Requesting video conferencing support

Overview

AV Services provides equipment setup support for video conferencing at Langara College. Equipment available for booking include laptops, webcams, USB microphones, and purpose-built mobile video conferencing units.

CAUTION: We can support video conferencing in small-to-medium size rooms, with up to 28 onsite participants. However due to our current infrastructural and technical constraints, we can only accommodate to a limited degree video conferencing for conferences, seminars, or gatherings in larger spaces. If you are planning on using spaces such as lecture theatres or event venues for video conferencing, please talk to AV Services about available options.

The following conferencing applications are available to College employees:

  • Zoom
  • Microsoft Teams

NOTE: IT will provide support if you encounter any login issues when using MS Teams, but generally not on how to use the application. For Zoom user support, please contact the Educational Technology department (edtech@langara.ca, local 5403).

 

Solution

To request setup support for video conferencing. Please submit your request at least 10 business days in advance.

Provide the following information in your request ticket:

  • A brief description of the event.
  • Number of onsite participants.
  • Name(s) and contact information of the remote participant(s).
  • Where is the event being held?
  • Start time and end time of the video conferencing session
  • The earliest time we can get in the room to set up equipment (a minimum of 30 minutes prior to the start time is recommended)
  • If you would like to test the connection a few days ahead of time, let us know when.
  • What conferencing application will you be using? (e.g. Zoom, MS Teams)
  • Are you hosting or joining a session?
    • If hosting, you will need an account for the conferencing application you are using.
    • If joining, you will need an invitation link/email from the organiser.

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Other Considerations

Location

Setup requirements may vary depending on where your virtual/hybrid event takes place.

  • Public meeting rooms on campus are equipped with videoconferencing systems. Check out this tutorial video on how to use them.
  • Most classrooms will require a laptop + webcam or laptop + mobile conferencing unit in order to run a Zoom/Teams session.
  • For virtual/hybrid events taking place at an event venue (e.g. T Gallery), talk to us about your options.

Audio

Who needs to be heard

  • Only in-person presenters need to be heard by virtual attendees
  • Only virtual attendees/presenters need to be heard
  • Both virtual and in-person attendees need to hear each other

Video

Who needs to be seen

  • Only in-person presenters need to be seen by virtual attendees
  • Only virtual attendees/presenters need to be seen
  • Both virtual and in-person attendees need to see each other

Media

What are you going to present

  • PowerPoint slide show
  • Video clips
  • Live demonstration/performance

Other Considerations

  • Make sure to mute the microphones on all devices other than those that are used to run the virtual/hybrid session.
  • Depending on the space, in order for in-person attendees to be heard by virtual attendees, they may need to move closer to the microphone or have their comments and questions repeated by the presenter/facilitator.

Details

Article ID: 3234
Created
Wed 3/9/22 10:26 AM
Modified
Wed 3/16/22 9:58 AM
Environment
Enter the environment(s) in which this article is relevant. Eg. software name and specific version, OS(s), model of hardware, location, etc.
MS Teams
Zoom
Video conferencing