Video Conferencing Services

Meeting room, video conferencing facilities have timely and efficienltly been provided at ILRI Campus on request.
The equipment is stationed in the JVC Auditorium and consists of a flat screen TV Flat Screen TV, videoconferencing camera Camera and microphoneMicrophones , this equipment is portable and can also be used in 720, 721 and the Directorate rooms. The equipment works through the internet, you will need to provide participants outside the campus with the following IP number to dial to join a conference 41.204.190.18 or 41.204.190.28, or you can dial the number that they provide. The connection depends on the rooms where the booking is done and this is confirmed by contacting the housing department.

It is ideal for point-to-point conferences but can be used in multi-party conferences if the conference is initiated by an organization that supports this feature or through arrangement with a video-conferencing gateway provider (costs will be involved). The camera is remote controlled and can rotate and zoom in on the person talking; it can be used in a meeting room of any size although the microphone is limited to a radius of about 10 Meters.

Video Conferencing ImageThe service allows for visual collaboration and is ideal for;
1.    Live ‘Face to Face’ conversations
2.    Interviews and meetings of dispersed teams

Or When:
1.    The expense or time of travel is a consideration
2.    The other participants also have access to video conferencing services

If a presentation needs to be shared with participants use a combination of video conferencing and WebEx or gotomeeting (virtual meeting workspace). The collaboration tools are not limited to the two specified above. Any other suggested tool by the external party can always be tested. 

Charges
1.    Its free for Staff on ILRI Nairobi Campus
2.    USD 100 per hour for external requestors
3.    Any meetings set up outside of office hours shall attract overtime charges for the staff assisting with the setup and on standby.

Bookings
Request the video-conferencing equipment when you booking your meeting room, kindly contact the conferencing services unit at D.kimwaki(at)cgiar.org or Ext 3351, to conference with new locations we request that you book at least 3 to 4 days before the meeting to give ample time for carrying out the testing and confirmations. In of absence Kimwaki, kindly contact the ICT Helpdesk on ilrikehelpdesk(at)cgiar.org or Ext 3253.

1.    If you would like to invite participants:

To do: confirm that they have meeting room video conferencing facilities that works over the internet
Provide the details of the contact person in the destination and the IP number of their equipment (if known) to the conferencing services

2.    If you have been invited to a video conference
To do: Share the contact details of the facilitator with the conferencing services unit at the point of booking, so that appropriate details can be shared and tests done for a successful meeting.

The benefits
1.    Reduction in how much you spend on travel
2.    More “Meeting Friendly” than a teleconference
3.    Reduction in time lost in production with staff being away from the office
4.    Reduction in your carbon footprint (less traveling incurred) and so are helping to do your bit for the environment.

Any technical problems shall be handled by the ICT Unit.

Enjoy less expensive, more effective meetings!

For any further information, do not hesitate to contact any member of the ICT unit or the conferencing services staff.

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