation example
How to End a VC Session
Crestron Touch Panel
Tandberg Remote
• Press “HOME”
• Press the red phone button
twice
How to End a VC Session
Crestron Touch Panel
• A black-out screen will
appear with the options of
“Shut Down” & “Back”
• Press “SHUT DOWN”, this
will disconnect your VC
connection, your Audio
Insertion connection as well
as power down the room
system
Post Session Responsibility
Crestron Touch Panel
Tandberg Remote
• 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
• 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