UMConnect Home > Support and FAQ > On-Site Technical Assistance for a Webcast

Request On-Site Technical Assistance for a Webcast

On-site technical assistance for webcasts of meetings and events through UMConnect is availabel through OIT AV Event Support, a division of OIT Video Solutions.

Requests must be submitted at least two weeks before the date of the event to allow for adequate preparation and scheduling. OIT Event Support is unavailable on official University of Minnesota holidays.

Overview
UMConnect can be used to webcast a live meeting or event to remote audiences. With UMConnect, you can:

Communicate by broadcasting audio and video or by text chat.
Collect feedback through polling.
Display PowerPoint presentations and other content such as audio, video, graphics, your desktop or an open application on your computer.
Share files.
Use a whiteboard.

Technicians can assist in setup and configuration of the event, and can also provide audio and video equipment such as microphones and a camera.

Costs
As of July 1, 2007, on-site technical assistance is available at $72/hour per technician. Please note the following:

The hourly rate applies to the entire time the technician is on site, including time for setup and cleanup.
The number of technicians required to support an event will depend on the type of event and will be determined when the event is scheduled.
There is an additional $50 setup/event charge for every event request. The setup fee covers activities to prepare for the event (i.e. creating the meeting room, inviting participants, scouting a location).
A $50 cancellation fee will be charged if on-site support services are cancelled within 24 hours of an event.
Additional fees, including travel time and expenses, may apply for events that take place off the U of MN Twin Cities Campus.

Complete the On-Site Technical Assistance Request Form to schedule an event or contact OIT AV Event Support at avevents@umn.edu or 612-626-4444 for more information on prices and services.

Example of a UMConnect Meeting
To view an example of a what a meeting or event may look like when webcast using UMConnect, see https://umconnect.umn.edu/p80037860/. This example is a recording of a TEL Seminar offered by the Digital Media Center in the Office of Information Technology.

Equipment Used
The following is a list of equipment that technicians have available for a webcast:

Microphones

(2) wireless lavaliere
(2) wireless hand-held
(2) boundary microphones (tabletop PZM ) for panel discussion or meeting environments

Camera

DV camera
or USB Webcam

PC laptop computer

Technicians can determine and recommend the appropriate combination of microphones and cameras for each event after a consultation.

Room Requirements
In order to webcast an event via UMConnect, OIT AV Event Support staff need access to active network connections. The number of active connections will depend on the type of event. In many situations, access to three (3) active network connections, two (2) of which should be Ethernet connections. A wireless network connection can be one of the active connections. An event that is scheduled in a room that does not meet these requirements may need to be moved to an alternate location. It is the responsibility of the person, department, unit, or collegerequesting our services to schedule the room that the event takes place in and to inquire into the availability of active network connections in the room.

Recordings
Meetings or events webcast using UMConnect can be recorded, capturing interactions during the webcast, including audio, video, slides, public chat entries, or whiteboard drawing as it happens. The recording is available are hosted on the UMConnect server at a specified URL after the event. Access to the recording can be open to public or controlled through central (x.500) authentication. Recordings are available at no additional cost. Please note that recordings cannot be edited or moved from the UMConnect server.

Release Forms
The Office of the General Council has a Standard Release form that Faculty and Administrators can use to photograph, tape, or make a recording of a presentation for University use.

In the case of an event being broadcast to the public, it is the responsibility of the person, department, unit, or college requesting on-site technical assistance to collect Standard Release forms from each person who will be presenting during the webcast of the meeting or event.. It is your responsibility to provide these release forms to each presenter in advance of the event and collect their signed releases before the start of the event.

Advantages
UMConnect offers additional interactivity for remote participants. Participants can:

discuss content and ask questions (using the chat tool)
use the whiteboard, polling, and other tools.

To participate in a webcast delivered through UMConnect, participants will need:

An network connection (Broadband or higher connection speed),
A supported operating system and web browser,
Adobe's Macromedia Flash Player 8 or higher
Adobe's Macromedia Flash Player 9 or higher for Linux and Solaris
A sound card, and either headphones or external speakers to receive audio.

Anyone with a University of Minnesota Internet ID and password can be invited to a meeting and authenticate before entering the meeting. Non-University of Minnesota participants can also be invited to a meeting and will be asked to sign in as a guest. A meeting host grants guests access to the meeting.

Limitations
Quality of Service (QoS) - Because UMConnect meetings use a standard network connection (IP connection) it can not guarantee Quality of Service (QoS). All webcasts of meetings and events through UMConnect are subject to network congestion, which may cause possible video and audio delays and/or dropouts.

Compatible File Types - The following file types are compatible with UMConnect meetings and can be uploaded into meeting rooms for broadcast: PPT, JPEG, FLV, SWF, MP3. Other files types must be converted. OIT AV Event Support Staff can perform file conversion for a fee.

Number of Cameras - UMConnect uses a single camera attached to the computer and does not have video switching capability.

Video Quality - UMConnect meetings will not offer the video resolution and frame-rates available in other video services. If you require high-quality video, we recommend contacting OIT Video Solutions for information about other video options.

Editing - The archived (on-demand) recordings of a UMConnect meetings can not be edited or moved from the UMConnect server once they are recorded..

Preparation
To discuss our services or technical issues in preparation for a webcast of a meeting or event, please complete the form below, or e-mail avevents@umn.edu. Be sure to provide as many details about your meeting or event as possible. An OIT AV Event Support Representative will contact you within 24 hours.

All PowerPoint presentations used during the UMConnect meeting and a detailed schedule of speakers must be provided to the AV Event Technician at least 48 hours prior to the event.

Complete the On-Site Technical Assistance Request Form