&EPA
United States
Environmental Protection
Agency
National Data Processing Division July 1992
Research Triangle Park, NC 27711
Video Teleconferencing
Services
Quick Reference Guide
Printed on Recycled Paper
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TABLE OF CONTENTS
Introduction
What Is Video Teleconferencing?.
What NDPD Video Teleconferencing Facilities and
Services Are Available to EPA Personnel? 11
When Should You Use Video Teleconferencing? 15
How Do You Plan, Arrange, and Conduct a
Video Teleconference?...; 19
How Do You Resolve Technical Problems During
A Video Teleconference? 29
Glossary of Video Teleconferencing Terms 31
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TABLE OF EXHIBITS
Exhibit 1: Configuration of a Typical Video Teleconferencing Room 3
Exhibit 2: Function of Codecs in a Video Teleconferencing Connection 4
Exhibit 3: Typical Point-To-Point Video Teleconference Configuration 5
Exhibit 4: Fully Interactive Multipoint Video Teleconference With
Voice Switched Video 6
Exhibit 5: Multipoint Video Teleconference With Several Audio-Only Sites 7
Exhibit 6: Multimedia Video Teleconference Capabilities 8
Exhibit 7: Motion-Induced Video Blurring 9
Exhibit 8: Audio Clipping Due to Overlapping Discussions 10
Exhibit 9: EPA Video Teleconferencing Sites 11
Exhibit 10: Standard EPA Video Teleconferencing Room Configuration 12
Exhibit 11: Meeting Options Solution Matrix 16
Exhibit 12: EPA Video Teleconference Configuration Solution Matrix 17
Exhibit 13: Visuals Preparation Guidelines 24
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INTRODUCTION
Meetings are an important part of our work at the U.S. Environmental Protection Agency (EPA).
The quality of our work is directly related to the effectiveness with which we use meetings to assemble
project teams, share information, generate ideas, make decisions, coordinate efforts, and track progress.
EPA provides employees with sophisticated video teleconferencing capabilities to make meetings
more convenient, productive, and cost-effective. Video teleconferencing is both a substitute for and
supplement to face-to-face meetings. Agency personnel can use specially equipped rooms at Headquarters,
Research Triangle Park, regional offices, and laboratories to participate in teleconferences that involve
full-motion live video, two-way audio, still and action graphics, 35 mm slides, facsimile, and other modes
of electronic communication. The Agency's video teleconferencing network supports point-to-point
and multipoint conferences.
This guide describes video teleconferencing facilities, systems, services, and capabilities available
to EPA personnel through the Agency's
National Data Processing Division
(NDPD). It explains how to use video
teleconferencing in your job; how to re-
quest a video teleconference; how to con-
duct a video teleconference; and how to
resolve technical problems during a video
teleconference. A checklist is provided to
help you decide when to choose video tele-
conferencing over travel or audio telecon-
ferencing. Another checklist helps you to
determine what video teleconference con-
figuration is best suited to your require-
ments.
NDPD manages Agency video telecon-
ferencing systems for the benefit of all
EPA personnel nationwide. NDPD is
committed to providing Agency personnel
with the best possible video teleconferenc-
ing systems, services, and capabilities
available. The Agency also has dedicated
audio teleconferencing systems that sup-
port voice-only multipoint conference calls
and can provide bridged, audio-only access to EPA video teleconferences. (See the EPA Audio
Teleconferencing Services Quick Reference Guide for further details).
EPA personnel should read this guide prior to scheduling or participating in a video teleconfer-
ence. For information on video teleconferencing charges to EPA sites and program offices, call EPA's
FTS2000 Business Office at 8-919-541-2255. First-time video teleconference users should contact
EPA's national video teleconference service coordinator at 8-202-260-3763 to obtain the name and
number of their regional/local coordinator. You may schedule conferences through the national
coordinator or your regional/local video coordinator. Your regional/local coordinator will provide you
with access to the video teleconference room at the designated date and time.
Please let us know how EPA video teleconferencing services can best support the way you work.
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WHAT IS VIDEO TELECONFERENCING?
Video teleconferencing is the ability of dispersed people to see and speak with one another in real
time over telecommunications connections.
Video teleconferences utilize many sophisticated telecommunications technologies. Typically, video
teleconferencing is provided through specially equipped rooms, in each of which are installed cameras,
microphones, monitors, speakers, graphics stands, conference tables, and other equipment and furniture.
Exhibit 1 depicts a typical video teleconferencing room configuration.
MULTIPOINT
CONTROL
UNIT
MAIN CAMERA
MONITOR
(DISPLAYS
VIDEO SENT
FROM REMOTE
SITE)
REMOTE
CONTROL
OVERHEAD GRAPHICS
CAMERA (IN CEILING)
SPEAKER
DIGITAL CLOCK
PREVIEW MONITOR
(DISPLAYS GRAPHIC
SENT FROM THIS
SITE OR RECEIVED
FROM REMOTE SITE)
MICROPHONES
EXHIBIT 1:
CONFIGURATION OF A TYPICAL VIDEO
TELECONFERENCING ROOM
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Codecs are required to compress video teleconferencing signals to a fraction of their original data
rates, so that they may be carried over inexpensive telecommunications circuits. Exhibit 2 illus-
trates the role of codecs in a video teleconferencing connection. Uncompressed video signals contain
a lot of information and, if codecs were not available, would require very-high-capacity telecommuni-
cations circuits beyond the means of most companies. Codecs at transmitting sites convert outgoing
signals from local cameras, microphones, and other input devices into a digital bit-stream. The codec
compresses the bit-stream and sends it to remote sites over digital telecommunications circuits. Codecs
at receiving sites decompress the bit-stream and convert it back to its original analog waveform. Other
equipment at the receiving site splits the incoming analog stream into its video and audio components
and directs these signals to local monitors, speakers, and other output devices.
HELLO AND GOOD
MORNING TO
ONE FIND RLL
J
ANALOG
AUDIO
SIGNAL
ANALOG
VIDEO
SIGNAL
COMPRESSED
DIGITAL
BIT-STREAM
41 f
CD /
a (
® V.
ANALOG AUDIO SIGNAL
HELLO RND GOOD
MORNING TO
ONE RND RLL
ANALOG VIDEO SIGNAL
EXHIBITS:
FUNCTION OF CODECS IN A
VIDEO TELECONFERENCING CONNECTION
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The most common video teleconference configuration is point-to-point. Point-to-point video tele-
conferences connect two sites. Point-to-point teleconferences may be set up in two- or one-way mode
between sites, depending on whether interactive or lecture-style communications are required. Both
types of conferences are depicted in Exhibit 3. On interactive teleconferences, both sites transmit and
receive video and audio signals. On a one-way conference, one site transmits video and audio and the
other receives. Another type of point-to-point conference involves one-way video and interactive audio.
I WHAT'S
UP?
CITY A
EXHIBITS:
TYPICAL POINT-TO-POINT
VIDEO TELECONFERENCE CONFIGURATION
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Many video teleconference networks, including EPA's, are beginning to support multipoint
sessions. A multipoint video teleconference connects three or more video sites. The typical, fully
interactive, multipoint video teleconference uses a single monitor for viewing other sites and displays
video only from the site that is currently speaking. Video and audio switching functions are performed
by a device known as a "multipoint control unit." See Exhibit 4 for an illustration of a fully interactive
multipoint video teleconference with voice-switched video. Multipoint technology is also used for
broadcast applications, which typically involve one-way video with interactive audio.
Our new office will provide a focus for independent programs
within the Agency, coordinating similar activities with...
CITY A
CITY B
CITY C
Excuse me, if I may interject briefly..
V
CITY A
CITY B
CITYC
EXHIBIT 4:
FULLY INTERACTIVE MULTIPOINT VIDEO TELECONFERENCE
WITH VOICE-SWITCHED VIDEO
Note. For illustrative purposes, this conference was set up to allow each participant to view him
or herself in the rightmonitorand the current speaker in the left monitor. The current speaker
views the previous speaker in the leit monitor. All participants hear audio only from the current
speaker.
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Anybody who has access to a telephone may participate in a video teleconference on a "bridged"
'audio-only basis. Audio connections are provided through "phone-add" capabilities. Multiple audio
participants can be connected to a video teleconference through a multipoint audio teleconferencing
bridge. See Exhibit 5 for the configuration of a multipoint video teleconference that includes several
audio-only sites.
MULTIPOINT
CONTROL
UNIT
MULTIPOINT
AUDIO
BRIDGE
EXHIBITS:
MULTIPOINT VIDEO TELECONFERENCE WITH
SEVERAL AUDIO-ONLY SITES
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Video teleconference sites may also, depending on their hardware and software installations,
exchange facsimiles, electronic mail, computer graphics, and videotaped presentations with each
other, transforming the session into what could be called a "multimedia video teleconference." See
Exhibit 6 for an overview of the capabilities of a typical multimedia video teleconference. Video
teleconferencing technology can support the full range of electronic communications required by
conferees.
STILL AND ACTION GRAPHICS
35 MILLIMETER SLIDES
VIDEOCASSETTE PRESENTATIONS
COMPUTER GRAPHICS
EXHIBITS:
MULTIMEDIA VIDEO TELECONFERENCE CAPABILITIES
Video teleconferencing provides the intimacy and immediacy of face-to-face communications and,
as a communications medium, has the following advantages over face to face:
Superior orchestration of conference presentations: Video teleconference participants can orchestrate
meetings with expert precision by controlling the video, audio, and other information that is sent to other
sites. Live action can be combined with graphics, 35 mm slides, videotapes, and other information
sources to deliver polished, multimedia presentations.
Ready-made record of conference proceedings: Participants can easily record video teleconferences on
videotape at those sites equipped with videocassette recorders. In addition, images from conference
monitors can be output to room printers for incorporation into meeting minutes.
8
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However, video teleconferences are not perfect substitutes for face-to-face meetings, due in part
to technological constraints or limitations. In order to manage videoconfercnces effectively, partici-
pants must be aware of limitations inherent to the technology as well as those specific to the particular
hardware and software installed in the network. Teleconference participants may encounter the
following technical limitations:
Limitations with video equipment: Codecs compress video signals to reduce the amount of redundant
pictorial information sent across the network. Generally, codecs transmit only those portions of the
image that have changed since the last frame, such as movements in people's faces and bodies. When
an image changes very rapidly, codecs may not be able to respond as fast, which results in blurring of
the moving image transmitted to a remote site. Exhibit 7 presents an illustration of motion-induced video
blurring.
blurring
no blurring
EXHIBIT 7:
MOTION-INDUCED VIDEO BLURRING
Limitations with audio equipment: The "bridged" nature of the audio portion of video teleconferences
generally requires that only one site or participant speak at a time. The teleconferencing system has a
"microphone" that picks up the loudest source of sound. Overlapping conversations would cause the
system microphone to switch abruptly, resulting in "clipping" or loss of speech from parties who had
been interrupted. Exhibit 8 (next page) presents an illustration of audio clipping due to overlapping
discussions.
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My feeling is that
we should...
Wouldn't it be
nice if we could...
Has anyone
considered...
Hey! One at a time! I'm
getting a headache.
EXHIBITS:
AUDIO CLIPPING DUE TO OVERLAPPING DISCUSSIONS
Video teleconferencing can be a powerful communications medium, if conferees know how to
incorporate visuals into their presentations and are familiar with the technical limitations of
available hardware and software. Most video teleconferencing facilities have room coordinators who
train users and provide assistance in developing conference graphics and in operating equipment.
Experienced video teleconferencing users can provide coaching and guidance for their first-time-using
colleagues. Teleconferencing is a group activity, so training must be done in a workgroup setting. Only
through continual use and reinforcement can people build comfort, familiarity, and expertise with video
teleconferencing.
10
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WHAT NDPD VIDEO TELECONFERENCING FACILITIES
AND SERVICES ARE AVAILABLE TO EPA PERSONNEL?
NDPD has established video teleconferencing rooms at the following EPA sites: Headquarters
(Waterside Mall Room 3307; West Tower Room 1103; Emergency Operations Center/Waterside Mall
Lower Concourse; Fairchild Building 8th floor), Research Triangle Park NC (Administration Building),
Durham NC (Mutual Building), all 10 regions (Boston, New York, Philadelphia, Atlanta, Chicago,
Dallas, Kansas City, Denver, San Francisco, Seattle), major laboratories (Cincinnati OH, Ada OK
Edison NJ, Las Vegas NV), and the National Enforcement Investigations Center (Denver CO). Exhibi i
9 presents a map of EPA video teleconferencing sites, as of April 1992.
REGIONS
(DENVER]
ME 1C
(DENVER)
REGION 10
(SEATTLE)
REGION?
(KANSAS CITY)
REG ION 9
(SAN FRANCISCO)
ORD LAB
(LAS VEGAS)
ORD LAB
(ADA OK)
REG ION 6
(DALLAS)
REG ION 4
(ATLANTA)
REGION 1
(BOSTON)
REG ION 2
(NEW VORK)
ORD LAB
(EDISONNJ)
REG ION 3
(PHILADELPHIA)
HEADQUARTERS
(WASH. DC, 4 ROOMS)
RESEARCH TRIANGLE
PARK NC
DURHAM NC
EXHIBITS:
EPA VIDEO TELECONFERENCING SITES
11
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Each room seats as many as 10 conference participants and includes the following equipment for
use by conferees (Exhibit 10 presents a standard EPA video teleconferencing room configuration; note
that additional seats may be provided along the walls of some rooms for conference observers):
o Console with two color monitors, one camera, and one speaker (the camera may be
zoomed in/out and focused by conferees using room remote control; the monitors and
speaker, however, cannot be adjusted by participants);
o Overhead graphics camera (may be zoomed in/out and focused using room remote
control; installed directly above conference table; supports transmission of still graphics
and live graphics composition from the tabletop);
o Tabletop microphones (can be physically repositioned on table to accommodate different
seating arrangements);
o Single-line telephone (supports incoming calls from "phone add" audio-only participants
and outgoing calls to room coordinators and others);
o Remote control unit (controls room cameras and, if available, video cassette recorder, 35
mm slide projector, and thermal printer);
o 35 mm slide projector (operated from room remote control; used to send slide images to
remote sites); and
o Facsimile machine (supports one-touch facsimile transmission to other EPA video
teleconferencing rooms, dial access to other facsimile machines, and receipt of incoming
facsimiles).
OVERHEAD
CAMERA
(IN CEILING)
FACSIMILE
MACHINE
CONFERENCE
TABLE
INCOMING
MONITOR
MAIN CAMERA
PREVIEW
MONITOR
CODEC
TELEPHONE
EXHIBIT 10:
STANDARD EPA VIDEO TELECONFERENCING
ROOM CONFIGURATION
12
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Some sites have the following facilities and capabilities in addition to the standard room
configuration described above (ask the appropriate regional or local room scheduler/coordinator what
facilities are currently available at a particular site):
o Steerable wall camera (steered, zoomed in/out, and focused from room remote control);
o Thermal printer (operated from room remote control; used to make hardcopy printouts
of video and graphics displayed on room monitors);
o VMS-format videocassette recorder (operated from room remote control; used to play
videotapes for transmission to other sites or to record video/audio output of conference);
o Personal computer (operated from PC keyboard, mouse, or other input device; used to
exchange computer graphics, text files, or electronic mail with remote video teleconfer-
ence rooms and to access EPA or external data-communications systems); video
teleconference participants must use the PC that is already installed in the room;
o Lavalier microphones (attached toclothing of speakers who move or stand at whiteboard);
o Whiteboard (used for live graphics composition; images captured by the Steerable wall
camera are transmitted to remote sites).
EPA video teleconference rooms are connected to one another through long-distance, digital
circuits on the FTS2000 Compressed Video Teleconferencing Service (C-VTS), provided under a
General Services Administration (GSA) contract by AT&T. The following C-VTS services are
available to EPA sites:
o Point-to-point: Two-way interactive video and audio;
o Multipoint: Two-way interactive video and audio; one-way broadcast video with two-
way interactive audio.
Each site has a room coordinator who can reserve video teleconferencing facilities, schedule time
slots on the FTS2000 C-VTS network, and provide users with training on system capabilities.
PLEASE BE ADVISED. EPA video teleconference rooms are supported by EPA CONTRAC-
TORS. To avoid contractor access to confidential business information, EPA employees must
notify the support personnel at all sites that the subject matter is sensitive.
Before each video teleconference, those room coordinators who are contractors should identify
themselves as contractors and offer to leave the room if the subject of the conference is sensitive.
After explaining the equipment, if the subject is confidential, the contractor support personnel
should leave the room immediately and must remain outside until termination of the conference
or until given permission to re-enter.
Audio and video portions of the video teleconference may be monitored by GSA FTS2000
contractors who operate the video teleconferencing services under GSA contract.
13
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14
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WHEN SHOULD YOU USE VIDEO TELECONFERENCING?
Video teleconferencing should be considered for meetings involving dispersed people when it is not
possible, practical, or cost-effective for some or all people to travel in order to meet face to face.
The primary benefits of video teleconferencing are reduced travel requirements, increased access to
expert personnel, and expanded meeting participation under tight time pressures.
Video teleconferencing must be used for official EPA business only. Video teleconferencing i
principally used at EPA for executive presentations, technical discussions, planning sessions, contract
reviews, status briefings, budget reviews, and training sessions. NDPD welcomes ideas for new
applications of video teleconferencing within the Agency. Video teleconferencing must NEVER be used
for discussion of sensitive or restricted information, as all conferences are monitored for audio and video
quality by FTS2000 contractor staff.
EPA personnel should consider the principal alternatives to video teleconferencing prior to
scheduling a teleconference. These alternatives are as follows:
Audio Teleconferencing: EPA personnel should use audio teleconferencing when
meetings rely heavily on verbal interaction, utilize no graphics, are conducted under
short notice, are short in duration, have few participants at each site, and are of
routine priority. This description fits most meetings held by EPA personnel.
Consequently, audio teleconferencing is the preferred teleconferencing solution in
most cases. See EPA's Audio Teleconferencing Services Quick Reference Guide
for further details.
_uiim-+. Travel: EPA personnel should travel to meetings when the trips will also involve
^-wSBL---* extensive discussions or interviews with on-site people, exchange of confidential
vuw' information, and performance of physical inspections and site visits.
EPA personnel should use Exhibit 11 (Meeting Options Solution Matrix) to determine whether
video teleconferencing is appropriate to their next meeting. If video teleconferencing is the
preferred meeting option, you should use Exhibit 12 (EPA Video Teleconferencing Configuration
Solution Matrix) to identify the most appropriate video teleconference configuration. On either
checklist, you should identify the questions under "Application" that you would'answer "yes."
Checkmarks in those rows indicate the options or configurations that might be suitable to your meeting.
Absence of a checkmark means that the corresponding option or configuration would not be appropriate.
EPA video teleconferencing room schedulers and coordinators will be glad to help you determine
the conference configuration that meets your requirements. Just tell the scheduler/coordinator what
you would like to do, and let him or her handle all technical coordination.
15
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^"^^^ MEETING OPTION
APPLICATION -^^^
Will the meeting involve significant
visual interaction?
Will participants use graphics, slides,
and other visual props?
Will the meeting be short in duration?
Will the meeting be of routine priority?
Will some of the participants be
involved in extensive local
discussions, exchange confidential
information, and perform physical
inspections and site visits?
fi
u.
QUJ
|^V
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^J
cc
LJJ
u_
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v
V
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^J
^t
EXHIBIT 11:
MEETING OPTIONS SOLUTION MATRIX
16
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CONFIGURATION
APPLICATION
Two locations?
Three or more
locations?
Interactive
discussions?
One-way
presentation?
EXHIBIT 12:
EPA VIDEO TELECONFERENCE CONFIGURATION
SOLUTION MATRIX
17
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18
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HOW DO YOU PLAN, ARRANGE, AND CONDUCT
A VIDEO TELECONFERENCE?
Successful video teleconferences require preparation and planning by conference leaders, who are
users that identify requirements for a meeting and place a teleconference request with the regional
or local teleconference room scheduler/coordinator. Conference leaders have the following re-
sponsibilities:
o Finding time in participants' schedules;
o Scheduling use of video teleconferencing facilities;
o Preparing conference visuals;
o Leading the conference; and
o Closing the conference.
The following pages contain practical guidelines for conference leaders to follow when planning,
arranging, and leading video teleconferences.
19
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FINDING TIME IN PARTICIPANTS1 SCHEDULES
The conference leader must find a date and time acceptable to all participants and for which
Agency teleconferencing facilities are available. These steps should be followed:
o Find a common meeting date, time, and duration for all participants that fits into their
schedules and is available within the operating hours of EPA's video teleconferencing
network: 8 a.m. to 5 p.m. Eastern (i.e., Washington DC) Time. Also select an alternate
date, time, and duration in case the original choice is not available. Be aware of the time-
zone differences between yourself and the other sites with which you will be conferencing.
The duration for the conference must be either 30,45, 60,75, or 90 minutes.
o Identify site leaders for each location. Site leaders preferably should have some
experience or familiarity with video teleconferencing.
20
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SCHEDULING USE OF VIDEO
TELECONFERENCING FACILITIES
The conference leader must schedule use of EPA video teleconferencing facilities through his or
her regional or local video teleconferencing room scheduler. To schedule your next video telecon-
ference, follow these steps:
o Submit the scheduling request to your regional/local video teleconferencing room
scheduler or to the national scheduler (8-202-260-3763) at least 2-3 days in advance of
the conference, when possible. Your regional/local scheduler will contact the national
EPA video teleconference coordinator, who will contact other involved room coordina-
tors and, if bridged audio-only connections are also required, the EPA audio teleconfer-
encing scheduler. The Agency-wide coordinator accepts reservations on a first-come,
first-served basis, subject to availability of all involved EPA video rooms, and places the
request with FTS2000 C-VTS network schedulers.
o Provide the scheduler/coordinator with the following information:
Name, mailcode, and phone number of requestor;
Date and beginning and ending times of conference (Eastern Time Zone);
Sites;
Points of contact at each site (with FTS2000 numbers at which they can be
reached);
Program office to which lead participant belongs;
Subject of conference; and
What equipment or capabilities will be used at each sites (e.g., VCR, 35 mm slide
projector, whiteboard, lavalier microphones, graphics stand, phone-add, bridged
audio connections).
o Obtain written, ALL-IN-1, and/or telephone confirmation from the local/regional or
Agency-wide video teleconference scheduler when the requested video teleconference
circuit and rooms have been reserved. The conference confirmation contains the date,
time, and locations.
21
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Notify other local or remote participants of the date, time, and locations involved in the
conference. Provide them with the conference leader's name and phone number. If
participants are unfamiliar or inexperienced with video teleconferencing, instruct them
to arrive at their respective conference rooms 10-15 minutes before the scheduled start
time for a brief video teleconferencing training session to be provided either by their
respective site leaders or by their regional/local room scheduler/coordinators.
Instruct participants to call the leader promptly if they wish to cancel the conference, add
or delete sites, or change the date, time, or duration. The leader is responsible for
promptly notifying his or her regional/local room scheduler/coordinator if the conference
is to be canceled or modified in any way .To change or cancel your reservation, call your
regional/local room scheduler as soon as possible. The reservation support system will
not accept any changes to a confirmed reservation within 35 minutes of the scheduled
start time or 35 minutes of the scheduled end time. Changes must be made in multiples
of 15 minutes. If a cancellation is not made for the entire scheduled time, the conference
originator will be assessed the full time at approximately $200 per hour. You should
contact your regional/local room scheduler if a conference will be shortened or needs to
be extended during the meeting.
Receive a confirmation call from the Agency-wide scheduler one business day before the
scheduled conference.
22
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PREPARING CONFERENCE VISUALS
AEPA
-EASY TO READ
-FEWNVOHDS
-SIMPLE GRAPHIC
-ORIGINAL COPT
The conference leader should oversee preparation of conference visuals—including still and
action graphics, 35 mm slides, computer output, videocassette presentations, and whiteboard
drawings—to ensure they meet standards for clarity and comprehensibility. Leaders should follow
these steps:
o Contact your regional/local conference room scheduler to request assistance in preparing
visuals. The scheduler/coordinator will help to ensure that materials conform to the
following guidelines for video transmission clarity (see Exhibit 12 for samples of visuals
that comply with and violate these guidelines):
Quality: All visual materials should use clear original graphics or copies with
high resolution and contrast.
Proportion: Visual sheets, slides, or frames should be 3 units high by 4 units wide
(i.e., the ratio of the display monitor).
Size: For textual materials, the minimum legible type size (in points) equals 3.0
times the width of the information area to be transmitted. For example, if the area
to be transmitted is 8" wide, the type size should be at least 24 points. Text should
be limited to 40 characters (including spaces) on a single line. Graphics may be
as large as the graphics stand or whiteboard from which they are displayed. A 3-
inch by 5-inch card can be "blown up" by the video camera's zoom lens to appear
just as large as an 8-1/2-inch by 11-inch page.
o Ask for the room scheduler/coordinator's advice on which visuals should be distributed
to participants before or after the conference. Agendas, for example, should be
distributed before meetings, and various documents may be suitable post-meeting
reference materials. These materials may be distributed by U.S. mail, facsimile,
electronic mail, or other means.
23
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DO
DON'T DO
QUALITY
A EPA
-EASY TO READ
-FEW WORDS
-SIMPLE GRAPHIC
-ORIGINAL COPY
PLMS P *V CLOS HTTB4T BN ID E WH RUBSDOeiK L
> 1. mfctal 1. I
•MMikSii. HMilUim-^XMeik. JusL ls«WTD*J'Jr ra-
SIZE
YOU'RE LOO-
KING AT 24-
POINT TYPE-
FACE, WHICH
IS USUALLY
BEST
YOU'RE LOOKING AT 9-PO INT TYPEFACE,
WHICH IS LEGIBLE ONLY TO
ASTRONOMERS ON YENUS
SQUINTING THROUGH
ZUKON-ENCRUSTED TELESCOPES
WITH LASER-GUIDED YIEWFINDERS
PROPORTIONS
EXHIBIT 13:
VISUALS PREPARATION GUIDELINES
24
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LEADING THE CONFERENCE
Conference leaders can ensure that video teleconferences run smoothly by following these steps,
some of which are technical in nature, while others are simply common-sense rules that apply
equally well to face-to-face meetings:
o Arrive at the video teleconference room 10-15 minutes before the scheduled start time.
Rooms are generally locked when not in use, so the room scheduler/coordinator will have
to unlock the door for participants. The scheduler/coordinator, if requested, may provide
a brief video teleconferencing training session prior to the actual start of the conference.
Training will familiarize participants with proper teleconferencing techniques and
instruct them in use of the remote control. After this briefing, scheduler/coordinators will
either leave the room or remain to assist in managing the video teleconference, per
instructions from the conference leader. Scheduler/coordinators will provide telephone
and/or beeper numbers at which they can be reached during the conference.
o Ensure that participants follow these tips to maximize the productivity of discussions:
Start on schedule at the establishment of the video connection to remote sites.
Identify leader(s) and participants.
Review the meeting agenda and stick to it.
Identify yourself and ensure that other participants identify themselves when
speaking.
Address participants by name.
Speak into the microphone in a normal tone of voice.
Pause occasionally so others may comment.
Refrain from speaking at the same time as others and from side conversations,
eating, drinking, finger drumming, pencil tapping, paper shuffling, and coughing
and sneezing into the microphone.
Look at the camera when addressing parties at remote locations.
Summarize decisions and assignments.
25
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Poll for questions and comments.
Keep track of the conference end time and the time remaining.
Coordinate the technical aspects of the conference, such as operating the room remote
control or managing audio-visual presentations. Conference leaders may want to request
one-on-one training from the local room coordinator prior to the conference. Leaders
should follow these guidelines:
Audio:
Make sure participants are seated close to microphones. Avoid moving
or rearranging microphones. Keep papers and other objects off the
microphones. Participants who are using the whiteboard should be
1 with lavalier microphones, where available.
Use the mute button whenever you want to prevent other sites from
listening to local conversations or want to carry on local side conversa-
tions without distracting people at other sites. The red mute light will
appear in the upper left section of the console.
Follow the instructions on the in-room telephone to add in single or
bridged audio participants.
On multipoint conferences, select whichever video switching mode—
chairperson control or voice activated—best suits the requirements of the
conference.
Graphics:
Test graphics before the conference start to ensure their legibility at
remote locations.
Preview all graphics before transmitting. Be sure to familiarize yourself
with the "preview" and "transmit" buttons on the room remote control.
Focus the camera on the graphic. Use camera preset buttons on the remote
control whenever possible. Preset buttons will aim the camera at a
particular pre-programmed location, such as the room's whiteboard.
Make sure the graphic is fully within the frame that is transmitted.
Leave each graphic up on the monitor screen for as long as participants
need to read it.
Send facsimile copies of busy, cluttered, or word-heavy materials to the
other sites. Use single-button dialing on video teleconferencing room
facsimile machines when sending materials to other EPA video sites.
Make a thermal printer copy of useful graphics or request that they be
faxed after the conference. Avoid requesting that screen graphics be
faxed during the conference, since this would place an unnecessary
burden on the originating party. Always obtain the other party's permis-
sion prior to printing screen-displayed graphics.
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Video:
Seat everyone around the conference table, in well-lit spots, and within
range of the cameras.
Preview video signals before transmitting them.
Zoom and focus the camera on the speaker. Use camera preset buttons on
the remote control whenever possible.
Eliminate unnecessary movement by cameras and participants.
Request permission prior to making screen prints of participants' faces or
videotapes of the conference. Leaders may want to include participant
portraits and/or conference videotapes in meeting minutes or proceed-
ings. Remember that you will not be able to record with the VCR while
you are previewing or transmitting VCR pictures.
When requesting a conference extension, notify the room scheduler/coordinator at least
a half-hour prior to the scheduled end of the conference.
When requesting early termination of the conference, notify the room scheduler/
coordinator at least 15 minutes before its scheduled end in order to cancel any remaining
time.
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CLOSING THE CONFERENCE
Conference leaders can bring on-line discussions to a graceful, orderly close by following these
steps:
o When the "20 minutes remaining" message is displayed, begin to close the discussion.
o At the end of the conference, summarize the discussion and clarify decisions or
conclusions reached. Set up issues for the next conference, if applicable.
o Thank participants and conclude the conference on schedule at or near the end of the video
connection. The incoming signal will freeze when time is up.
o Do not turn off the video teleconferencing equipment or room lights, fans, heating, air
conditioning, or ventilation systems. This is the responsibility of the regional/local room
scheduler/coordinator. Notify the scheduler/coordinator in person or by telephone that
the conference is over.
o Make sure that the video teleconference room is left neat for the next meeting.
o Make sure that the door is shut and locked when all participants have left. Video
teleconferencing room doors generally lock automatically when shut.
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HOW DO YOU RESOLVE TECHNICAL PROBLEMS
DURING A VIDEO TELECONFERENCE?
The best way to avoid technical problems during a video teleconference is for participants to follow
these guidelines:
Use good audio teleconferencing practices, such as taking turns to talk, eliminating
background noise and side conversations, and speaking into the tabletop microphone.
High-quality audio is the feature most critical to the success of a video teleconfer-
ence. People can tolerate faulty video to varying degrees but will always require clear
audio in order to convey spoken information.
Avoid making sudden, rapid movements, since these can can cause blurring and loss of
resolution in the video transmitted to other sites.
Site conference leaders should report technical problems promptly to their respective room
scheduler/coordinators. Prior to reporting a problem, however, leaders should first determine
whether it is due to any of the common user mistakes presented below:
AUDIO PROBLEMS:
Loud crunching or rustling sound:
Solutions:
Clear the conference table of all papers and other objects around the microphones.
Make sure that participants are not touching or jostling the microphones.
Faint or distant voices:
Solutions:
Participants should sit close to the microphones.
Make sure that participants speak in normal, audible tones of voice.
Speech clipped off:
Solutions:
Take turns talking.
Eliminate background noise and side conversations.
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VIDEO PROBLEMS:
Image blurred or out of focus:
Solutions:
Eliminate excessive movement by participants, objects, and visual materials.
Use "focus" button on the room remote control to increase the image resolution.
Participants outside of camera range:
Solutions:
Zoom out on camera as far as necessary.
Tell participants to sit within the camera range.
If a steerable wall camera is used, adjust its angle to bring subjects into range.
Graphics outside of camera range:
Solutions:
Zoom out on the overhead graphics camera or steerable wall camera, whichever
if used, as far as necessary.
Adjust position of graphics to bring thefh into camera range.
Conform to the 3x4 dimension guidelines for visual materials.
Send the graphic as a facsimile or computer image to the other site(s).
Illegible graphics or text on video monitor:
Solutions:
Conform with the quality, dimension, and size guidelines for visual materials.
Eliminate excessive movement of graphics.
Send the graphic or text as a facsimile or computer image to the other site(s).
Dim or low-contrast visuals:
Solution:
Make sure all participants are seated in well-lit areas around the conference table.
Conference leaders and participants should never attempt to correct, adjust, or repair video
teleconferencing equipment or other room systems, such as cabling, heating, air conditioning, and
lighting. If any of these systems fails or malfunctions, you must call the room scheduler/coordinator.
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GLOSSARY OF VIDEO TELECONFERENCING TERMS
Action graphics: Capture and transmission of real-time graphics composition during a teleconference.
Analog signal: A video, voice, or other electronic signal transmitted as a smoothly varying, curvy,
continuous waveform.
Audio teleconferencing bridge: A specialized, digital electronic device that enables four or more voice
telephone callers to confer simultaneously.
Blurring: Diminished resolution of moving images during a video teleconference.
Bridged audio: Separate audio signals that have been combined into a single transmission path.
Broadcast: To send information to two or more receiving devices simultaneously.
Chairperson-controlled video switching: The ability of a designated multipoint video teleconference
chairperson to control which site may transmit video signals to the others.
Clipping: An audio teleconference problem in which spoken phrases are cut off or only partially heard
by conference participants.
Codec (contraction of coder-decoder): Equipment that converts outgoing analog signals from local
cameras, microphones, and other input devices into digital bit-streams; compresses outgoing bit-
streams; sends the bit-streams to remote sites over digital telecommunications circuits; decompresses
incoming bit-streams; and converts incoming bit-streams back to their original analog waveforms.
Compressed Video Teleconferencing Service (C-VTS): The FTS2000 Network A video telecon-
ferencing service used by EPA.
Compression: Reducing the number of digital bits needed to encode video, audio, text, and other
information for transmission, storage, or processing.
Conference leader: The person who directs a teleconference and is equivalent to a chairperson in a face-
to-face meeting.
Decompression: Restoring a compressed signal to its original, larger representation.
Digital bit-stream: A video, voice, or other electronic signal transmitted as a string of discrete, square,
discontinuous waveforms.
Full-motion video: Continuous, real-time transmission and display of video images.
Interactive: The ability to carry on real-time, give-and-take electronic conferencing sessions.
Lavalier microphone: Microphone that is clipped onto the clothing of a teleconference participant.
Monitors: Devices used for display of video, graphics, and computer images during a teleconference.
Multimedia video teleconference: A video teleconference that involves any or all of the following
capabilities: action and still graphics, 35 mm slides, videocassette presentations, computer text and
graphics, scanned graphics, and facsimile.
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Multipoint: The ability of three or more separately located people or groups to carry on live video, audio,
textual, and/or pictorial communications sessions by means of electronic conferencing technologies.
Multipoint control unit: A device that establishes and manages video and audio connections of three
or more video teleconference sites.
Mute: The ability of a teleconferencing site to temporarily disconnect the handset, speakerphone, or
teleconferencing system microphone to prevent other sites from overhearing side conversations.
Overhead graphics: Still or action graphics that are captured and transmitted by a camera mounted in
the ceiling of the video teleconference room—in most cases, directly over the conference table.
Phone-add: The ability to bridge an outside audio-only line into a video teleconference.
Point-to-point: A teleconference involving only two sites.
Preset buttons: Buttons on the video teleconference remote-control unit that enable participants to reset
room cameras to default angles.
Preview buttons: Buttons on the video teleconference remote-control unit that enable participants to
preview outgoing video and graphics images prior to transmission.
Room scheduler/coordinator: The person responsible for reserving EPA video teleconferencing
facilities, scheduling time slots on the FTS2000 C-VTS network, providing users with training on system
capabilities, providing assistance in developing conference graphics, and assisting conference partici-
pants in operating the equipment.
Still graphics: Capture and transmission of static images during a teleconference.
Transmit buttons: Buttons on the video teleconference remote-control unit that enable participants to
transmit video and graphics to other sites.
Video teleconferencing: The ability of dispersed people to see and speak with one another in real time
over telecommunications connections.
Voice-activated video switching: The ability of a multipoint video teleconference system to select
video signals only from the site that is currently speaking.
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