IVC: Remote participants to join IVC meetings via a web browser

You can hold a meeting in our conference rooms, utilizing the room's installed video conferencing equipment, with remote participants using any device with a web browser and a web camera. This is done by joining the room to one of our configured meeting spaces, and remote participants joining the same meeting space with their device.

Advance Invitations

Be sure remote participants receive an invitation with connection details with sufficient time to verify connections. For most meeting spaces, they can test their connection independently, at their leisure.

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Join the IVC room to the meeting space.

Turn on the TV and ensure the input for IVC is selected. ("HDMI 2" in 219 and 252.)
Using the IVC touch screen, select and call the corresponding meeting space from "Favorites" or "Contacts".
Enter any codes that may be requested by the system for secure access. These are included with the list of pre-configured meeting spaces.
The system will announce you are connected to the meeting.

TV Required?

Even if you want an audio-only conference, the room's TV, projector, or AV system will be necessary to hear the remote participants.

Computer Presentation In An IVC Meeting

To share a presentation from a computer in an IVC equipped room:

Connect an HDMI cable to the port in the tabletop labeled “Video Conference Presentation” and the computer.
Our IVC classroom (232) and lab (156) have aditional inputs for VGA and audio.
Use the IVC touch screen “Sharing” or “Presentation” controls to start/stop presenting.

Need an adapter?

CECE supplied staff and checkout laptops should all have HDMI output, or include an HDMI adapter.
If presenting with a computer the does not have HDMI output, a variety of adapters are available from our Student Services and Information desk.
Call the Network team at 801-581-3200 or come grab us if you have trouble connecting a computer for presentation.

Inviting remote participants to join our meetings via a web browser:

Email the participants with the following information:

The meeting's scheduled time.
Meeting link and details for the appropriate meeting space listed above.
The following requirements:

Requirements For Remote Participant

Remote participants must have the following:

A current version of any popular browser. (We've seen problems with Safari on occasion.)
Either a built in or USB connected camera and microphone.
A reliable, fast, internet connection. Audio and video quality will suffer with poor internet connectivity.

The following instructions:
- Open the provided meeting link in your web browser.
- If prompted, grant your browser access to your camera and microphone.

Recommendations

A little attention to the environment from which a remote participant joins can have a great impact on the quality of the meeting experience for all. You may want to pass these recommendations along with meeting invites for large meetings, or more formal meetings such as job interviews:

Ensure lighting is sufficient to see the participant's face. Avoid back-lit situations that silhouette the participant.
Minimize ambient noise. Noise such as extraneous conversations, or ventilation systems are often amplified to the other meeting participants.
If a quite environment is not available, use a headset with a earphones and a microphone.
Use a microphone with a mute or push-to-talk feature to minimize background noise. Alternatively, use the computer's mute feature when you are not addressing the meeting.
Eliminates distracting movement or activities from the background, such as pets, or busy public areas.

Test In Advance

For very important meetings, arrange a test session with remote participants to confirm they have no problems.