Videoconferencing

Videoconferencing Support Policy

For testing of videoconferencing services prior to your meeting, please send a request via email to helpdesk@jlab.org with the meeting name, date, time, location, and estimated number of attendees (local and remote).  This request should be submitted at least 2 weeks prior to your meeting.  If the IT Division Help Desk is not given two weeks notice, we may not have staff available to assist you with your meeting.

Meeting Details and Invite

With the proper notice, we can assist you with working through the details of your meeting such as audio, video, slide sharing, remote participants, and other technical requirements.  You are responsible for booking a JLab conference room for your meeting.  If you are the host of the meeting, then you are also responsible for sending out a meeting invite via ZoomGov.  Please see our Getting Started with ZoomGov for information about your ZoomGov account.

Connection Information

After you have emailed helpdesk@jlab.org within two weeks of your meeting, you can then send your connection information to our Video/Teleconferencing email alias, vtc@jlab.org.  The connection information for your meeting should not be included in the email to the IT Division Help Desk since that will make the information available to JLab account holders.

Please do not use the vtc@jlab.org mail alias as a means for requesting videoconferencing support.  Those request must be filtered through helpdesk@jlab.org so the appropriate staff members see the request.

Testing Connection

Through your request via helpdesk@jlab.org, we can schedule time to assist you with testing your videoconferencing connections in the room you have booked.  We highly recommend testing your connection in the room you will be using prior to your meeting.  This will allow time for you to familiarize yourself with room equipment and ask questions to IT staff prior to your meeting.

BlueJeans

Jefferson Lab (JLab) currently has a contract with BlueJeans for videoconferencing.  The BlueJeans application is installed on all conference room systems.  Please visit our BlueJeans webpage for more information on how to connect to BlueJeans and for information about support the IT Division Help Desk can provide.

H.323

H.323 (collection of protocols defined) provides specification for computers, equipment, and services for multimedia communication over packet based networks that defines how real-time audio, video and data information is transmitted.   The H.323 standard addresses call signaling and control, multimedia transport and control, and bandwidth control for point-to-point and multi-point conferences.  A select number of conference rooms have H.323 videoconferencing capabilities using Polycom devices. In the table below, you can see which rooms have Polycoms available.

Other Videoconferencing (Skype, Zoom, Cisco WebEx, Vidyo, etc.)

We understand that you will be sent invitations from organizations using other videoconferencing applications such as Skype, Zoom, Vidyo, and Cisco WebEx to name a few.  In order to familiarize yourself these application, we recommend setting up a test connection at least one week prior to your meeting.  The best way to review their software is to setup a test meeting to ensure that everything is working.  If the software does not offer test connections, then try connecting to the meeting via the invite you were sent.  Then, you will know if you are required to download their software.  In most cases, you do not need to, but you will need to find the option for running their application from your browser.

Finally, if you do not plan to connect to the videoconference from your office, be sure to book a room.  Once you have a room, we recommend testing your connection from the room system as well to ensure you have everything you need prior to your meeting.  By testing your videoconference in advance, you will have hands-on knowledge of the system and can find a different room if needed.

The IT Division Help Desk has a few webcams and microphones available for checkout.  If you have questions or concerns as you review, contact the IT Division Help Desk.

Conference Room Locations at JLab (List Under Construction)

NOTE:  We are still working to have a complete list of all equipment in conference rooms across the campus.

*VTC cart = all in one video teleconferencing unit that includes a PC, speakers, TV, and video camera.

Please see our Videoconferencing With a Polycom Device instructions for detailed instructions on how to use the video conference equipment.  If you need any further assistance with videoconferencing here at Jefferson Lab, please contact the IT Division Help Desk.