Event and Classroom Management provides support with audio and video conferencing to AS&E departments. We are able to provide a laptop with up-to-date software, cameras, and microphones to ensure your conference runs smoothly and without problems. At this point, our equipment allows us to service meetings with up to 15 local participants at a high quality level.
If you would like to request this type of assistance, simply fill out our JIRA form at https://service.rochester.edu/. If you do not see your desired location in the menu on our form, simply write it in the field titled "Describe your request".
Hosting an Audio/Video Conference
Location, Location, Location!
One of the most important factors in having a successful audio/video conference is the location. Not all rooms are ideal for conferencing. Below is a partial list of meeting rooms and classrooms where we feel audio and video conferences work exceptionally well.
- Small Groups (<10 local participants)
- Medium Groups (10-20 local participants)
- Large Groups (20-30 local participants)
- Very Large Groups
Testing in Advance
The best way to ensure your audio/video conference will have the highest possible quality is to test everything in advance. We are always happy to meet with you in your reserved location prior to the date of your conference. For more complicated conferences, ECM may require a walkthrough so that we can provide the best possible service. On the day of the event, we have very limited time and resources to make substantial changes to the setup and so it is best to iron out all of the details beforehand.
Hosting the Conference
Event and Classroom Management can deliver and setup the equipment but we are not able to provide staff to remain for the duration of your meeting/event to monitor the conference. In order for your event to go the best it can, it is important to designate someone from your group to act as the host. This person can be responsible for muting/unmuting participants, adjusting camera angles as necessary, and even repeating questions so that remote participants are able to hear everything clearly. We are happy to provide advanced training to anyone not familiar with conferencing technology.
Time Zones -
If your audio/video conference involves remote participants that are located in other time zones, make sure to factor that in when planning your event.
For Best Sound Quality –
If you are conferencing with more than 1-3 local participants, you will want to use external microphones/speakers rather than your laptop’s built-in devices.
If you are not currently speaking, it is best if you mute your microphone. This will reduce overall ambient noise on the conference call and will produce the best quality for the other participants.
It is always recommended to use a headset or headphones when participating in an audio conference. This will produce the best overall quality and will prevent any possible feedback from using your computer’s built-in microphone and speakers.
Keep Distractions to a Minimum!
Performing tasks like typing, doing paperwork, and eating will all produce noise on the conference call. These activities should be avoided. If you must do them, then you should mute your microphone first.
Avoid scheduling an audio/video conference during a meeting/event where food will be served. The sounds of food preparation, utensils, rustling napkins, and food containers will all be heard through the audio/video conference and can make it difficult for remote participants to hear the audio of the conference.
If possible, use a wired internet connection instead of Wi-Fi. This will provide a higher and more consistent quality. During the conference, avoid running network-intensive applications such as streaming a video.
If you have a weak internet connection, you should consider participating in the conference by calling in with your phone.
Zoom provides a great deal of instructional content on their website that is very easy to navigate and search.
The University of Rochester also provides great resources for using Zoom through their University IT website.
If you have more specific questions not covered by the above web pages, you can always reach out to your Zoom Super User. These are individuals around the University who have received training in using Zoom.