Pl anni ng f or

Vi deoc onf er enc i ng

Corporate Headquarters
7925 Jones Branch Drive
McLean, VA 22102
V: 877-402-VSGi
F: 703-848-8211
www.vsgi.com



2005 VSGi. All Rights Reserved Planning for Videoconferencing
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2005 VSGi. All Rights Reserved Planning for Videoconferencing
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able of Contents:


T
ite Planning.. 3-7
Conducting a Successful Videoconference.. 12-13
Learning Videoconferencing Etiquette 14-16
About VSGi . 17-18


Who to ontact


S


















C
Sales Inquiries United States
International
877-402-VSGi
703-848-8200

Service & Support

United States
International

888-VTCSERV
703-848-8210

24-Hour Bridging Reservations

United States
International

866-758-7064 Opt 1
706-643-4170 Opt 1

24 Hour Bridging
Support

United States
International

866-758-7064 Opt 2
706-643-4170 Opt 2





2005 VSGi. All Rights Reserved Planning for Videoconferencing
Page 3 of 18
i t e Pl anni ng f or Vi deoc onf er enc i ng S
his document is designed to help managers who have been given responsibility
hat can you do now,
m is
ow do you prepare for
VSGi will provide answers to ensure

Which Room Do I Use?
eed?

ents?

T
for implementing one of the most effective communication tools
videoconferencing technology. Understanding the value of face-to-face
communication, your next step is to design the best meeting environment for
your videoconferences. This should be an environment where people can work
together from distant locations just as naturally and effectively as if they were in
the same room.


W
before your video
conferencing syste
deployed?


H
successful video
conferencing?

a successful implementation!

What Connections Do I N
How Do I Arrange The Room?
How Can I Optimize The Room?
Do I need any Additional Equipment
Do you have Sample Room Arrangem
Where do I go from here?


hi c h Room Do I Use?


W
ost offices, conference rooms, and classrooms offer a comfortable meeting
you have a choice of rooms, consider the following criteria and suggestions to

M
environment for videoconferencing. Thats because a typical room that works
well for ordinary meetings usually works just as well for videoconferences. If you
plan to install a videoconferencing system for personal video calls, you can
simply use your own office. If you plan to hold very large group events, you can
easily set up in a classroom, lecture hall, or auditorium. For smaller
videoconferences, a square room is acceptable. For larger meetings (6 or more
people), a rectangular room is more desirable.

If
ensure the best audio and video quality. Your room does not have to be
monochromatic but keep it simple.


2005 VSGi. All Rights Reserved Planning for Videoconferencing
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Windows Windows should either be behind the
videoconferencing system or have the ability to be
covered (blinds, window coverings, etc.)

Table & Seating The room should comfortably fit all of the people
who participate in a typical meeting. Wide-angle
lenses may also be considered if the room is
particularly wide. Soft surfaces on tables and chairs
are preferred to reduce audio echo. Most surfaces
are acceptable such as wood or laminate. Steer
away from hard surfaces such as marble, as well
as dark or patterned tables. Lighter colored tables
will reflect light upward and eliminate dark shadows
on faces.

Lighting The room should be amply lit evenly across the
table with indirect fluorescent lighting. Spotlights
may cause dark areas in a camera view depending
on adequacy of the lights.

Ambient Noise The room should be secluded from noises that may
interfere with the audio of your call. This would
include excessive air handling noise, copy
machines, or other ambient noises.

Walls The best choice for wall color is a light blue. VSGi
recommends Benjamin Moore paint numbers 1627
or 829. Avoid starch white since it creates too
much of a contrast and casts deep shadows
erasing facial features. You should also avoid dark
colors or patterns on walls, chairs or clothing.

Power & Network The system may require 2-3 electrical outlets
more for additional peripherals. All electric should
be on a power surge protector. Both electrical and
network connections should be close to where the
system will be positioned to avoid lengthy cabling
across the room.



2005 VSGi. All Rights Reserved Planning for Videoconferencing
Page 5 of 18


The good news is that in most cases, you do not have to make changes to your
room to hold successful videoconferences. Of course, you can always customize
the room as you see fit. Consider these examples:

Add your company name and logo to the wall
Add accent lighting to give the room a warmer atmosphere
Utilize existing a/v equipment such as VCRs, DVDs, projectors to further
enhance your videoconferencing capability.
Provision wireless audio and control panels to eliminate cables to the table



What Connec t i ons Do I Need?

A Network Service Connection
Before your videoconferencing system is ordered and deployed, you should
order or provision a connection to a digital network service, such as an IP or
ISDN service. For information about network services and equipment, talk to your
local VSGi representative.

A Lan Connection
Most videoconferencing manufacturers offer the ability to manage a system
remotely via your local area network through a PC browser. Depending on your
network capabilities, you may also be able to videoconference using your IP
network. A LAN connection will also provide you with the ability to access and
display an internet connection during your videoconference.

A Power Connection
For electrical power, you need one standard duplex outlet, rated at 1,200-volt
amperes. In most cases, you can use an ordinary wall outlet. Plan to locate the
videoconferencing system within 6 feet (1.8 meters) of the outlet and be sure to
use the outlet for the videoconferencing system only. Remember that you may
need additional power outlets for network equipment, such as a network terminal
adapter, or for any additional equipment that you plan to use during your
videoconferences, such as a VCR, a computer, or an auxiliary camera.



2005 VSGi. All Rights Reserved Planning for Videoconferencing
Page 6 of 18

Safety Considerations
To make sure that people can move safely around your videoconferencing room,
plan to neatly route all system cables by either:

Using cable runners
Installing a cable conduit in the floor
Routing the system cables over suspended ceiling tiles or along wall
moldings.



How Do I Ar r ange The Room?

An important design goal to reach when you arrange your video conferencing
room is to make sure that the videoconferencing system can see and hear all of
your meeting participants.

Cameras Field Of View
The first thing to consider as you plan your room arrangement is the cameras
field of view, which is the area that the camera sees. The cameras field of view
increases with the distance between the camera and your meeting participants.
The more participants in your videoconference, the farther you need to place the
camera from the participants.

For desktop videoconferencing, youll be sitting at your desk with the camera
placed right on top of your computer monitor.

For group videoconferencing, arrange the room using this simple rule: For every
participant that you plan to have in the camera s field of view, add at least 2 feet
(.6 meter) to the distance between the camera and the participants. For example,
if you plan to have four participants facing the camera, locate the
videoconferencing system at least 8 feet (2.4 meters) from the participants.

For large venues with fixed seating, you might want to locate the video
conferencing system on a raised platform or stage for better viewing. Remember
that you can always use an auxiliary camera in your room, either mounted on a
tripod or installed in the ceiling. An auxiliary camera can view anything that falls
outside the field of view of the videoconferencing systems camera, such as
additional meeting participants, a whiteboard, or a flipchart.



2005 VSGi. All Rights Reserved Planning for Videoconferencing
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Microphone Placement
Sound is just as important as the picture in videoconferences, so an important
element is microphone placement in your room. If you have a desktop system,
youll have a microphone or speakerphone on your desktop within arms reach.
or you might have a headset or earpiece that has a microphone.

If you have a videoconferencing system for group meetings, consider the
following:

Place the microphone(s) on the table in front of the meeting participants.
A standard microphone works well for up to four participants.
Use a lapel or wireless microphone when someone is giving a
presentation or moves about the room when speaking.
If you plan to use a videoconferencing system in a very large room, lecture
hall or auditorium, you might want to install ceiling microphones to pick up
the entire room or audience responses.
As a rule, the more microphones you have, the more background noise
you could pick up. More than two microphones typically require a
microphone mixer to accommodate the additional microphones as well as
to provide gating. Gating will assist with the elimination of background
noises and gating to the appropriately placed microphone for proper
audio pick up.

Room Acoustics
In most rooms, the existing acoustics are fine for videoconferencing. If you have
a room where people sound like theyre talking into a tin can, you can always
make small modifications to the room to absorb the annoying sound
reverberation. For example, if your room has large windows that can cause
sound to reverberate, install curtains, drapes, or blinds. Tile floors and ceilings of
hard materials can also cause sound reverberation. Consider installing a carpet
and adding acoustic ceiling tiles.




2005 VSGi. All Rights Reserved Planning for Videoconferencing
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How Can I Opt i mi ze t he Room?

Videoconferencing systems usually work well without special room treatment or
lighting. However, to get the best from your videoconferencing room, consider
the following suggestions.

The Best Lighting
The best light source for videoconferencing is indirect fluorescent lighting, such
as louvered ceiling lights set at a 45-degree angle. Indirect lighting minimizes
shadows on participants faces. The result? Everyone sees a more flattering
image of your meeting participants. To get the truest skin tones, you can install
fluorescent lights with a color temperature of 3500-degrees Kelvin.

If you want to measure the illumination in the room, use a hand-held light meter.
Light intensity should be at least 70 foot-candles (740 lux) when you direct the
meter at your participants faces.

What should you avoid?

Mixing fluorescent and incandescent lights that
operate between 30 and 50 kHz.

Variable light sources such as direct sunlight.
Consider window treatments to control the
lighting coverage.

Strong light sources behind participants. It will cause
people to appear as darkened silhouettes losing
most of the facial detail.


The Best Decor
The autofocus mechanism in the camera uses vertical lines in an object or its
edges to determine the correct focus. When participants are sitting in front of a
strong patterned background, the autofocus mechanism may become confused.
It could result in the camera having difficulty finding the right focus. The best
decor for your videoconferencing room is plain and simple so try to keep the area
in the cameras field of view as uncluttered as possible. This keeps the focus of
your videoconferences where it should be - on your participants. The best wall
color is a neutral non-white color, such as light gray, light blue, or beige.

What should you avoid?

Distracting objects such as mirrors or artwork on the
walls within camera range.

Dark or patterned walls, chairs and tables.



2005 VSGi. All Rights Reserved Planning for Videoconferencing
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The Best Tables
Most rooms have rectangular or circular tables, and these are fine for
videoconferencing. If you have a choice, select a table that can show all of your
meeting participants facing the camera. For smaller conference rooms, a
trapezoid shaped table works well. It gives you the effect of a broadcast news
desk. For large conference rooms, you can arrange three rectangular tables to
form a U shape.



Do I Need Addi t i onal Equi pment ?

Just as you use equipment to enhance your ordinary meetings, you should
consider using equipment shown below during your videoconferences.
Remember to locate the additional equipment so that it is convenient to use but
doesnt obstruct the cameras field of view. These examples are not required for
videoconferencing but will add functionality to improve the quality of the meeting.

A second monitor shows meeting participants and presentation graphics
at the same time. Larger monitors may also be desirable for larger rooms
and audiences. Monitor sizes range from 27 traditional monitors to 60
plasmas.
A VCR or DVD player can play or record your meetings.
A document camera shows presentation materials, drawings, 35mm slides
or overhead transparencies, as well as objects.
An auxiliary (or second) camera shows anything that falls outside the field
of view of the main camera, such as a flipchart or whiteboard. It can also
be specifically placed to capture an audience or podium view.
A computer/laptop can be specially connected to show output from the
computer screen during a videoconference.
Wired or wireless touch control panels that controls the videoconferencing
equipment, a/v accessories even lights and window treatments.



2005 VSGi. All Rights Reserved Planning for Videoconferencing
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Wher e Do I Go Fr om Her e?

Accommodating the User Groups
At this point, you have identified the applications to be fulfilled and the benefits
your organization will gain with the use of videoconferencing technology. How
well do you know how people meet in your organization? For example, does the
CEO always present using PowerPoint does he walk around the room when
speaking does he use a whiteboard to exhibit his thoughts? Watch a meeting
without participating and take note. The deployment of videoconferencing should
adapt to users needs not the reverse. Ask and find the answers to the
questions below to ensure that you accommodating all of your user groups. The
more departments and personnel utilizing the technology, the quicker you reach
your return-on-investment and attain the goals you set when deploying
videoconferencing.


Do participants access the internet or collaborate on a spreadsheet?
Do participants exhibit documents, presentations, objects or overheads?
Do participants collaborate on a whiteboard and need to save the finished
product?
Do meetings also include audio participants?
Do they need to include additional video sites?
Does the designated rooms layout get changed often?
Could one system be moved around to 2 rooms to accommodate initial
needs?
Do you have existing monitors or projectors that can expand the
effectiveness of videoconferencing in a particular room?

Training
Once the technology is deployed, everyone will immediately change existing
behavior and travel schedules. Unfortunately, this is wishful thinking. While
most people enjoy the benefits of technology, embracing a new method of
communication can be challenging. Training is critical to ensure that your user
groups transition the appropriate meetings to videoconferencing. Training should
cover not only the system and how to conduct a call, but understanding the
internal scheduling procedures, as well as the companys goals for usage and
ROI. Even more important is making sure that users know how to get help if they
have a problem. That help needs to be available in the room. It can be
something as simple as a helpdesk phone number for assistance, to providing in-
room troubleshooting tip guide, etc.



2005 VSGi. All Rights Reserved Planning for Videoconferencing
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Management
As usage of the systems increase, you will find that scheduling and the
management of shared assets becomes imperative to managing growth and
scalability. There are several software management tools available to assist
users with scheduling. It will help administrators with launching calls, network
management, updates to systems, as well as reporting. Reporting can include
tracking usage for budget allocation, tracking usage for growth needs, and many
other areas.


2005 VSGi. All Rights Reserved Planning for Videoconferencing
Page 12 of 18

CONDUCTING A SUCCESSFUL VIDEOCONFERENCE

There are basic considerations when conducting a videoconference call that can
improve the quality and effectiveness of your meeting.

General Meeting Tips
Below you will find a list of general comments and tips to set expectations for
your first video experience.

Launch your call 5-10 minutes prior to the meeting start time so your
meeting begins as scheduled. If you have not connected to the far site
previously, consider doing a test call prior to the scheduled meeting. If
you will be connecting to this site frequently, add them to your address
book.
Do not be intimidated. Videoconferencing is a great replacement for face-
to-face meetings. You should feel comfortable in the meeting, talk clearly
and look into the camera.
Position the camera properly so that all participants will be in view.
Consider establishing camera pre-sets for alternate views such as
capturing a speaker at a lectern, or a zoom in on a designated speaker.
Speak normally, you need not speak any louder than normal conversation
if microphones are positioned adequately.
Do not touch the microphone. Shuffling of papers or the drumming of
fingers near the microphone can project loud noises on the far end.
Follow normal meeting etiquette. More details on Videoconferencing
Etiquette can be found in the next section of this planner.


Presentations During Your Meeting
Videoconferencing also supports the ability to present presentations, access the
Internet, or display documents, etc. When presenting data or other material, the
following guidelines should be considered:

Use a minimum 16 point font or bold in Landscape mode
Allow 1-inch margins on all sides of presented materials
Avoid creating busy or animated slides. While these are great for local
presentations, they can be very distracting and cause problems for your
videoconference. Basic presentations with dark backgrounds (blue works
best) and light yellow or white fonts work well.
If using a flip chart or whiteboard, make sure camera can easily be moved
to show entire board. (You may want to set a camera pre-set for this).



2005 VSGi. All Rights Reserved Planning for Videoconferencing
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Dress Code
Sometimes patterns and prints on your clothing can be distracting to the
videoconference.

Do:
Typically it is best to wear solid colors that are not too dark.
Dress in medium blue or pastel colored shirts. These colors transmit better
than white, which can create glare.

Do Not:
Wear clothing with overly detailed patterns; stripes, plaids, polka dots, etc.
These fabrics can create vibration and require additional bandwidth to
constantly send your updated image.
Wear big, bright flashy jewelry. Big necklaces can reflect light and interfere
with the way the camera sends your image.




2005 VSGi. All Rights Reserved Planning for Videoconferencing
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LEARNI NG VI DEOCONFERENCE ETI QUETTE

Good face-to-face meeting skills easily translate to good videoconference
meeting skills.

Before the Meeting
Many of the same practices for a regular meeting apply to a videoconference. A
little more preparation will ensure that the technology is used to its optimal
performance.
Set your objectives and desired results. Prioritize topics to be discussed
in an agenda sent prior to the scheduled meeting.
Confirm the persons participating in the meeting and their availability to
attend. Invitations or reservations to utilize a videoconferencing system
should be under a unified calendaring system with other meetings.
Save the video numbers for the other sites into the Address Book.
Prepare visuals and other supporting documents to enhance the impact of
your objectives. Connect your PC/laptop to the system and verify the
proper display of your materials.
Choose a Chairperson for each participating site. They will have the
responsibility to ensure the room is prepared, system is up and operable,
materials are ready, etc. Ensure other sites are aware of how to connect
who will call who.
Set the camera angle to give participants the best possible view of the
meeting room. Establish camera pre-sets if you anticipate multiple camera
views are necessary.
If the meeting room has windows, make sure blinds are drawn or adjusted
to reduce any glare.


As the Meeting Begins

Do:
Make sure the microphone is placed in the center of the table at an equal
distance from all participants.
Verify that the other site can hear you before proceeding
Introduce yourself and hold roll call for each location. Make sure any
participants located off-camera are also introduced.
Relax and be yourself. Imagine that the people on the other side are sitting
across from you.
Always speak clearly and naturally.



2005 VSGi. All Rights Reserved Planning for Videoconferencing
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Do Not:
Put microphone too close to speakers. This is not necessary the
microphone is sensitive and able to pick up voices and sounds from up to 25
feet.
Place papers near microphone(s).
Leave your cell phone on or near the microphone. If possible it is best to turn
cell phones off.


During the Meeting
Do:
Allow the on-screen speaker to finish before responding. There is a slight
delay in transferring video through a network.
Use the mute button. All sites other than the one speaking should use the
mute button and un-mute when they wish to speak.
State your name and location prior to speaking when participating in a large
meeting so that all participants know who is speaking. This is extremely
helpful in multipoint calls.
Be aware of which camera is in use. If the camera switches to show visuals,
remember to switch it back when you return to your discussion. Try to fill the
screen with as much as possible with people instead of tables, chairs or walls.
Make sure to alert the other site(s) before sending graphics. This not only
eliminates sending simultaneous graphics, but will also keep the other sites
informed of changing displays.
Create more participation by asking questions.

Do Not:
Do not cough into microphones, tap your fingers, or shuffle papers near the
microphone. The microphones can and will transmit up all of these sounds
clearly and more loudly to the other site.
Do not hold side conversations, this can be very distracting to all participants
and can be transmitted to the other site. If you need to, make sure your
microphone is muted.
Ignore latecomers. Just like a face-to-face meeting, welcome and/or introduce
late participants to all sites.
Move the microphone to close to other audio equipment such as speakers to
avoid feedback or static.




2005 VSGi. All Rights Reserved Planning for Videoconferencing
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Ending the Meeting

Do:
Notify each site that you are disconnecting the call once the meeting is
completed
Disconnect each site make sure each location ends the call on their end
Add any frequently dialed numbers into your address book. At the end of a
call, most systems prompt you to save any new numbers into the address
book.
Leave the remote control in the room with the system
Notify the technical administrator or your vendor about any technical
difficulties or problems with your system promptly.


Do Not:
Turn off equipment the equipment is designed to remain powered on. Most
systems will go into sleep mode similar to computers.
Re-arrange the peripheral equipment or put microphones away
Do not change channels or volume on monitors



















For an in-depth consultation for your organizations requirements, VSGi has personnel located
around the US to make specific recommendations.

You may also review our product and service offerings at www.vsgi.com, email
[email protected] or contact one of our sales professionals
toll-free at 1.877.402.VSGi (1.877.402.8744).
About VSGi

Corporate Overview Corporate Overview
A leader in visual collaboration and network solutions A leader in visual collaboration and network solutions

Visual Systems Group, Inc. is a premier end-to-end voice, video, and web collaboration
company with an 18-year history in the video conferencing industry. With its experience in
product integration, network management, and high quality, on-site customer sales and
service, VSGi delivers a seamless conferencing solution.
Visual Systems Group, Inc. is a premier end-to-end voice, video, and web collaboration
company with an 18-year history in the video conferencing industry. With its experience in
product integration, network management, and high quality, on-site customer sales and
service, VSGi delivers a seamless conferencing solution.

Our Solution Our Solution
VSGi offers a unified portfolio of best-of-breed products and services. We provide a single
source for:
VSGi offers a unified portfolio of best-of-breed products and services. We provide a single
source for:

Network Solutions - traditional ISDN and a video-ready, open IP network Network Solutions - traditional ISDN and a video-ready, open IP network
Product Integration - quality product portfolio that includes hardware and software
solutions
Product Integration - quality product portfolio that includes hardware and software
solutions
Service Solutions - industry certified support staff providing premium installation,
maintenance & integration services
Service Solutions - industry certified support staff providing premium installation,
maintenance & integration services
Conferencing Solutions - voice, video and web conferencing services that meet any type of
meeting requirement
Conferencing Solutions - voice, video and web conferencing services that meet any type of
meeting requirement

Our mission is to provide our clients tools that enable time-efficient decision practices that
help shorten business cycles. How we do that: To promote successful communication
practices, we learn how our customers currently communicate and show them they how they
can communicate better in the future. We call this our "Best Practices" Implementation
Our mission is to provide our clients tools that enable time-efficient decision practices that
help shorten business cycles. How we do that: To promote successful communication
practices, we learn how our customers currently communicate and show them they how they
can communicate better in the future. We call this our "Best Practices" Implementation
Methodology - these are strategies we have learned by working with companies who
implement successful video networking.
Methodology - these are strategies we have learned by working with companies who
implement successful video networking.

Our Process Our Process
It takes more than best-of-breed products and a team of technicians to be successful. That is
why we have developed an implementation cycle. Whether it's an installation of 2 video
endpoints or a global network deployment, VSGi handles each implementation with the same
level of care and professionalism. Our implementation cycle is comprised of six phases:
It takes more than best-of-breed products and a team of technicians to be successful. That is
why we have developed an implementation cycle. Whether it's an installation of 2 video
endpoints or a global network deployment, VSGi handles each implementation with the same
level of care and professionalism. Our implementation cycle is comprised of six phases:
planning, design, implementation, training, monitoring and maintenance. If you are a first or
fifth time customer, we will manage the entire process to your satisfaction.
planning, design, implementation, training, monitoring and maintenance. If you are a first or
fifth time customer, we will manage the entire process to your satisfaction.

Our Customers Our Customers
VSGi's customer base is comprised of Fortune 500 companies, multiple state contracts, federal
government agencies, universities, and health care institutions worldwide. Commercial
customers include: Clorox, E*Trade, Stanford University, Morgan Stanley, Cable & Wireless,
Goodwill, Aspect Communications, Caterpillar, and many others. Our state contracts include:
Florida, Georgia, and Delaware as well as a nationwide contract with MICTA. We also sell to
the US Department of Health, US Navy, Army, Air Force, INS, Department of Justice,
Department of Treasury to name a few.
VSGi's customer base is comprised of Fortune 500 companies, multiple state contracts, federal
government agencies, universities, and health care institutions worldwide. Commercial
customers include: Clorox, E*Trade, Stanford University, Morgan Stanley, Cable & Wireless,
Goodwill, Aspect Communications, Caterpillar, and many others. Our state contracts include:
Florida, Georgia, and Delaware as well as a nationwide contract with MICTA. We also sell to
the US Department of Health, US Navy, Army, Air Force, INS, Department of Justice,
Department of Treasury to name a few.


2005 VSGi. All Rights Reserved Planning for Videoconferencing
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ng
Page 17 of 18


Our Products and Services includes:

Video End- points
LifeSize
Polycom
Tandberg

Video I nfrastructure
Codian MCU, IP VCR
Polycom MCU
RadVision MCU
Tandberg MCU
Cisco Routers
Adtran Access Devices



Network
vIPConnect - video-ready, open architected IP
network for video, voice and data
Visual DialTone - traditional BRI/PRI ISDN
network

Conferencing Services
V-Connect Video Bridging and Gateway
Services
V-Connect Voice Conferencing Services
Meeting Visuals Web Conferencing powered
by WebEx

Management Software Solutions
LifeSize Control
Polycom Global Management System (GMS)
Polycom Path Navigator & Polycom Web
Commander
RadVision Gatekeeper
Tandberg TMS, Scheduler

Video Peripherals
NTSC/XGA/HD Plasma Monitors
LCD projectors
Interactive Whiteboards
Document Cameras

Streaming Solutions
Codian
Starback
Conferserv

Education, Service and Maintenance
VSGi University "Visual Collaboration and
Professional Development Courses"
Installation
Maintenance
Network Engineering
Managed Services
















7925 Jones Branch Drive
McLean, VA 22102
V: 877-402-VSGi
F: 703-848-8211
www.vsgi.com

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