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Plan a Conference

There are different conferencing options available, depending on the type of meeting or event you are having.  Please see the Best Use Cases for Conferencing and Solutions Matrix below to plan your conference.

For more inforamtion on Conference Types, please click the links below

Best Use Cases for Conferencing and Solution Matrix

One-to-One Conference

Case Example 

Video

Content Sharing

Conference Type

Solution

One-on-One employee meeting with document sharing Important Important Desktop Video Conference or Web Conference Jabber or WebEx
One-on-One employee meeting, internal UCSF Candidate interviews Important Not important Desktop Video Conference

Jabber/ or 

WebEx

One-to-Many Particants

Case Example 

Video

Content Sharing

Conference Type

Solution

Team Meeting with multiple passive/active  participants Not important Not important Audio Conference WebEx
Team Meeting with multiple passive/active  participants with document sharing Important Important Web Conference WebEx
Team Meeting with less than 8 passive/active particants  Important Not important Desktop Video Conference Jabber/ pr WebEx

Many-to-Many Participants

Case Example 

Video

Content Sharing

Conference Type

Solution

Class or Seminar, Multiple Presenters Multiple Passive  participants Important Not important Room Based Conference Video Conference Rooms
Class or Seminar, Multiple Presenters multiple Active  participants Important Important Web Conference or Advanced Video Conference Video Conference Rooms or WebEx

 

Audio Conferencing

Audio Conferencing (or teleconferencing) brings many people together on a single telephone call. All you need is a phone. However it is also the least collaborative option due to the lack of real time video or content sharing.

Some reasons that audio conferencing may be the best choice for your meeting

  • The need to see each other is not important
  • The meeting is short and possibly last minute
  • One or more participants do not have access to a video conference room or computer

The recommended solutions for this at UCSF are WebEx and ConferencePlus. More information is available on the Audio Conferencing service page.

 

Video Conferencing

Video Conferencing involves real-time audio and video communication between multiple sites. It is most useful for meetings where everyone should be seen as well as heard. Most video conferencing systems also support presentations from a computer. 

You might use video conferencing to:

  • Setup a medical or psychiatric consultation from a UCSF or SFGH site with a patient at a downtown or rural clinic – providing a valuable service to the under served and vulnerable populations
  • Observe a simulated medical procedure from a classroom
  • Conduct a virtual meeting or seminar with participants in multiple remote locations.
  • Connect with faculty and staff at UCSF from multiple locations across campus in order to save travel time
  • Participate in a remote class as a guest speaker, or bringing in a guest speaker into your class

Room-based video conferencing systems are designed to connect multiple participants from one location to multiple participants at another location. There are many rooms at UCSF that can participate in a video conference. More information is available on the Video Conferencincg Rooms at UCSF service page.

Desktop Video Conferencing systems are designed to connect a single participant to a meeting with one or multiple participants. The recommended solution for this at UCSF is Cisco Jabber Video.  More information is available on the Cisco JABBER Video service page. 

 

Web Conferencing

Web conferencing is a good solution for highly collaborative meetings involving documents and other shared content. Most web conferencing systems include options for audio communication and some offer video chat as well.  Web conferencing solutions provide additional collaboration tools such as white boards, chat, remote screen control, and moderated Q&A. They are also ideally suited for sharing content from your computer to a large audience, where the face-to-face interaction is not required.

The recommended solution at UCSF for this is WebEx