Videoconferencing Services

What is Videoconferencing?

Videoconferencing is a collaborative communication tool which allows several individuals or groups to communicate in real time across distances using the data network to transfer packets containing audio and video. Video-teleconferencing uses the voice network for this same purpose.

The centralized videoconferencing service offered by CIS is geared towards general meetings, presentations, interviews and/or project work sessions.

Videoconferencing applications include:

  • General meetings
  • Formal Presentations
  • Project Coordination
  • Informal Work Sessions
  • Recruitment
  • Alumni Relations
  • Question & Answer Sessions
  • Public Relations Briefing
  • Distance Education

Locations

New locations for videoconferencing are emerging constantly. Please note that CIS ONLY supports the equipment in the CIT Building. Any department that installs videoconferencing equipment in their own space are required to provide support for that device. The information provided on this web page references ONLY CIS-managed videoconferencing equipment.

What type of service is provided at Brown?

CIS provides Internet Protocol-based videoconferencing service to all Brown University departments, as well as groups affiliated with the University, for University business purposes. Such purposes may include graduate student employment interviews. These events are normally scheduled during University business hours.

The equipment used for this service is a Polycom Viewstation FX which is capable of establishing a four-party videoconference with 3 other sites using standard H.323 protocols. An additional site may be added to the conference for audio participation only.

If the site you are videoconferencing with only supports ISDN-based videoconferencing, a bridging service will be required. It will be the responsibility of the group using ISDN-based videoconferencing to arrange for the bridging service.

To request a videoconference, please complete the online form. Five business days advance notice is required for all requests.

Where can I do videoconferencing?

Videoconferences are scheduled in the CIT Building.

What technical support is provided? Is there a fee?

CIS offers both a free and fee-based service.
For free, CIS will do the following during normal business hours:

  • Reserve a room in the CIT and Polycom unit for the proposed date/time for events occurring during normal business hours and for up to 2 hours. (This is valid only for those events scheduled 5 or more business days in advance.)
  • Provide an overview of unit operation prior to the event for first-time users - not to exceed 30 minutes in length.
  • Provide a 30-minute test session with remote site prior to event date.
  • Ensure that a fully-functioning unit is available 15 minutes prior to the start of the videoconference.

For a fee, CIS will:

  • Reserve a room in the CIT and Polycom unit for the proposed date/time.
  • Ensure that a fully-functioning unit is available 15 minutes prior to the start of the videoconference.
  • For a Fee of $250, a CIS technician will remain on-site for up to 1.5 hours for technical support. Each additional half-hour will incur an additional $25 charge.
  • For a Fee, CIT will provide Videoconferencing services outside normal business hours. (Limitations apply)

Fee Structure

   Setup fees: $250

  • For events scheduled outside of normal business hours or with less than 5 days advance notice.

   Hourly Support fees:

  • $75/hr during business hours
  • $125/hr outside business hours

   Equipment/Room fees:

  • $100/hr after 2 hours for CIT based conferences

Users are responsible for:

  • Coordinating the conference with the other conference participants.
  • Completing the request form above more than 5 days in advance.
  • Coordinating the conference with the other conference participants.
  • Providing contact information for the other party including phone, name and IP address of the remote unit.
  • Arranging for any other required Brown services such as food from Dining Services or additional equipment through Media Services.
  • Attending a short-training session prior to the videoconference

How do I get more information?

If you have questions about videoconferencing, please send email to Video_Conferencing@brown.edu.