February 2007 Edition1725-24606-001/A

Version 1.0

Polycom RealPresence Experience (RPX)User Guide

Trademark InformationPolycom® and the Polycom logo design are registered trademarks of Polycom, Inc. RealPresence™, RPX™, SoundStation VTX 1000™, and StereoSurround™ are trademarks of Polycom, Inc. in the United States and various other countries.

All other brand and product names are trademarks or registered trademarks of their respective companies.

Patent InformationThe accompanying product is protected by one or more U.S. and foreign patents and/or pending patent applications held by Polycom, Inc.

DisclaimerThis software is provided 'as is' with no explicit or implied warranties in respect of its properties, including, but not limited to, correctness and fitness for purpose.

Copyright Information© 2007 Polycom, Inc. All rights reserved.

Polycom Inc.4750 Willow RoadPleasanton, CA 94588-2708USA

No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Polycom, Inc. Under the law, reproducing includes translating into another language or format.

As between the parties, Polycom, Inc. retains title to, and ownership of, all proprietary rights with respect to the software contained within its products. The software is protected by United States copyright laws and international treaty provision. Therefore, you must treat the software like any other copyrighted material (e.g. a book or sound recording).

Every effort has been made to ensure that the information in this manual is accurate. Polycom, Inc. is not responsible for printing or clerical errors. Information in this document is subject to change without notice.

Contents

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Contents

Introducing the Polycom RealPresence Experience (RPX) . . . 1-1Key Features and Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2

Using the Touch Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1Accessing the Home Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1Calling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2

Making a Video Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2Making an Audio Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2Answering a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3Hanging Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-3Understanding the Call Indicators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4

Controlling Audio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5

Showing Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1Using the Direct VGA Connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1Using the Integrated Computer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2Using Another Method . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2

Using Other Equipment in the Room . . . . . . . . . . . . . . . . . . 4-1Pop-up Monitors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1SoundStation VTX 1000 Conference Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2Data Ports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-2Projectors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3Caring for the Room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3

Conducting Successful Meetings . . . . . . . . . . . . . . . . . . . . . 5-1Meeting Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1

Video Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1Audio Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2Meeting Coordinator Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-3

Reserving a Polycom RPX Suite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-4Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-4Extending, Cancelling, or Ending Early . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-5Planning Large-scale Conferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-5

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1Introducing the Polycom RealPresence Experience (RPX)

Imagine walking into a comfortable, luxurious meeting environment, taking a seat and starting a real-live conversation with your counterpart from across the world. Without any technology in the way, you can focus on the business at hand. Welcome to the world of the Polycom® RealPresence™ Experience.

The Polycom RealPresence Experience offers unprecedented video in a cinematic view, extraordinary StereoSurround™ audio, and high resolution content in a truly immersive meeting environment. The Polycom RPX™ Suites provide the ultimate meeting experience for executives in any organization, linking sites around the globe.

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Key Features and BenefitsThe key features and benefits of Polycom RPX Suite include:

Feature Benefit

High definition video High definition video on large-as-life displays gives you the feeling of truly being in the same room as the participants at the far site.

High definition audio High definition audio is supported by a combination of Polycom’s 22 kHz StereoSurround and directional ceiling microphones.

High resolution content Direct VGA connection allows you to present content at a moment’s notice (whether you are on or off a video call) by simply plugging a VGA cable into your laptop.

Multi-purpose room Besides using the room for RealPresence conferencing, you can also use it as a training room, conference room, or board room.

Seamless video displays Large format, seamless video display walls allow for viewing of continuous video across approximately 8 or 16 feet for a truly cinematic experience.

Interoperability Polycom RPX Suites are completely interoperable with all standards-based video conferencing products, so users with traditional video conferencing systems can participate in calls.

Transparent technology With the cameras hidden behind the displays, the microphones suspended from the ceiling cloud, the sound system out of view, and no remote controls on the table, the technology is hidden so you can focus on the business at hand.

Room mobility The Polycom RPX Suite is a true room-within-a-room. Because it is modular and does not attach to the physical room, it is easily installed and can be moved to a new location, leaving the original room intact.

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2Using the Touch Panel

The Touch Panel is your interface to the Polycom RealPresence Experience. It enables you to place video and audio calls, hang up calls, control the audio, and perform other video conferencing tasks. The Touch Panel is available to you if you are seated in one of the two center seats in the front row.

Accessing the Home ScreenYou must access the Home screen in order to place, answer, and hang up calls, as well as view the call indicators.

To access the Home screen from the Start screen:

Touch Start.

To return to the Home screen from another screen:

Touch Home.

Note If your company has signed up for Video Network Operations Center (VNOC) services, the VNOC may handle many or all of the video conferencing tasks for you. If so, you may not need to use the Touch Panel.

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CallingFrom the Home screen, you can perform all of the calling tasks described in this section.

Making a Video CallYou can make a video call either by speed dialing or by manually dialing. If speed dial numbers have been set up for your site, the Speed Dial buttons automatically appear on the Home screen.

To make a video call:

Do one of the following:

• To speed dial, touch the Speed Dial button that corresponds to the site you want to call.

For example, if you often call a site in Boston, you might see a Speed Dial button called “Boston”. You can simply touch that button to place a call to that site.

• To dial manually:

1. From the Home screen, touch Video Call.

2. Enter the number of the site you want to call using the touch pad, and then touch Dial.

If you make a mistake while dialing, touch Back to edit the number or touch Clear to erase the number and start over.

Making an Audio CallYou can use the Touch Panel to make an audio call separately from a video call or you can add an audio call to your video call. In either case, you can only make only one audio call at a time using the Touch Panel.

Every Polycom RPX Suite is also equipped with a SoundStation VTX 1000™ conference phone, which you can use to place audio calls. Unlike the Touch Panel, the VTX 1000 enables you to conference in more than one audio caller at a time. Note, however, that Polycom recommends that you use the Touch Panel if you want the other participants in the video conference to most clearly hear the audio caller. For more information about the VTX 1000, refer to SoundStation VTX 1000 Conference Phone on page 4-2.

To make an audio call:

1. From the Home screen, touch Audio Call.

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2. Enter the telephone number that you want to call using the touch pad, and then touch Dial/Answer.

If you make a mistake while dialing, touch Back to edit the number or touch Clear to erase the number and start over.

Answering a CallAlthough you do have to manually answer audio calls, you do not have to answer video calls in a Polycom RPX Suite. Video calls are automatically answered, so you can begin your meeting with the other participants without having to take any steps to answer the call.

When you receive an audio call, you hear a ringing sound and the Touch Panel automatically displays the Audio Call screen so you can easily answer the call.

To answer an audio call:

Touch Dial/Answer.

Hanging UpWhen hanging up, you must hang up video and audio calls separately.

To hang up a video call:

1. If you are not on the Video Call screen or the Home screen, touch either Video Call or Home.

2. Touch Hang Up.

To hang up an audio call:

1. If you are not on the Audio Call screen, touch Audio Call.

2. Touch Hang Up.

Note If you touch the Help Desk button when an audio call is connected, the system must hang up the audio call in order to place the help call (unless the call was made using the SoundStation VTX 1000 conference phone). A message informs you of this before hanging up the audio call. For more information about placing help calls, refer to Getting Help on page 2-5.

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Understanding the Call IndicatorsAs soon as you are in a call, the screen changes to display information you may need during the call.

• Call connection bars at the top of the screen light up to show you that you are connected to another video conferencing system:

— All four bars light up when you are connected to a Polycom RPX 400 Series.

— The two middle bars light up when you are connected to a Polycom RPX 200 Series.

— Only the third bar lights up when you are connected to a traditional video conferencing system.

• Call statistics, such as the site name and the call speed appear on the screen, as well as the current time, which appears on the bottom right of the screen.

• The Hang Up button appears in the middle of the screen, enabling you to end the call quickly and easily.

• The IP address of your site appears at the top of the screen.

• If you are sharing content using the direct VGA connection, the icon lights up. Below this icon, the name of your content-sharing source is displayed. For example, if you’re sharing content from a laptop, the word “Laptop” is displayed below the icon. For more information about sharing content using the direct VGA connection, refer to Using the Direct VGA Connection on page 3-1.

• A horizontal bar on the screen shows the audio level.

Controlling AudioWhen you place a video call, the audio defaults to 50%. A horizontal bar on the screen shows the audio level. You can change the audio in these ways:

• During a video call, touch Volume Up or Volume Down to increase or decrease the sound you hear from the far site.

• During an audio call, touch Audio Volume Up or Audio Volume Down to increase or decrease the sound you hear from the audio caller.

• During both video and audio calls, touch Mute to mute or unmute the sound you're sending from your site.

If the far site is muted, appears on the screen.

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Getting Help Whenever you experience technical difficulties or have a question about the Polycom RPX Suite, you can call the Help Desk. If your company has signed up for Video Network Operations Center (VNOC) services, you can also call the Help Desk to request a room reservation, extend or cancel a meeting, or inform them that your meeting is ending early. For more information, refer to Reserving a Polycom RPX Suite on page 5-4.

To get help:

1. Touch Help Desk.

2. Touch the larger Help Desk button that appears on the screen.

If your company has signed up for VNOC services, you can also get help by calling the VNOC directly using the phone number provided by your company.

Note If you touch Help Desk when an audio call is connected, the system must hang up the audio call in order to place the help call (unless the call was made using the SoundStation VTX 1000 conference phone). A message informs you of this before hanging up the audio call.

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3Showing Content

During your meeting, you may want to show content, such as slides, spreadsheets, or other documents, to the other participants in the meeting. This chapter describes how you can do this.

Using the Direct VGA ConnectionIf you want to show content that is stored on your laptop, the easiest way to do that is to bring the laptop into the Polycom RPX Suite and connect it to the direct VGA connection. This connection is available to you if you are seated in one of the center seats in the front row.

To use the direct VGA connection to show content:

1. Access the cables by popping up the black cover located on the tabletop in the Polycom RPX Suite.

2. Connect the VGA cable to the VGA Out connector on your laptop.

Note that some laptops require you to enable VGA output (such as by pressing Shift-F8). Refer to your laptop documentation for more information.

3. If needed, connect the audio cable to the Audio Line Out connector on your laptop.

4. Display the content on your laptop and then touch Content on the Touch Panel.

The content appears on all of the pop-up monitors in the Polycom RPX Suites. If any sites in the meeting use traditional video conferencing equipment, the content appears on the video conferencing displays at those sites.

As soon as you share content using the direct VGA connection, the icon lights up. Below this icon, the name of the content-sharing source is displayed. For example, if you’re showing content from a laptop, the word “Laptop” is displayed below the icon, or if the far site is showing content, the word “Far End” is displayed.

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To stop showing content:

Touch Content on the Touch Panel.

When you want to start showing content again, simply touch Content again.

Using the Integrated ComputerEvery Polycom RPX Suite is equipped with an integrated computer. Depending on your company policies regarding the use of this computer, you may be able to use it to show content. For example, you may be able to load a content-sharing application on the integrated computer and use that application to show your content.

By default, the pop-up monitors in the Polycom RPX Suite automatically display whatever is being shown on the screen of the integrated computer. However, if you show content using the direct VGA connection, that content will take precedence over any content shown using the integrated computer.

Before using the integrated computer, check with your system administrator or the Video Network Operations Center (VNOC). Some companies reserve this computer for the system administrator or VNOC only.

Using Another MethodSome companies may set up the cabling in the Polycom RPX Suite so that they can share content from a computer in their own way (for example, a company may want to share content without sending it through the video call).

Check with your system administrator regarding your company policies regarding sharing content using a method other than the direct VGA connection.

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4Using Other Equipment in the Room

Other equipment in the Polycom RPX Suite that you may want to use includes the pop-up monitors, the SoundStation VTX 1000 conference phone, the data ports, and the projectors. This chapter describes this equipment.

This chapter also describes how to properly maintain the Polycom RPX Suite.

Pop-up MonitorsPolycom RPX Suites are equipped with pop-up monitors — one for every two seats in the room.

This is what you can expect to see on the pop-up monitors:

• If content is being displayed on a laptop connected to the direct VGA connection in the room, the pop-up monitors display the content shown on that laptop.

For more information about showing content using the direct VGA connection, refer to Using the Direct VGA Connection on page 3-1.

• If content is being received from another site, the pop-up monitors display the content from the far site.

• If neither of the above two conditions exist, the pop-up monitors display the content shown on the room’s integrated computer.

For more information about the integrated computer, refer to Using the Integrated Computer on page 3-2.

Even if you are using the Polycom RPX Suite for a regular meeting rather than for a video conference, you can still use the pop-up monitors to display content from your laptop or from the integrated computer.

To use a pop-up monitor:

1. Access the monitor by removing the wooden cover located in the tabletop.

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2. Press the power button below the monitor screen to power on the monitor.

3. Pop up the monitor.

4. Place the wooden cover behind the monitor so that the Polycom logo faces the large display screens.

SoundStation VTX 1000 Conference PhoneEvery Polycom RPX Suite is equipped with a Polycom SoundStation VTX 1000 conference phone. You can use this conference phone to make telephone calls from the room.

When you are in a video conference and you want to place an audio-only call to another person, you can either use the Touch Panel or the VTX 1000 conference phone. Polycom recommends that you use the Touch Panel if you want the other participants in the video conference to most clearly hear the audio caller. Note, however, that you can only call one person at a time using the Touch Panel, whereas you can conference in more callers with the VTX 1000.

Data PortsAt every seat in a Polycom RPX Suite, you can access a data port and a power connection. Therefore, if meeting participants want to bring in their own laptops and connect to the Internet, they can easily do so.

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ProjectorsAlthough you can power the projectors on and off using the Touch Panel, you should rarely have to do so. In most cases, the system administrator determines when the projectors should power on and off based on a weekly schedule. For example, on weekdays, the administrator may set the projectors to power off after four hours of inactivity, whereas on weekends or during the night, the administrator may set the projectors to power off after only one hour of inactivity.

To power the projectors on and off:

1. Touch on the Start screen for five seconds to bring up the projector controls:

2. Touch to power on the projectors or touch to power off the projectors.

The projectors take about one minute to power on.

Caring for the RoomBecause some sensitive equipment is part of the Polycom RPX Suite, you should always follow the guidelines in this section to properly maintain the room.

Never lean on, dust, or touch the large display screens or the video cameras (which are located in the center of the large display screens). You could misalign the cameras, resulting in compromised video. If this occurs, contact the Help Desk as described in Getting Help on page 2-5.

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To properly maintain other components:

• Do not allow anyone other than certified Polycom RPX technicians access to the equipment rack, cabling, and dark room.

• Do not touch the microphones.

• Keep data ports clean and free of debris. If a spill occurs in or around a data port, clean it immediately. If you notice data collaboration problems after a spill, contact your company IT department or the Help Desk. For information about how to call the Help Desk, refer to Getting Help on page 2-5.

• Wipe down the tabletops with a damp, lint-free cleaning cloth or use commercially available disinfecting wipes. Avoid using any caustic, abrasive, or oil-based cleaning products.

• Vacuum the room carpeting and upholstered chairs regularly. Spot clean or deep clean as you would other carpeted areas and upholstered furniture.

• Follow the manufacturer’s use, safety, and cleaning recommendations for other equipment you bring into the room.

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5Conducting Successful Meetings

It’s easy to conduct successful meetings in a Polycom RPX Suite. Because the cameras, microphones, speakers, remote controls, and other equipment have been removed, you are free to concentrate on making your meeting as effective as possible — not on managing the technology.

Meeting TipsThis section provides you with tips on how to take full advantage of the extraordinary video and audio in the room, and provides information that you should know if you are the meeting coordinator.

Video TipsPolycom RPX Suites have fixed cameras in the middle of the large display screens. Locating the cameras in this way provides two benefits:

• There are no visible cameras making you or others uncomfortable.

• The cameras help simulate natural eye contact and help create the feeling that you’re in the same room as the participants at the far site. With traditional video conferencing, participants tend to look at the video image of the person at the far site instead of looking into the camera. Therefore, true eye contact is not achieved, as shown in the following illustration:

GAZE ANGLE

Participant is looking here

Participant should be looking here

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The cameras in Polycom RPX Suites can capture images up to the end of each table. Therefore, if you are seated at any of the tables, you are visible onscreen.

Note, however, that there are seams in the video screens. Do not stand or sit exactly in front of the seams; if you do, your image will look “split” to the far- site participants. You can be sure to avoid the seams by sitting in one of the designated seating locations.

Here are some other tips to achieve the best video in your Polycom RPX Suite:

• Generally, Polycom RPX Suites are designed for participants that are seated, not standing. Try to refrain from standing while onscreen.

• Remember that all movements, expressions, and gestures are visible to everyone.

• Avoid repetitive motions that may distract other participants, such as tapping your pen or fingers on the tabletop.

• Avoid wearing all-light or all-dark clothing or "busy" patterns (such as small checks or narrow stripes). A contrast between light and dark colors, or softer, muted colors look the best onscreen.

Audio TipsPolycom’s superior StereoSurround audio and digital ceiling microphones are extremely sensitive. Keep in mind that they will pick up all sound in the room, even gentle noises and whispers — and even if you are not in camera range.

Other helpful audio tips you should consider include:

• When speaking, you do not have to direct your speech to a certain location or speak louder than normal. Simply speak in your normal tone of voice.

• Because of the microphone sensitivity, you should refrain from sidebar conversations. These can be distracting, especially in multipoint meetings where participants at a number of sites are present.

• You may want to pause briefly after speaking to give participants at the other sites a chance to respond or ask questions. In multipoint meetings, there may be a slight delay in the video and audio. Therefore, pausing briefly will give the other participants an opportunity to interject.

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Meeting Coordinator TipsWhen coordinating video meetings in Polycom RPX Suites, you perform many of the same tasks as you would when you coordinate any other meeting. For example, you should start and end your meeting on time, prepare an agenda, and make sure your presentation materials are ready.

As the meeting coordinator in a Polycom RPX Suite, follow these additional guidelines:

• Schedule a practice run if your meeting is using sound, video clips, or complicated graphic presentations.

• Arrive 15 to 20 minutes early to ensure that the Polycom RPX Suite is ready to go and, if any room adjustments are necessary, they can be made prior to the meeting.

• The best seats are the four center seats in the front row. Make sure that the primary participants in the video meeting are seated in these seats. As the meeting coordinator, you should also sit in one of these seats.

• If there are fewer participants in the meeting than there are seats, have the participants sit in the middle section of the Polycom RPX Suite to achieve a “balanced occupancy” as shown:

• If your meeting is going to end early or run long, you may have to inform your system administrator or the VNOC (if your company has signed up for VNOC services). For more information about scheduling meetings, refer to the following section.

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Reserving a Polycom RPX SuiteAt some companies, you can use a Polycom RPX Suite at any time; at other companies, you must reserve the room.

If your company has signed up for Video Networks Operations Center (VNOC) services, you can make your reservation through the VNOC. The operators there will not only help you make a reservation, but they will also monitor the network and resources during the meeting, and provide remote site management to make sure your meeting goes just as you planned.

To request a reservation:

1. Some companies have reservation forms used to collect the information needed to schedule and set up video conferences. If your company has one of these forms, fill it out before you proceed to step 2.

2. Do one of the following:

— Touch Help Desk on the Touch Panel, and then touch the larger Help Desk button that appears.

— If you have VNOC services, call the VNOC directly using the phone number provided by your company.

3. Schedule your reservation with the Help Desk or the VNOC operator.

Typically, the operator will then:

— Ensure that all the other sites in your video conference have the same reservation.

— Email a confirmation of the reservation to you and the contacts at the other sites.

Scheduling

• Whenever you schedule a video conference, consider time zone differences for the various participants. Any reservations made through the VNOC are made using U.S. Eastern Time.

• Typically, calls must begin on time and, occasionally, they cannot be extended. Therefore, try to book the appropriate amount of time you will need for your meeting.

Note These steps provide a general guideline for requesting a reservation. Your company’s protocol may required you to veer slightly from these steps or to perform additional steps.

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• If you want to schedule a video conference with a site that is not a Polycom RPX Suite (that is, a site with traditional video conferencing equipment), your system administrator or the VNOC must ensure that the site’s equipment is compatible with the equipment in the Polycom RPX Suite.

The VNOC keeps a list of all the sites your company has placed video calls to in the past so you can more quickly schedule conferences with these sites in the future.

• If you would like to schedule an impromptu meeting during regular working hours, you can generally do so within a 15-minute window if all the sites are available.

If your meeting includes sites with traditional video conferencing equipment, scheduling an impromptu meeting also depends on whether your system administrator or the VNOC has previously ensured that the site’s equipment was compatible with yours, how many sites are involved, and the status of the network connectivity.

Extending, Cancelling, or Ending Early

• You can usually extend your video conference as long as there are no conferences immediately scheduled after yours at any of the sites.

If you made your reservation through the VNOC, the original requestor of the conference must notify the VNOC. The VNOC operator cannot change the reservation without consent of the original requestor.

• If you made your reservation through the VNOC, you must cancel your meeting at least 24 hours before the meeting start time to avoid cancellation charges.

• At some companies, reporting and invoicing are tracked on a per-minute basis. If you scheduled your meeting through the VNOC and your meeting ends early, you should notify the VNOC. Not only does this save money, it allows the Polycom RPX Suite to be used by others who may be waiting on a stand-by basis.

Planning Large-scale Conferences

• If you are planning a large-scale meeting, such as an annual recognition event or a new product launch, you probably need to connect to several locations. Often, multiple telecommunication providers and video conferencing platforms are also involved. Therefore, you should reserve meetings of this type several months in advance, if possible, to ensure the necessary logistical coordination and technical support.

• Large-scale conferences may require a technical support attendant who can add or drop sites, change to key presenters, add or drop audio-only participants, and so on. Inquire about this when making a reservation with the Help Desk or the VNOC operator.

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