Phone Conferencing

There are a few options available depending on your circumstances:

• ONE location to ONE location, with multiple attendees : Audio Visual Services has a number of conferencing telephones for loan. These have a sensitive microphone to pick up several speakers in a room (ideally up to 6) and a loudspeaker so that everyone in the room can hear the conversation. These conferencing telephones plug in to a standard telephone socket, and are available from AVS by booking in advance. The user needs to confirm with Estate Management Section that the line is alive and can dial out long distance calls if needed. Phone network is not AVMS responsibility and we don't hold that information.
• ONE location to MANY locations in Audio Conferencing Suite: Media Services has an audio conferencing studio available in the Media Centre that can call up to 5 other destinations using a landline connection. This is achieved using the Tandberg video conferencing unit configured to use normal telephone lines.  This can be booked through Media Services. Please email your request to vidcon@essex.ac.uk. Be aware that call costs will be incurred so a charge code will be required.
• UNLIMITED locations to UNLIMITED locations at everywhere: We recommend Arkadin's on-demand teleconferencing solution, ArkadinAnytime, offers feature-rich, reservationless, audio conferencing services and can be used when you’re on the move, with your mobile phone, or simply at your desk.

  You can connect with an unlimited amount of telephone lines from your office. To have an account set up, which includes your own card with your access numbers and PIN codes, please contact essexuni@arkadin.co.uk with the following information: your name, contact number and email address. Your account will be set up within 48 hours of receipt of application. You will then receive an email copy of your account details, and a hard copy and access card will be sent 1st class to the address provided. We are afraid AVMS can't set up the account for you neither provide any other support. Please visit Arkadin web site or call Customer Services at +44 (0)20 8742 6350 (cs@arkadin.co.uk) for more information.

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Audio Conferencing

The University of Essex has a facility which allows high quality audio connections. It is in the Videoconferencing Studio (Room 4S.3.5) in the Multimedia Centre.

Audio Interview equipment is typically used by the media, such as radio stations to interview academics about topical news items. Using the equipment is simple: The user wears headphones with a built in microphone, dials a number, or receives a call and speaks to the far end.

To use the service, or familiarise yourself with the equipment, please contact the Multi Media Centre on (01206 87) 2468 or email vidcon@essex.ac.uk Please give as much notice as possible. Multi Media Centre staff will strive to accommodate all requests, but please be aware of the possibility of conflicts due to previously scheduled events. 

The equipment uses digital telephone lines, (ISDN) and all users are expected to pay for the use of the ISDN lines. Where the far end initiates the contact, they will pay for the call.. For internal users, there are no additional fees for use of the service although labour will be charged for support out of hours.

If necessary, a technician will be on-site to monitor the broadcast.

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Video Conferencing

Colchester campus has a centrally provided system (Tandberg) in the Multi Media Centre (MMC), room 4S.3.5, that uses digital telephone lines (ISDN 6) or an Internet connection (IP).

Staff of the university and external users can book the service, which will be provided on a first-come, first-served basis. The staff member/external user who makes the booking is responsible for promoting and scheduling a pre-conference quality test (see under Booking).

If a student wishes to use the service then a staff member will need to assume responsibility for the call and make the booking on the student's behalf. This applies to both the receipt and initiation of calls.

Portable Video Conferencing: AVMS is running a pilot scheme to facilitate Videoconferencing from any room on Colchester campus. You need to book in advance and we will deliver a trolley with a LCD and camera.

 

Charges

• For internal users there is no charge* for using the facilities providing the conference takes place between 9am and 5pm Monday to Friday. After these times and at weekends, overtime charges are incurred.
• For external users there is a charge of £100 per hour* (minimum charge £100) and £50 per half hour or part thereof providing the conference takes place between 9am and 5pm Monday to Friday. After these times and at weekends, overtime charges are incurred.
• ISDN : If the university initiates the call using ISDN, call charges will apply. The cost of using the ISDN lines varies with time of day and distance. I am afraid it is literally impossible to calculate ISDN call charges these days. BT and the other carriers will simply not make an estimate, even with exact times, dates and destinations of potential calls. If the university does not initiate the call, ISDN call charges will not be charged from here (but see below *).
• IP (internet connection): No connection charges. This is the best solution, if it’s available at the far end.

*Please be aware that the far end may also charge for services/connections. It is the responsibility of the user to investigate this possibility.

 

Booking

To schedule a videoconference session, please visit our web page for booking. Alternatively contact John Moore (vidcon@essex.ac.uk - 01206 87 2468) at least one week in advance of the scheduled conference. A pre-conference quality test must be scheduled by you to ensure that the event has the highest possible chance of success. Conferences that fail to connect owing to a lack of a pre-conference quality test are still liable for the hire charge minimum.

Be prepared to provide this information:

• For internal users : A charge code (for ISDN charges or overtime, if applicable), and the name telephone number and email address of a staff member who will be responsible for the booking.
• For external users : Company name, contact person with email and telephone number, billing address.
• Specific information regarding the event itself will also be required :
  • • Names, telephone numbers and email addresses at the destination
    • ISDN / IP numbers - Person being called - Company handling call (if applicable)
    • Technician at company (if applicable) - Type of videoconferencing facility (ISDN/IP)

MMC staff will strive to accommodate all requests, but please be aware of the possibility of conflicts due to previously scheduled events.

A technician will be on-site to monitor the broadcast. The technician will not stay in the room but can be summoned at short notice should help be required.

Please visit our Videoconferencing FAQs before booking our services.

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Web Conferencing

AVMS is researching into providing Web conferencing services. Meantime we recommend you Arkadin's on-demand teleconferencing solution, ArkadinAnytime, offers feature-rich, reservationless, web conferencing services. Please visit Arkadin web site or call Customer Services at +44 (0)20 8742 6350 (cs@arkadin.co.uk) for more information.

We recommend Skype as another solution widely used by most people with family and friends abroad

We have a set Kit for loan with a high quality web cam and a USB microphone and speakers.

Please book it with AVS.

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