Videoconference Request Form

• 1. Requestor Details
  
  This section will contain your contact information. This information will be used by the scheduling staff should they need to contact you regarding any questions about your event. Two confirmations; one indicating your request has been received, and another indicating your request has been successfully booked, will be sent to the e-mail address you provide here.

*Date of Request

*Requestor Name

*Phone Number

Phone Extension

*Email

*Confirm Email

• 2. Event Details
  

  Please specify the Event Type of your event, i.e. if the event is Administrative or Educational. 

  If you have selected an Access Method other than "By Invitation" you must specify a Closing Registration Date.  The Closing Registration Date cannot be later than one business day prior to the event's scheduled date.  For example, if your event is scheduled for July 10, 2009 then your latest possible registration deadline is July 9, 2009.  At 12 noon on this date, participants will no longer be able to register for the event. Participants must register by noon on the day before the event is scheduled to occur. 

  Indicate if participants can Self-Register for the event.   If participants can self-register, you must specify a maximum number of participating sites for your event. 

  Enter the Date of Event by clicking on the calendar icon  and selecting a date from the calendar.  

  Specify the Start Time and End Time of the event.  Normal business hours for the Service Desk are:

  • Monday to Friday 7am-7pm ET (excpet for summer)
  • Monday to Friday 7am-5pm ET (summer).

  Please note that approval of after-hours support is dependent on availability of technical site support. Please indicate if you require after-hours support in the comments section below (Section 10).

  Approval of after-hours events is dependant on availability of technical site support. After-hours events are defined as:
  • A session that starts prior to 0700 hr. ET (Eastern Time) or runs beyond 1900 hr. (after 1700 hr. during July and August)
  • A session that starts after 1900 hr. ET (after 1700 hr. during July and August)
  • A session scheduled to occur over a weekend or on a statutory holiday

  
  

  Setup Time It is the period of time prior to your event's start time that is needed to connect participant systems to the event. The larger the event, the more setup time is recommended. (See table below.)  

  Number of Sites	Recommended Setup Time
  Less than 5 sites	5 minutes
  6-10 sites	10 minutes
  10-20 sites	15 minutes
  20 or more sites	30 minutes

  If desired, select the Setup Time required for your event.  If sites are unable to join during the event for the fully scheduled time, please indicate this in the comments section below (Section 10).

  Include a Title for your event and specify the speaker/chair for the event.  This information can be free-typed into their respective fields. 

  Indicate the Conference Display Preference your event requires: 

  Participant System(s) View

  • Select the view that the participant(s) will see on their screen. See below for an explanation of the different layouts.

  Host System View

  • Select the view that the host will see on their screen. See below for an explanation of the different layouts.

  Lecutre Mode

  • Selecting this option makes the Host system most important to the participants. All participant systems will see the host system for the duration of the conference in the largest area of their selected view.
  • The participating systems will be displayed on the Lecturer's screen. As various systems speak to ask questions they will appear on the screen and fill one of the available windows (or take the place of one of the less active sites currently being displayed)

  Layouts
  Please note that you will never view your local image (except in the picture in picture or other TV monitor) and the details in the rooms become more difficult to see as the picture is much smaller than in Full Screen layout (formerly known as voice activated mode).

  • Full Screen Layout is recommended for: a 2 site conference, the view for the participant systems when lecture mode is selected, the view for the participant systems when a Power Point presentation is being broadcast.
  • Side by side is recommended for a 3 site conference.
  • Quad Layout is recommended for a 5 site conference.
  • 5 + 1 Layout is recommended for 7 site conferences. The speaker is in the main square and the remote sites appear in the surrounding squares.
  • 7 + 1 Layout is recommended for 9 site conferences. The speaker is in the main square and the remote sites appear in the surrounding squares.

*Event Type Administrative Educational

Access Method By Invitation Open Participation

Can participants self-register for this event? Yes No

Closing Registration Date

Maximum Number of Participating Sites

*Date of Event

Event Setup Time
(occurs prior to event start time) 0 5 10 15 30

Event End Time 00 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23 : 00 05 10 15 20 25 30 35 40 45 50 55

Normal business hours are M-F, 7:00 - 19:00 ET (except summer 7:00 - 17:00 ET). Approval of after-hours events is dependant on availability of technical site support.

*Event Title

*Speaker/Chair

Participant System(s) View Full Screen Layout Side-by-Side 2 Layout Quad Layout 5+1 Layout 7+1 Layout

Host System View Full Screen Layout Side-by-Side 2 Layout Quad Layout 5+1 Layout 7+1 Layout

Lecture Mode? Yes No

If selected, the participant(s) will always see the host in the largest area of their screen.

Should this event start automatically?
(Please note that all multi-point events will start automatically) Yes No

Does this event require an audio line? Yes No

Number of Callers
(Please attempt to limit the number of audio participants to a maxumum of 10)

• 3. Billable Events Details
  

  This section will assist in identifying if any fees will be charged for the event. Answering yes to the first question will indicate a fee will most likely apply. If you have answered yes to the first question, please ensure that you complete the 'Participant Site - Non-OTN Sites Only' section below (Section 6).

*Does this event involve non-OTN sites? Yes No

If you have answered 'Yes' to this question, please complete the Participant site (non-OTN sites Only) section below.

Is there a registration fee for participants? Yes No

• 4. Host Site
  

  The host site section will contain the information that will be used to identify the system where the Chairperson or Speaker will be located.  Please specify the Site Number and System Name.  You may also provide the Room Name and/or Number if that information is available. 

*Site Number

*System Name

Room Name and/or Number

• 5. Participant Site(s) - OTN Sites Only
  

  Please note:  It is very important that the other site coordinator be aware of and agree to this booking before you enter their systems in this section. 

  OTN Sites Only 

  The OTN Site Number is a 4 digit number that identifies the participant site. 

  The System Number, which may also be referred to as the GAB Name, is the name of the participating system that you wish include in the event. 

  If you are unsure what the Site Number is, please specify a Site Name to assist OTN Scheduling Services in locating the site and system you wish to book. 

  Non-OTN Sites Only 

  If a Non-OTN System is involved in the event, please specify the ISDN Number, the Contact Name, and the Contact Phone Number for the system. 

• 6. Participant Site(s) - Non-OTN Sites Only

• 7. Webcasting
  

  If this event will be webcast, please specify whether or not a webcasting form http://www.otn.ca/webcast/ was submitting.   

  The OTN Webcasting Centre can be found on line here http://webcast.otn.ca. Please take note of the webcast policies http://webcast.otn.ca/policies.html. 

*Will this event be webcast? Yes No

Webcasting Request Form submitted? Yes No

The OTN Webcasting Centre can be found online here. Please take note of the webcast policies.

• 8. Event Promotion
  

  The Ncompass public events calendar is the public events calendar that is visible to members via Ncompass.  The Ncompass public events calendar can be found here https://schedule.otn.ca/tsm/portal/nonclinical/search/publicEvents.do?params.timePeriod=12M. 

  The OTN Events Calendar is a forum for OTN Members to promote educational events available via videoconference. These events are largely intended for physicians, health care professionals, and administrators within the health care sector.  The OTN Events Calendar is publicly visible on the World Wide Web and can be accessed here http://calendar.otn.ca/otn/events_calendar.php. 

  Please note that if you choose to promote your event on the OTN Events Calendar, you must attach a poster to the web form.  To do so, click on the browse button and select the electronic poster from your PC.  This will attach the poster to the videoconference request form.  Please note that the poster will be posted on the OTN Events Calendar. 

Post to Ncompass public events
(Available to Members) Yes No

Post to OTN Learning Centre
(Available to the public) Yes No

Attach File(s):
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• 9. Recurring Events
  

  To schedule a recurring event, please indicate the Frequency of occurrence (daily, Weekly, Monthly or Yearly) as well as the Start Date (which specifies the first date that the event will occur on) and End Date (specifying the last date of occurrence). 

  For other forms of recurrence, please contact OTN Scheduling Services. 

Frequency None Daily Weekly Monthly Yearly

End Date

• 10. Comments
  
  Use this section to add any additional notes important to the scheduling of your event (e.g. sites participating outside the scheduled time, request for after hours support, etc).

Comments