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Conducting Successful Meetings
4–3
Reserving a Polycom OTX Room
In some organizations, you can use a Polycom OTX room at any time, whereas
at other organizations, you must reserve the room.
When reserving an OTX room, keep these guidelines in mind:
• If your organization has signed up for VNOC services, you can typically
make your room reservation through the VNOC. The operators there will
not only help you make a reservation, but they will also monitor the
network and resources during the meeting, and provide remote site
management to make sure your meeting runs as you planned.
• Whenever you schedule a telepresence conference, consider time zone
differences for the various participants.
• If you want to schedule a conference with a video conferencing site that
does not have Polycom OTX, RPX, or TPX equipment, your system
administrator or the VNOC must ensure that the site’s equipment is
compatible with the equipment in the OTX room.
To request a reservation:
1 Some organizations have reservation forms used to collect the
information needed to schedule and set up telepresence conferences. If
your organization has one of these forms, fill it out before you proceed to
step 2.
2 Do one of the following:
— Touch
Help Desk on the Touch Panel, and then touch the larger
Help Desk button that appears.
— If you have VNOC services, call the VNOC directly using the phone
number or email address provided by your organization.
3 Schedule your reservation with the Help Desk or the VNOC operator.
Typically, the operator will then:
— Ensure that all the other sites in your telepresence conference have the
same reservation.
— Email a confirmation of the reservation to you and the contacts at the
other sites.
The following steps provide a general guideline for requesting a reservation. Your
organization’s protocol may require you to veer slightly from these steps or to
perform additional steps.