01. First check that the auditorium is available (
https://goo.gl/CfRcf1 ). Video Conferences need to be booked at least 10 working days before the date of the required conference. This will allow technical staff to do the required testing and planning to ensure that your conference runs smoothly.
02. When booking the auditorium for a conference please allow 30 mins before and after the conference time for technicians to setup and reset the room. We will not accept a Video Conference Booking that has not allowed this set up and reset time.
03. Fill in the Booking form and submit it. Will be auto submitted to SEDU.
04. In the Conference Details, specify the date and time of the proposed video conference along with an estimated finish time. As the conference organizer you must work out the time differences with remote sites and indicate these times on the form to allow technicians to organize appropriate times for testing.
05. Give the Video Conference session a short meaningful name. Again please check auditorium bookings before planning a date to ensure the auditorium is available.
06. Fill in the details of each participant connecting to your video conference session.
07. Indicate if NIFS is to initiate the connection.
08. You will need to ask the video conference participants to supply you with their video conferencing details such the Skype ID they will be using.
09. Ask the participants to supply the details of the person who has adequate technical ability to be their technical support during the video conference. The Technical Support staff will set up a test session prior to your conference to ensure that the proposed session will be successful. If a problem does occur during the conference this information will allow your Technical Support staff to easily confer so that the problem can be fixed as soon as possible.
*****NOTE*****
We can only ensure that our end is working correctly. If there is a problem with the remote end of the conference it is the technical support person at the far end who must fix the problem. Please ensure there is an adequate technical support person at the other end to support the conference.
10. Please ensure all details on the form have been filled before submitting. Upon receiving your booking form you will receive a confirmation email and your Video Conference Technical Support person will contact you regarding any further information that may be required.