Videoconferences

Videoconference Request Form

UCOP has three videoconference facilities.

• Franklin, Rm. 5318
• Franklin, Rm. 9405 (high-definition, continuous presence)
• Kaiser, Rm. 1202

The facilities can connect with all UC campuses, other universities or companies, or FedEx Kinko's locations around the world.

Build a Videoconference
Successful videoconferences require planning. Follow these steps to gather the information to build a videoconference, and then go to the IT Service Hub and follow the request process.

STEP 1 – Select Sites
A videoconference facility at each participating site must be reserved. Because technical testing must be conducted in advance of the meeting, last-minute site additions are problematic and can't always be accommodated.

Every UC campus has at least one main videoconference facility. In addition, some campus departments have their own private facilities. On the Videoconference Reservation Form, you must specify the site and provide technical or participant contact information for facilities that are not one of the main campus videoconference rooms. You may also specify CSU, Community College or private facilities.

STEP 2 – Determine Who's Paying
Most main campus videoconference facilities charge an hourly rate and the total cost of a videoconference can add up. Review the list of main campus videoconference facility rates (pdf). Decide if your department will foot the bill or if each participant site will pay their costs. Voice Services does not make billing arrangements but, per your instructions, forwards recharge information to the participating sites. The UCOP meeting coordinator is responsible either for providing a UCOP departmental FAU or contact information for recharging the campus sites, in which case the following information is required:

• Contact name and telephone number
• Department name and billing address
• Recharge Code
  Campuses will not hold their videoconference facilities without billing information.

STEP 3 – Select Dates
Videoconference facilities are in high demand and may not be available when you want them. It is recommended that you provide one primary date and one alternate date for your videoconference.

STEP 4 – Submit the Reservation Form
Make your request in advance. Because testing connections is time consuming and requires scheduling and coordination with participating sites, Voice Services cannot accept same-day or next-day reservations. Allow

• 5 days' notice for videoconferences involving two to three sites
• 10 days' notice for videoconferences involving four or more sites, Powerpoint presentations, Internet access, or special requests

STEP 5 – Provide Followup Information
After receiving the Videoconference Reservation Form, Voice Services will confirm the date and time of the videoconference and provide you a packet with videoconferencing tips and an attendance log sheet.

• Attendance Log. Return the log at least 5 business days before the videoconference.
• Changes or Site Cancellations. Let us know as soon as possible. Most campuses assess a fee for last minute cancellations.
• Powerpoint Presentations. If a Powerpoint presentation will be made from a UCOP facility, Voice Services must be advised in advance or we cannot guarantee that the presentation can be accommodated. A laptop will be required – either the presenter's PC or Mac, or one reserved through Voice Services.
• Laptop Reservation. Voice Services has one laptop available for loan on a first come, first served basis. It must be reserved in advance.
• Handouts. Copies of any PowerPoint presentations should be distributed to participants beforehand in case there are technical difficulties.