Video-Conferencing and Tele-Conferencing Services Information
Most of the FAS video-conferencing facilities support point-to-point videoconferences that employ either ISDN (phone lines) or IP (internet) connections. ISDN line charges will be billed via Instructional Media Services for use of the MPC video-conferencing suite or the appropriate building or department contact for use of the CGIS, Bauer, or Maxwell Dworking facilities. Labor and equipment charges will be billed through Instructional Media Services (IMS). For multipoint video-conferences, third-party bridging agent or long-distance company charges will also apply and will be billed through the particular company used.
Video-conference Options
ISDN (Phone Line) Video-conferences
As with tele-conferencing phone call charges, ISDN video-conferencing transmission charges are billed to the location placing the call. ISDN video-conferencing rates depend on the number of lines used and the duration of the call. The standard for optimal video-conferencing with ISDN is 384 kbps which is known as a "6-channel" call. For a 6-channel call (although rates fluctuate regularly), a video-conference with another site within the continental US will incur ISDN charges close to $110/hour. International ISDN rates for a 6-channel call generally range from $300/hour to $810/hour but can be higher. All video-conferences require at least one test before each conference, and tests will also be charged at the appropriate rates, per location and bandwidth.
IP (Internet-Based) Video-conferences
There are no line charges for IP video-conferencing. However, IP video-conferencing, which employs the internet for connection, is not as consistently reliable as ISDN. Call quality can vary unexpectedly when a network becomes congested with email or web traffic.
Multipoint Video-conferences
To connect several sites, you must use a third-party bridging agent. This will improve quality, reliability, and functionality through the use of private, dedicated, worldwide call centers. It will also mean additional connectivity fees. Please contact your local bridging agent or long-distance telephone company to arrange for multipoint video-conferences.
Non-Network Charges
Coordination Fee
There is a coordination fee of $50 per video-conference (in addition to the network usage charges for ISDN or multipoint video-conferences). The coordination fee is for setup and testing, which involves a brief connection to the far-end site. A minimum of 5 business days' advance notice is required to schedule a video-conference connectivity test.
Labor
Labor charges Monday-Friday 8 a.m.-5 p.m. are $46 per hour. Minimum billing is one hour per video-conference. Beyond one hour, video-conferences are billed in 15-minute increments. Labor charges for overtime are $55 per hour (with a 4-hour minimum after 8 p.m. and on weekends and subject to limited availability). Labor charges for holidays are $92 per hour (with a 4-hour minimum and subject to limited availability). The MPC video-conferencing suite is not available after 7 p.m. weekdays nor on weekends or holidays.
Equipment
A flat rate of $75 per hour covers the use of the equipment permanently installed in the video-conferencing locations.
Booking a Videoconference
Reserving the Room
Please contact the appropriate schedulers, whether FAS Classrooms, or specific building or department schedulers.
Labor and Equipment
Video-conferences are generally supported Monday-Friday 8 a.m.-5 p.m. Eastern Standard Time and require a minimum of two weeks' advance notice. For video-conferences in FAS buildings other than CGIS, please contact MTS at 617-495-9460. For video conferences to be held in CGIS buildings, please contact Carla Nolin, at 617-495-9460 or email nolin@fas.harvard.edu. For video conferences to be held in the MPC studio, please contact the MPC at 617-495-9440 or email ims_mpc@fas.harvard.edu.
All clients requesting a video-conference must complete a detailed request form.
Cancellation Charges
There is no charge if a cancellation notice is given two business days prior to the event. For less than two business days notice, labor will be charged when applicable. The $50.00 coordination charge will still apply in the event of cancellation.