Video Conferencing
Booking Video Conference rooms and connecting
First you need to book the Video Conference units in outlook, see How to Book CSU Video Conference facilities in Outlook [.PDF] for instructions. Please note: remember when you are booking the VC unit you are also booking the room the unit is situated in you then need to organise a connection.
Booking a conference within outlook
- Please commence your booking on the hour
- When making a meeting request in Outlook please do not attach documentation to the booking. Send it by email separately because anyone can view the information in your meeting request.
- Seven (7) sites is the maximum for any one conference. If you require more sites please contact the Videoconference Officer at least one working day in advance
- Should booking conflicts arise please contact the Team Leader for Videoconferencing
- Do not book more than one calendar year with a recurring booking
- If you require sites other than Admin rooms to be added to a conference, please contact the Videoconference Officer.
Connecting your Video Conference
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| Video Conference Unit PVS series | Video Conference Unit VSX series |
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Create your own conference
- VSX series [.PDF]
- PVS series [.PDF]
How to join using a conference ID
- VSX series [.PDF]
- PVS series [.PDF]
Calling a video conference unit direct
- VSX series [.PDF]
- PVS series [.PDF]
or call the DIT Service Desk to connect automatically on 84357 or via the Web Form
Video Conference Admin Rooms
The VConf Admin rooms are rooms that can be used by any staff member and are located in:
- Orange
- Wagga
- Dubbo
- Canada
- Goulburn
- Canberra
- Albury
- Bathurst
- Thurgoona
The VConf admin rooms seat between 5 and 15 participants. Presentations are conducted using Bridgit and each room is equiped with PC facilities and a speaker phone (Internal calls only)
School and Sections Video Conference Facilities
You will see other Video Conference units in the calendar these belong to their respective Schools and Sections and you cannot book these unless you have made prior arrangement with the owners.
Successful Conferencing
- Ask for a quick orientation session in the room if you are unsure of what to expect
- At the start of the conference, introduce every participant, even the ones who are off-camera
- Be yourself. Act naturally and speak to remote participants as if they were sitting in your location
- Identify yourself as necessary
- Look into the camera when you speak. Doing this gives participants at the other site(s) the impression that you are making eye contact with them.
- Always wait until other speakers have finished before speaking.
- Use names to direct questions to specific people.
- Avoid side conversations, shuffling papers, tapping pencils, and making other unnecessary noise, especially near the microphone. Use the self-mute or privacy button on your system when you're not speaking to minimize background noise.
- Avoid rocking in your chair or using other fidgety movements. The video at the other site(s) will look blurry if there is constant movement.
- Speak toward the microphone in a clear, normal voice. However, if you are some distance from the microphone, you will have to speak more loudly than normal.
- At the beginning and at any time during the conference, make sure that all the participating sites can see and hear your site. Don't hesitate to ask other participants to speak up if necessary. Don’t hesitate to ask participants at the other sites if they continue to see and hear you satisfactorily at any time during the conference.
- There is a slight delay in transmitting and receiving audio signals. Give each person plenty of time to answer your questions or to make a comment. Be certain they are finished speaking before you speak.
- During a call with more than one other site, voice activated switching is designed to display whom ever is talking. As such, a bridging device allows a 3-5 second delay from the time it detects a voice before it switches the video to that site. To avoid erroneous video switching due to paper shuffling or coughing, mute your microphone when someone from another site is speaking.
- Try to keep all participants within camera view. If this is not possible due to the group size or room layout, move the camera to whomever is speaking.
- Frame your video properly. Follow the elbows and wrist rule—when you stretch out your arms, the edge of the screen should fall between your elbows and wrists. Ten percent of the picture area should be left above the heads. Try to fill the screen as much as possible with people rather than the table, chairs, walls, floor, or ceiling. Especially avoid having the ceiling lights on the screen.
- Do not take control of the camera at a distant site without their permission.
Contacts and Support
DIT Service Desk - 84357 or use the following link I.T Service Desk. Video Conferencing DIT Service Desk is supported between the hours of 8am and 6pm.