IT Services


Video Conferencing

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Title of service: Video Conferencing rooms: The Tower Suite

Status of Document: This document lists and describes the services offered by the Media Production Unit in July 2012.

Contents



1. Introduction

The Tower Suite at OUCS, 5 Worcester Street, comprises two meeting rooms, and one computer room which are available for hire by University departments and external organisations. This service is managed by the Media Production Unit (MPU). The rooms can be used for Video conferencing, meetings, Skype, training courses, teaching, seminars, presentations, workshops and events.

2. Overview of Service



2.1. Overview of Service

Hire is available 7 days a week, 24 hours a day, throughout the year.

2.2. Charges

Rooms are hired on an hourly, half day and full day basis. There is a range of charges depending on the type of course or event being booked. The applicable hourly rate will be advised when enquiries are made. Cancellation charges are also applicable. There is an additional charge for catering and other consumables.

2.3. Booking procedures

Booking of the Tower Suite is managed by the MPU team. We aim to respond to booking requests within two working days of receipt of an enquiry. An online booking form and full terms and conditions of use are available at: http://www.oucs.ox.ac.uk/media/video-conference.xml

2.4. Technical Support

Technical support for the rooms is provided by the MPU team.

2.5. Hospitality and event management

Refreshments and buffet lunches can be provided in our Carfax room. Alternatively, we can arrange a restaurant style lunch at a local University venue.

2.6. Room design

Each room in the suite has a different design, and features include:
  • Two Video conference systems with IP and ISDN capabilities
  • 42”, 50” and 65” plasma screens
  • 19” iMacs with built in webcams

3. Facilities



3.1. Overview

The Carfax room has can be used for video conferencing, meetings and teaching for medium to large groups. It can be arranged in many configurations. It has:
  • Lifesize Room 220 high definition Video conference system over IP and ISDN
  • 50” AND 65” Plasma
  • wireless access
  • Meeting room for up to 12 people, Video conference for a maximum of 30 people.
The Founders room can be used for Video conferencing, meetings and teaching for small groups. It has:
  • 42” Plasma
  • Video conference system over IP
  • Meeting room for up to six people, Video conference for a maximum of 3 people
The Saxon room can be used for Skype, meetings and teaching one to one. It has:
  • 2 x 19” iMacs

3.2. Room capacities

The layout of our rooms can be changed to suit the type of event. The rooms can be configured to accommodate audiences from 1 to 30 for video conferences, lectures, presentations or meetings. Details and pricing are provided on request.

3.3. Accessibility

The Worcester street building has access and toilets are accessible to wheelchair users. The Tower Suite is on the ground floor.

3.4. Computers

All computers have internet access.

4. Summary of Clients' responsibilities



4.1. Room Hirer

All bookings made for the use of the Tower Suite at OUCS are accepted subject to the Terms and Conditions of use. Room hirers are responsible for:
  • Carrying out their parts of the room hire process within the timescales stated
  • Providing clear and accurate information needed for room and event hospitality
  • Providing a purchase order in advance for the agreed room hire charge
  • Notifying MPU as soon as possible in the event of needing to cancel the room hire and
  • paying any cancellation charge that may have been stipulated in the agreement

4.2. Delegates

Delegates are required to:
  • Abide by the University IT Regulations
  • Adhere to OUCS health and safety procedures and policies

5. Hiring the Tower Suite



5.1. Information about the Tower Suite

Comprehensive information and a virtual tour are available at:

We are a member of Conference Oxford.

5.2. Enquiries

Enquiries can be made using the Tower Suite Enquiry Form.

MPU can also be contacted as follows: MPU aims to respond to enquiries about the Tower Suite within 2 working days.

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