Booking, Charges and Requirements

Please follow the steps below if you would like to book an audio or video conference. If you are first-time user please read this information first.

Desktop Video Conferencing 

The Zoom desktop video conference service is free to use for all Victoria staff. The system is self-service and does not require ITS to book a room or schedule a meeting, as this can all be done by the user.

There is a cost associated with issuing a Pro license (and certain other advanced features) however ITS cover these charges as part of our service delivery to the University.

We would therefore kindly request that customers only use a Pro license if the additional features are required, and if you no longer need a Pro license you already hold that you please advise the ITS Service Desk so that it can be allocated to someone else.

Booking an Audio or Video Conference Facility

If you have not used a video conference room before, please complete an online enquiry form via the Resolve IT portal so that a member of the Teaching Technology team can contact you to discuss your requirements.

We request that for new connections you submit a booking request at least five working days prior to the VC taking place. This will allow us to conduct testing with the remote site/s. Also, the more information you can provide the easier it will be for us to ensure your expectations are met during the VC.

Please note that a booking is not confirmed until you have been advised via email by a member of the Teaching Technology team that they are able to provide the service at the date and time you have requested.

Charges

The ACLF rooms and technicians are available during Teaching Technology business hours (Monday to Friday, 8am to 5pm) and there is no charge to Victoria staff members for the use of these facilities. However any costs incurred by ITS (i.e. a charge for connection to an external bridge, ISDN or toll charges) will be on-charged to your Cost Centre.

Hosted videoconferencing or the use of Victoria Unviversity's ACLF rooms is strictly not available to external parties or non-VUW staff members. Victoria do not hire out these rooms or services on a fee paying basis under any circumstances.

Also, please note that if you initiate a VC session with a remote party it is possible that the facility at the far end will charge for use of their services. It is your responsibility to ensure that any charges are met by either the attendees at the far end or yourselves (as the meeting organiser).

Connection types:

Video Conference: There are two different methods of connecting a video conference. IP (Internet Protocol) or ISDN (Integrated Services Digital Network). 

Dialling in or out via ISDN is not available at Victoria but other remote sites may wish to use this method. It may be possible to connect with ISDN locations if bridging the call, but there is usually a cost associated, and this can be extremely high.  

As such, the preferred method of connection is over IP.  

Audio Conference: Audio conferences utilising a dedicated conference phone can be booked via Teaching Technology and require a live telephone line (either VoIP or anaolgue). If you are in doubt as to whether the line is VoIP, analogue or digital, please contact the ITS Service Desk on ext 5050 for assistance.

Please note that it is the responsibility of the person booking the equipment to make sure that the room you intend to use has been booked for the correct time/s and has a working analogue or VoIP telephone line.

It is also possible to hold an audio conference via the very simple method of using the 'hands-free' feature of all modern digital phones. For further assistance with this method, please contact the ITS Service Desk on ext 5050.

Forms for booking of audio/video conference and AV equipment are all available in Resolve IT under Log a Request (Forms)