How to Schedule a Multi-point Video Conference Using WVNET's Conference Bridge

1. Before scheduling a video conference, gather the following information:
   1. The proposed date of the conference.
   2. The desired starting time of the conference.
   3. The expected duration of the conference.
   4. The sites/locations to be included in the conference.
   5. The billing contact name and billing address.
   6. A technical contact for each site (for coordination of any necessary pre-conference testing and for technical assistance for any problems that may occur at the site during the conference).
2. Call Bob Lint at WVNET: (304) 293-5192 ext. 246. (Bob's backup is Jason Chastain at extension 273.) If you are conferencing with sites that have used the WVNET conference bridge previously, WVNET requests at least 24 hours advance notice. If you are conferencing with sites that have not used the WVNET bridge previously, or if you're not sure if all of the sites have previously used the WVNET bridge, at least 48 hours is strongly recommended. These are minimum recommended times, and WVNET asks that you schedule as far in advance as practical.
3. If you need to set up a conference on shorter notice, every effort will be made to accommodate your request, but experience has shown that the greater the preparation and testing, the more satisfactory the conference experience is.
4. Instruct participants at all of the sites to ensure that their video equipment is powered on at least 15 minutes prior to the scheduled start of the conference.
5. Normally, the WVNET bridge will connect to each site. There are some sites that cannot accept a connection from the bridge, and arrangements will have been made in these cases for the technical contacts at those sites to initiate their connections with the WVNET bridge. For ISDN connections, WVNET recommends having the remote sites initiate the ISDN calls (numbers and procedures for connection will be provided to the sites’ technical contacts prior to the scheduled conference). In any case, the process will be coordinated with the remote sites' technical contacts, and no action should be required by the participants themselves to create the connection.
6. If there is any problem establishing the conference or during the conference, contact the WVNET Help Desk at (304) 293-5192, option #1.
7. At the end of the conference, each site should disconnect to ensure that billing stops on time.