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Audio & Video Conferencing Services

Audio & Video Conference policy, capabilites, and reservation process

Planning an Audio or Video Conference

 

From below, choose the method that fits your needs, then see below for more details.

Type of ConferenceLocationEquipment
Audio only for small groups (recommended max 15 people) Any room with ethernet port check-out portable speakerphone
from ETU (reservation requests).

Audio only for large groups and classes (maximum 44 people)

Moore 3027

Built in, controlled from podium.

Web-based Videoconferencing for small groups (via Zoom, FaceTime, Skype, Hangouts, BlueJeans, Fuze, etc) (recommended max 6 people)

Meeting rooms, offices

check-out portable videoconferencing unit laptop (reservation requests)

Web-based videoconferencing for large groups or classes (via Zoom, FaceTime, Skype, Hangouts, BlueJeans, Fuze, etc) (maximum 44 people) Moore 3027 Built-in, run from podium computer and control booth. Requires ETU administration.

Audio Conferencing

Portable Audio Conferencing using the portable speakerphone: After you reserve and pick up the speakerphone from ETU, it can be plugged into any active ethernet port. Once powered on, it operates like a landline. If you require more than 2-way conferencing, you will need to arrange a conference number with UCLA's IT Services.


Audio Conferencing in Moore 3027: First, make a room reservation request and make sure it is confirmed. The speakerphone is integrated into the microphones and speakers in the ceiling. The dialer can be operated from the touchscreen on the podium, and operates like a landline. If you require more than 2-way conferencing, you will need to arrange a conference number with UCLA's IT Services. If you require training, please contact ETU in advance. 


Web-Based Videoconferencing

Web-based Videoconferencing uses an internet service (e.g. Zoom, FaceTime, Skype, Hangouts, BlueJeans, Fuze, etc.) and a combination of A/V equipment. Every videoconference needs at least one camera, microphone, and speakers. This equipment varies based on the service and your desired configuration. For high quality and dependable conferencing, ETU recommends using the UCLA-licensed service Zoom. Anyone can join Zoom for free at:http://zoom.us. UCLA employees can sign up for Pro Zoom accounts using their UCLA Logon ID at: https://ucla.zoom.us/


Small groups using a portable conferencing unit: for groups of approx. 2-6 people. Ideal for U-shaped conference table configurations. Plug the videoconferencing unit into a laptop, running the conferencing service of your choice. Place it in a location on the table where it can best pick up participants and their voices. As an all-in-one, the unit takes the place of the laptop's camera, microphone, and speakerphone, amplifying sound and allowing camera manipulation. The laptop can then be connected to a projector to view the remote site. (click for more information and instructions)

 

Large groups using Moore 3027: The classroom has 3 built in cameras, ceiling microphones, and speakers that can capture lectures, group discussions, or classes. The conferencing software of your choice is run through the built-in Mac Mini in the podium, and can be projected to either screen. To request a videoconference in Moore 3027, please read the next section and submit the videoconferencing request form below.

  

Planning a Videoconference  

 

  1. Choose a host: The host site will moderate the videoconferencing software or service. They will schedule the conference, generate the meeting invitation(s) and disperse them to each participant. 
  2. Choose a room: Reserve the appropriate room for your session. If you want to use Moore 3027, your reservation request must be approved before you can proceed with conference setup. 
  3. Identify participants: determine the number of sites and the number of participants at each site. Confirm that each site has access to the necessary A/V equipment and can use the chosen software. 
  4. Decide level of interaction: What type of communication do you need? Some options include:
    • 2-way video and audio: all sites are on camera speaking with each other
    • 2-way video and audio with presentation: the host site is on camera, but also shares his/her desktop. Sites may switch between using the camera and sharing their screen. 
    • 1-way video or voiceover broadcast: host site uses video of a speaker or slides with voiceover. Remote sites can see and hear, but aren't seen or heard (If software allows, they can communicate via text chat)
  5. Testing and setup: Communicate with your remote contact(s) to plan a test before the conference. Find out if remote sites have a technician who will be administering the session. 

If you plan to use Moore 3027 for video conference, please submit the Video Conference Request Form at least 10 business days in advance, after you have a confirmed the room reservation. After you submit the form, you will be contacted by an ETU staff member for coordination. Your conference is not confirmed until you speak to an ETU staff member.

 

Video Conference Request Form