Request for Audio/Web Conferencing Services



Request for Audio/Web Conferencing Services

Please provide the information requested below and email the completed form to your Department Director or Vice President for their review and approval.

Director or Vice President: After you approve the request, email the completed form to the Telecommunications Services Department: Telecomsvcs@usa.

Requested for:

Last Name (Required) First Name (Required) Employee ID (Required)

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Address, Floor, Office/Cube # City, State, Zip Code (Required) Time Zone (Required)

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Office Phone (Required) E-mail address (Required)

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Red Cross Financial Cost Center

23 digit account code (Required) Department or Chapter Code/Name (Required for new)

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Requested Services

Standard Audio and Web Conferencing Services (*Director Level or higher approval level required)

|MeetMe Conference Line (only available to NHQ employees) | Select from drop-down |

|*Long distance charges may apply to callers dialing in from outside of the local| |

|calling area. | |

|*Default 8 available conference lines | |

|Verizon Reservation-less Audio Conference Account | Select from drop-down |

|*Audio Rate - ($0.015/minute per participant) | |

|*Limited 100 Participants per Conference Call | |

|WebEx Enterprise Edition Conferencing Account | Select from drop-down |

|*Web Rate - ($58.00 per month with unlimited use per license) | |

|*Limited 1,000 participants per web meeting | |

Verizon Non-Standard Audio Conferencing Services (*Vice President level or higher approval level required)

**To avoid unused port charges, please cancel or reduce reserved ports within a minimum of 48 hours before start time. Otherwise, $1.25 per unused port will be charged.

**There is an additional charge of $1.25 for each reserved line, for any calls that are canceled within 30 minutes of the scheduled conference call time or, that has fewer than 2 ports activated.

Conference Date (Required) Conference Start Time (Required) Time Zone (Required)

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Length (# of Minutes) (Required) Number of Lines Needed (Required) Number of International Lines (Required)

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*Select only one* Please refer to the description for each service on Page 4

|Un-Attended Audio Conferencing | Select from drop-down |

|*Audio conference calls with over 50 participants but do not need any additional| |

|features outside of the Standard Audio features. | |

|*Audio Rate - ($0.015/minute per participant) | |

|Standard Audio Conferencing | Select from drop-down |

|*See the chart at the end of this form to see the features included in this | |

|service | |

|*Toll Free Dial-In ($0.105/minute/participant) | |

|Premier Audio Conferencing | Select from drop-down |

|*See the chart at the end of this form to see the features included in this | |

|service | |

|*Domestic Operator Dial-Out ($0.12/minute/participant) | |

|Additional Executive Audio Features |

|Feature |Cost |Select From Drop-Down |

|Participant List (Please list in the comments section, the |$18 per list | |

|information that should be captured; first and last name, | | |

|department/chapter name, location, etc) | | |

|*Available for Standard and Premier Service only | | |

|Transcription |$200 per hour | |

|*Available for Premier Service only | | |

|Interpretation/Translation Services |up to $500 per hour | |

|*Available for Premier Service only | | |

|Pre-notification |$2.50   per participant in domestic locations | |

|*Available for Premier Service only | | |

|Pre-notification |$3.50   per participant in Canada | |

|*Available for Premier Service only | | |

|Pre-notification |$5.00   per participant in international locations | |

|*Available for Premier Service only |excluding Canada | |

|Audio Recording Media Options |

|Feature |Cost |Select From Drop-Down |

|Instant Replay Plus |$0.1483 per minute | |

|*Available for Standard and Premier Service only | | |

|Initial Setup for IR Plus |$25.00 | |

|*Available for Standard and Premier Service only | | |

|Wav File/Digital File |$35.00 | |

|*Available for Standard and Premier Service only | | |

|CD/Cassette |$10.00 | |

|*Available for Standard and Premier Service only | | |

|Comments/Special Request:       |

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|Please list the information that will need to be captured for the Participant List: |

|1.       |

|2.       |

|3.       |

|4.       |

|5.       |

Point of Contact (Requester Information)

If information is the same as above, enter SAME in last name field.

Point of Contact Last Name (Required) Point of Contact First Name (Required) Employee ID (Required)

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Address, Floor, Office/Cube # City, State, Zip Code (Required) Time Zone

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Office Phone (Required) E-mail address (Required)

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|To be completed by Red Cross Telecommunications Department: |

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|Date       |

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|Work Order #       |

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|Authorized User Name       |

|Verizon Non Standard Audio Conferencing Service Descriptions |

Unattended Audio Conferencing: Designed for calls that exceed the limitations of the Instant Meeting subscription (Instant Meeting’s limit is 50).  This service is used for a one-time or series of large calls.  There are no features available with this service.  This means when everyone dials in their lines will be open and in talk mode.  It will be up to the participant to self mute using *6 or a mute button on their phone. If an Operator is required during the call, then *0 would need to be pressed by the leader/host of the call.  Keep in mind that it may take up to 45 seconds for that operator to join the call.  All lines are opened meaning if a participant puts a call on hold, then the conference would hear their on hold music.  The maximum number of participants allowed to use this feature is 200.

Standard Audio Conferencing: Provides a choice of entry method: Professional meet and greet by a conference coordinator or automated passcode entry is offered. A conference coordinator will monitor the call periodically for quality and is available for assistance as needed by pressing *0. All lines are in listen only mode (e.g no on hold music or background noise can be heard) and can only be opened via a conference coordinator.  Once the conference coordinator opens all lines, then all participants are able to speak at any time.  Additional features (at an additional cost) that are available for this service can be found below.  The maximum number of participants allowed to use this feature is 750.

Premier Audio Conferencing: Provides end-to-end meeting support: A meeting manager will work with you through all stages of your call – preplanning through post-call follow-up. A conference coordinator is dedicated to monitor your conference call through its entirety. Advanced call features such as question and answer session and polling are available. All lines are in listen only mode (e.g no on hold music or background noise can be heard) and can only be opened via a conference coordinator.  During the question and answer session, the conference coordinator will open each line on an individual basis and announce each speaker.  This will allow for only one participant at a time to speak while all other lines remain in listen only mode until the coordinator opens it.  Additional features (at an additional cost) that are available for this service can be found below.  The maximum number of participants allowed to use this feature is 3500.  If a call requires over 1000 participants, it should be booked at least 10 days prior to live call.  

|Included Features by Service |

| |Instant Meeting |Unattended |Standard |Premier |

|Standard Rate Per minute per participant for Toll |$0.015 |$0.015 |$0.105 |$0.120 |

|Free Meet Me | | | | |

|Meeting Manager |N/A |N/A |N/A |Included |

|Participant Screening |Included |N/A |N/A |Included |

|Polling |N/A |N/A |N/A |Included |

|Q&A |N/A |N/A |N/A |Included |

|Sub-conferencing |Included |N/A |N/A |Included |

|ASAP Calling |Included |Included |Included |Included |

|Coordinator Request |Included (press *0) |Included (press *0) |Included |Included |

|Tone In |Included |Included |Included |Included |

|Enter & Announce |Included |N/A |Included |Included |

|Listen Only |Included |N/A |Included |Included |

|Music While on Hold |Included |N/A |Included |Included |

|Roll Call |Included |N/A |Included |Included |

|Announce Late Participants |Included |N/A |Included |Included |

|Secured Call |Included |Included |Included |Included |

|Tape Playback |N/A |N/A |Included |Included |

|Customer Reference Codes |Included |Included |Included |Included |

|Web RSVP |N/A |N/A |Included |Included |

|Master List |Included |N/A |Included |Included |

|e-Scheduling |Included |Included |Included |Included |

|Standing Reservation |Included |Included |Included |Included |

|Mute/Un-mute |Included |Included |Included |Included |

|Manage My Meetings |Included |Included |Included |Included |

|Instant Meeting Subscription Tool |Included |N/A |N/A |N/A |

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