Videoconferences

For Information or Help

Contact: Voice Services Tel: (510) 987-0017

Scheduling a Videoconference Reservation Form Rates Tips on Participation

The UCOP videoconferencing service allows staff to conduct face-to-face meetings with colleagues in nearly any location without having to travel. Videoconferencing facilities are available at all UC campuses and UCOP and can connect to videoconference facilities at other universities or companies, as well as to FedEx Kinko’s videoconference locations around the world.

Uses and Advantages of Videoconferencing
Videoconferencing can be used for administrative meetings, job interviews, vendor presentations, and training sessions. With videoconferencing, you can reduce travel and lodging costs, increase productivity by saving staff time, and minimize use of personal time for business travel.

Videoconferencing offers enormous flexibility: You can effortlessly host international meetings, and meetings with colleagues in the same city. Some participants can join by phone only, others can join you in the room. You can display Web sites and presentation materials, such as PowerPoint or Excel documents, and up to four sites can be shown at a time, provided the screens are big enough.

Tips on Videoconferencing
People new to videoconferencing should read the tips on participation since videoconferencing imposes some special considerations: One participant at each site should control the camera and graphics equipment, people should speak one at a time, and conferences must end when scheduled.

The UC Videoconference Network
The UC videoconference network links a number of sites in California, including the UC campuses, UCOP, California State University and California Community College systems, and Lawrence Berkeley, Lawrence Livermore, and Los Alamos National Laboratories. Videoconferences between sites on the UC videoconference network are low-cost; charges primarily reflect room fees (although there is no rental fee for the UCOP videoconference rooms). Greater flexibility is also possible when scheduling videoconferences between sites on the UC videoconference network.

UCOP’s Videoconferencing Capabilities

UCOP has two videoconference rooms: 1111 Franklin Street, 5th floor, rm. 5318 300 Lakeside Drive, 12th floor, rm. 1202

Two types of videoconferences are available: Point-to-point: Two sites only, with two-way audio and video. Multipoint: Multiple sites, with active switching to display the speaking site.

Technical Capabilities

• Full motion
• Graphics
• Audio
• VCR playback and recording
• DVD
• Document camera
• PC/Laptop RGB connection for PowerPoint, spreadsheet presentations and Internet-based demonstrations.
• Wireless access
• Audiobridge line to incorporate attendees not in the videoconference room
• Continuous presence: an option for multipoint videoconferences that allows for split screens to display as many as four other sites at a time. To be effective, a large screen is recommended.

Scheduling a Videoconference
Scheduling a videoconference is easy:

• Complete and submit the online reservation form.
• Provide several options for dates, since two or more facilities need to be booked.
• Allow sufficient lead time when making the reservation:
• 5 business days for point-to-point videoconferences
• 10 – 15 business days for multipoint videoconferences
• Videoconferences involving more than two sites, or facilities not connected to the UC videoconference network, may require more lead time.
• No same or next-day reservations will be accepted.

After submitting the form, you will receive a confirmation e-mail from a UCOP videoconference administrator. The administrator will handle the logistics of reserving facilities at all the sites.

Rates: Please view the rate sheet. Some UC/CSC facilities charge hourly rates for use of their facilities, and rates at the campuses are subject to change without notice. Locations not affiliated with the UC videoconference network may assess room and/or transmission charges.

Cancellation: Contact UCOP Voice Services at MeetMe-l@ucop.edu at least 48 hours in advance. Specify whether the entire conference is to be cancelled or only particular sites. Some sites may assess cancellation fees if notification is not received in the specified time.

Scheduling Videoconferences from the UC Campuses
Campus personnel who wish to schedule a videoconference should contact their designated campus videoconference administrator for assistance.