Teleconferencing:

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Teleconferencing Facilities, Equipment,
Issues Change is bringing with it the need to
readjust our traditional approaches to
communicating! Charles Davidson Columbus, Ohio
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Create Flexible and Trouble-Free Teleconferencing

• Saves Time and Money
• Affects all Divisions of the Organization, and
  most likely your Client
• Reduces complexity and anxiety while providing a
  comfortable relaxing setting

Given the right arrangement, the proper training,
the cost of the equipment and the build-out, the
ability of technology to duplicate almost
entirely an in-person meeting or presentation,
the cost savings can be significant to an
Organization saving time and travel.
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Primary Issues

• Design of user-oriented systems
• Implementation Strategies
• Training
• Appropriate applications
• Support structures that promote successful
  applications
• Integration of teleconferencing into an
  organization

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• Tendency has been to put technology first,
  rather than focusing on applications and end
  users.
• Having multiple types of VCT systems creates
  confusion and disruption
• Coordinate with Information Management/Telecommuni
  cations group
• Standardize on system, equipment, and a training
  package.
• Without sufficient training, potential users are
  more likely to misunderstand video conferencing
  and reject it as a communications option.
• An effective training program diminishes the
  technology's mystique.
• This will save the end user time, reduce
  downtime, maintenance and complaint calls.

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Components

• Location Layout
• Furniture
• Lighting
• HVAC
• Acoustics
• Power Data
• Technology Control
• Architecture Finishes

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Decide what you need to share via the VTC.

• Do you need to share PC content?
• Is it just a head shot of a subject speaking?
• Is it more of a training session?
• Will multiple people in both locations need to
  speak and be seen?

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Other important questions

• How many locations need to be on the conference?
• How many people in the will need to be heard?
• Do you have a plan for where specifically the
  equipment will reside?
• Is there an established cable runs between the
  cameras and other miscellaneous equipment?
• How do you plan to connect to the outside world?
• Is the VTC going to be permanently installed or
  is it mobile?
• Answers to these questions can start a new
  branching of questions.

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Video Conferencing Standards

• Battelle has standardized on
• Polycom video conferencing equipment. To
  participate in corporate video conferences
  Polycom equipment must be used.
• AMX Room System Controls. Information Management
  must be involved in the installation of large
  room system. A standard look and feel to all
  large rooms is the goal.
• Video Conference bridges are scheduled and
  coordinated through Battelle Columbus. Contact
  IM for scheduling information.
• An Accord / Polycom Bridge is available that will
  support 12 sites in one Video Conference.

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• Smart Technologies the manufacturer of SmartBoard
  and Sympodium technologies should be utilized for
  high end presentations.
• Equipment defined as standard must be used unless
  Information Management approves the non-standard
  equipment. Guidelines are given to show
  equipment and manufactures that IM has had good
  results using when setting up systems.
• Place Video Conference equipment on a maintenance
  agreement for both hardware and software.

Video Conferencing Standards
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Standard Types

• Desktop System
• Small Room System
• Large Room System

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Desktop System -- Polycom Via Video

• Battelle is using Polycom equipment for Video
  Conferences. Use of this standard equipment is
  required for video conferences within Battelle.
  Battelle clients and partners may not be capable
  of IP based Video Conferencing.
• This desktop system is an IP based system. It is
  not capable of supporting ISDN calling.
• This system can be connected to a desktop
  computer. Cost of a Polycom Via Video system is
  approximately 600.

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Minimum Configuration Prices are budgetary
only. Vendor Part Number
Description Qty Unit Price
Polycom 2200-20500-0
ViaVideo II 1
599.00
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Small Room System -- Polycom VSX 7000

• Battelle is using Polycom equipment for Video
  Conferences. Use of this standard equipment is
  required for video conferences within Battelle.
  This equipment is also supports industry
  standards to allow Video Conferencing with
  Battelle Clients and Partners.
• The Polycom VSX7000 system supports IP and ISDN
  based video conferencing.
• Cost of a full system is approximately 12,000.
  Purchase of local installation is suggested to
  ensure proper setup of the equipment.

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• Additional items not included
• Cart
• TV Monitor 1 or 2
• PC for Presentations

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Extended Product, Services, Warranty Total
7,137.80
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Large Room System Polycom VS4000

• Battelle is using Polycom equipment for Video
  Conferences. Use of this standard equipment is
  required for video conferences within Battelle.
  This equipment is also supports industry
  standards to allow Video Conferencing with
  Battelle Clients and Partners.
• The Polycom VS4000 system supports IP and ISDN
  based video conferencing.
• Cost of a large room system is approximately
  65,000 110,000. Purchase of local
  installation is suggested to ensure proper setup
  of the equipment. Information Management (IM)
  must be involved in purchase of this type of
  system. IMs involvement will ensure
  compatibility with other Battelle Video
  Conference Systems.
• When planning a large room system a Video
  Conference vendor should be consulted to
  determine audio/visual requirements for the room.

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Components needing addressed

• Video Conference Equipment .. Polycom VS4000
  - Standard
• Room Control System AMX Standard
• Standard look and feel see IM.
• Ceiling Mounted Projector. Sony VPLPX40
  Guideline
• Use of one projector type will allow for spare
  bulbs to be shared.
• Projection Screen(s) Da-Mat Tensioned
  Fabric - Guideline
• Wireless Microphone System .Shure Cardioid
  Lavalier Microphone -
  
  Guidline
• PC image converters Extron
• Ceiling mounted mikes Beyer Dynamic
  Guideline
• Ceiling mounted mikes need to be high quality.
• Ceiling mounted Speakers. . Atlas Soundolie
  Guideline
• Sound amplification Crown Guideline
• Depending on presentation requirements a
  Smartboard and/or Sympodium may be an option for
  a high end large room.

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Standard equipment utilized in a large room
system.

• Prices are for budgetary purposes only and do not
  include installation or programming of the Room
  Control system.
• Local installation of these systems is
  recommended. IM will work with the vendor during
  design and must review final quotes

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Floor Mounted Network/VGA Connections
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Ceiling Mounted Projector
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Projection Screens
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Wireless Mike Systems
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Polycom Video Conference System
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Components Sound and Video
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PC Image Converter
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Mikes and Speakers in the Ceiling
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Room Control System