Video conferencing for staff

You can make video calls using video conferencing facilities on site at Canterbury, Medway and Brussels, or run a professional quality conference at your desk.

Covid-19 update, 12 May

We are sorry that the video conference studio in Cornwallis South remains closed until further notice.

We are keeping opening hours and services under review and they may change in line with any new Government guidance. Your safety and wellbeing are our priority.

If you want to buy your own video conferencing facility, we can give you advice.    

Canterbury campus

You can book the Studio (SE 109, Cornwallis South) to host a professional video conference, or to host a Skype or Skype for Business call. The room is suitable for hosting and recording Tier 4 interviews.

Video conference studio in Cornwallis South: closed until further notice

A light and airy professional self-service video conferencing studio.

  • Location: In the centre of campus, the room is in Cornwallis South (the Octagon), Room SE109, on the First Floor with lift or stairs access. You need to scan your KentOne card to enter the room.
  • Capacity: The room seats 16 people, and works well for small or larger group conferences.
  • Facilities: 
    • Dual HD screens, so you can present your work/view their work and see each other face to face
    • PC with TeamsSkype and professional video conferencing software
    • HDMI laptop connection
    • Hearing loop
  • Availability: Weekdays 09:00 – 17:00. For access outside these hours contact Campus Security.
  • Video system name: canterbury.SE109:e164@kent.ac.uk
  • How to book:
    • In your Outlook calendar,  book Video Conference Studio SE109 as your meeting room
    • Familiarise yourself with the room and equipment before the meeting starts
  • When you arrive:
    • Scan your KentOne card to enter the room
    • Follow instructions on the touch panel to turn the system on and make a call
  • Technical support: Available on weekdays 09:00 – 17:00: contact us

Mobile video conferencing system

You can use the system in the rooms listed below.

  • Availability: Weekdays 09:00 – 17:00
  • Video system name: canterbury.mobile:e164@kent.ac.uk
  • To book:
    • You must book at least 7 days in advance
    • Book extra time for set up and close. Book the room 30 minutes before your call to make sure you are set up, and 15 minutes after your call to close down, or your conference may be cut short

Medway campus

Medway building

  • Room: M1-16, Floor 1
  • Availability: Weekdays 09:00 – 17:00
  • Video system name: medway.m1-16:e164@kent.ac.uk
  • Organised by: Medway Room Bookings
  • To book: email UKMroombooking@kent.ac.uk with the subject line Video conference booking

Brussels

Free to use for University staff. External organisations can book: see Charges.

  • Room: arranged by Brussels School of International Studies
  • Availability: Weekdays 09:00 – 17:00
  • Video system name: brussels.mobile:e164@kent.ac.uk
  • Organised by: Brussels Administration

Professional video conferencing at your desk

JISC Vscene is software that lets you run a professional-quality video conference on your PC or Mac.

You can use it to call videoconferencing facilities, or another PC or Mac.

How is it different from Teams or Skype?

  • JISC Vscene will give you better call quality
  •  If you don't need professional quality video, use Teams or Skype

To use Vscene from your desk

You'll need:

Contact us to register as a Vscene user.

Once you're registered, you can book video conferencing calls to PC and Mac users.

When you make the booking, the desktop participants are emailed a link inviting them to join the conference and install the Vscene Desktop plugin.

Vscene video conference calls run to a schedule with a fixed start and end time. If you need more flexibility a virtual meeting room (see below) may be more suitable.

Vscene support

More advice on using Vscene

Virtual meeting rooms

A virtual meeting room is suitable if you want a more flexible video conference where participants can join or leave a conference at any time.

Virtual meeting rooms are available to registered Vscene users and can be joined from video conferencing suites as well as PC/desktop users. Registered Vscene users can invite unregistered guests to join a meeting.

If you are not a registered Vscene user, contact the IT Helpdesk.

To join a Vscene meeting room from a computer you need a webcam and headphones or speakers. Vscene system requirements

Charges

Staff

Video conferencing is free to University of Kent staff if:

  • It’s for University business
  • It’s during normal working hours
  • You don’t incur any call charges such as use of the conference telephone

External participants

If participants connect by ISDN they need to dial into the Vscene gateway, and need to pay for any calls.

Externally funded projects, organisations and companies

£96.00 + VAT per hour plus call charges for Monday-Friday 09:00-17:00.
There's a cancellation charge £50.00 + VAT if you don’t give at least 48 hours’ notice.

Connection details

To make a video conference call, you need the connection details for the external participant(s).

If your participant is using a video conferencing suite, they need to tell you one or more of the following connection details for the suite they will be using:

  • IP address
  • e164 number
  • SIP address
  • Vscene system name

If your participant wants to use Vscene desktop, you need to know their e-mail address.

You can dial IP/SIP address and e164 numbers directly from any of our video conferencing units.

Registered Vscene users can pre-book calls to registered Vscene systems and Vscene desktop participants. If you need to do this and are not a registered Vscene user, contact the IT Service Desk for help.

Help

Find out all the ways you can get in touch:

Contact us

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