How To Book An Off Net Site

Transcript

BOOKING AN EXTERNAL SITE If a staff member requests a booking with a site not in the Videolinq Videoconferencing Network (known as an Off Net site), you need to ask the following questions of the Off Net site:  Is the site available on the requested date and time? If the site is outside of Queensland check if there is a time zone difference and ensure the conference is booked at the correct time.  Is there a room hire cost? You may also need to check if there are administration costs such as a booking, amendment or cancellation fee.  Do they have IP or ISDN? Check whether they prefer to dial into our site / bridge or would rather we dial into them. If they have ISDN and we dial into them there will be a cost charged back to you by Videolinq. If they have ISDN and they dial us check whether they will charge you for the call. If we are dialling them ensure that you are given the correct IP or ISDN.  If applicable, do they have after hours access? If you are organising a VC outside of business hours check how the participant can access the room and whether there will be any additional costs.  What type of equipment do they have? Telstra iVision need to know what type of equipment the site has prior to testing to ensure compatibility.  Who is their technical support person, and what are their contact details? This is the person who the test will be done with. They should be able to help with any technical issues that arise.  Who is the attendee of the VC? You may need to provide this to the Off Net site so they know who will be in attendance.  What is the address / room location? This information will be given to the attendee.  Can we do a test to ensure everything will work on the day? Telstra iVision will do a test, preferably 1 week in advance but no less than 24 hours prior to the VC, to ensure compatibility between our network and theirs. They will contact the technical support person to arrange this and advise you if there any issues. MAKING THE BOOKING When making the booking using TBA Online simply follow the normal booking procedure. When you get to the Select Sites page click on the Other folder and select Off Net. In the Off Net contact card change the name from Off Net to that of the place you will be videoconferencing to. Enter the attendee details if applicable and ensure that you change the dialling instructions to reflect whether they will dial in or we will dial out. After you have entered the date and time and moved to the Booking Details Form, fill in all details as provided by the requester. Enter the Off Net details (e.g. site, technical support name and contact details, system type, and IP / ISDN) in the Comments section. Complete booking. If you are unsure of a VC site at the requested location contact Videolinq to see if they know of one. DEFINITIONS • Off Net – A site not within the Videolinq Videoconferencing Network, that will be connecting to a Videolinq videoconference • Commercial – A videoconference with people outside of TAFE that has nothing to do with TAFE business (organised through Telstra iVision Melbourne 1800 637 480) • Queensland Government Booking – A videoconference with people outside of TAFE but within the Queensland Government that has nothing to do with TAFE business (organised through the Videolinq Office 4862 7401)