Scheduling a Conference
The Room Finder tool should be used by the conference scheduler to locate video rooms, room features and room contact information prior to scheduling any conference in the TC Reliance. The scheduler needs to obtain approval from the room contact to use the "physical" site itself on the day of the conference. The scheduler of a videoconference is responsible for ensuring availability of all sites before using TC Reliance.
Scheduling a Videoconference
Step 1: Locate a Video Room
-
The First Step in scheduling a conference starts with locating a video room(s) to use in your conference.
-
A complete, "searchable" list of video rooms is available by using Room Finder. This web-based tool has been developed to assist with locating sites, room features and site contact information.
Step 2: Approval to Use a Video Room
-
Once the scheduler has located a video room(s) and room contact, the scheduler needs to obtain approval from the room contact to use the "physical" site itself on the day of the conference. NOTE: TC Reliance does not schedule the "physical" room itself. It only schedules the videoconference system (if available) located in a video room.
Step 3: Schedule the Video Room
-
After completing Steps 1 and 2, the scheduler can now proceed with using TC Reliance to reserve conference resources (e.g. video systems, video bridges, gateways, ports, etc.) exclusively for the date and time of your conference.
-
Upon completion of scheduling/validating a conference, TC Reliance automatically send email confirmations to the scheduler and all participating room contacts notifying them of the conference request.
-
Modifications/Cancellations can be made by the scheduler up to 24 hours prior to the start of a scheduled conference using TC Reliance. If changes must be made within 24 hours, the scheduler must contact the eTech Ohio VNOC to request changes.