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Video Conferencing - Procedures for Establishing Departmental Video Rooms

Steps to a Successful Videoconference Room Installation for Departments

  • Identify the unique uses for the room. Be specific. For example, a researcher may require a facility for meetings of 10 people where a PowerPoint presentation can be shared. 
  • Identify room location. 
  • Design a layout of the room identifying the location of the videoconferencing equipment. 
  • Designate a departmental Technical Coordinator who will learn how to operate the equipment, perform basic troubleshooting, and assist others in their department. This person will be trained by ITS staff and will be the liaison between the department and ITS. 
  • List the proposed equipment (should meet state standards). 
  • Budget for the equipment. 
  • Budget for a maintenance agreement with the vendor or reseller. 
  • Budget for replacement after lifespan of the equipment (ITS can help with that determination). 
  • Request equipment installation and configuration from the vendor/reseller and the IVN Coordinator. 
  • Request training from the IVN Coordinator for the departmental technical person and end users. 
  • Explain how scheduling of the video room will be handled (scheduling of the actual videoconference connections will be handled by the IVN Coordinator). 
  • Identify a person that will schedule or change events that use the state network. 
  • Contact Daniel Erichsen (, 701-793-3105) to arrange a meeting to discuss:

    • The state network. This includes the role of the ITD; responsible for designing and maintaining the state network. 
    • Registering and certifying your site on the state network. 
    • Naming your equipment. 
    • Videoconferencing terminology, concepts, uses, and “gotchas.” 
    • The role of the department in ongoing operation (Technical Coordinator, end users, event technicians, scheduling, etc.). 
    • Equipment -- both necessary and recommended equipment based on the expected use of the room. 
    • The role of ITS. 

  • Order equipment. 
  • The department Technical Coordinator should request a static IP number.  Include the following information: 

    • Equipment type (e.g., Polycom RP Group 700) 
    • Location (building & room #) 
    • NDSU inventory number (ask for one from your department immediately after ordering the equipment) 
    • A unique name (e.g., polycom-iacc422) identifying room location 

  • Send a “Request for Data Service” (found here) to Network Services. Request an Ethernet connection that is directly on the switch and configured for videoconferencing. If you will need a computer connection as well, request a second Ethernet connection. 
  • After the equipment arrives: 

    • Request installation and configuration from ITS. Note: The equipment vendor, Facilities Management, or others may also need to be hired depending on the requirements of the installation. 
    • Check with your Technical Coordinator on the status of the H.323 Certification Checklist. This process tests your video connection for quality and allows you to set up events through IVN that connect with more than one additional site. 
    • Request training from Daniel Erichsen (, 701-793-3105).

Keywords:conference, conferences, web, call, videoconference, videoconferencing   Doc ID:102227
Owner:Daniel E.Group:IT Knowledge Base
Created:2020-05-19 12:26 CDTUpdated:2021-05-17 10:12 CDT
Sites:IT Knowledge Base
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