How to Request a Videoconference Space

Enterprise Collaboration requires that all requests for videoconferencing services and spaces be submitted via 25Live, the university-wide scheduling system. It is important that you follow these instructions so that Enterprise Collaboration receives the request along with any other information needed to organize your event.

As a rule of thumb, Enterprise Collaboration will always add 15 minutes of set-up time, and 15 minutes of take-down time. This ensures a buffer between events in the space and is the time we use to establish and test the connection.

Step 1

Enter the details of your event.

  • Enter the name and title of your event (these can be the same).
  • Enter the event type: Enterprise Collaboration-Videoconference Event
  • Select your department as the primary organization and list any additional department if others are involved in organizing the event.

Once all fields are complete, click Next.

Step 2

Enter attendance and general information.

Select the anticipated attendance for the main site from the Expected Head Count drop-down menu.

The Event Description space is for general information about the event. This description may be published in Today @ Mason should you choose to make it public.

Once all fields are complete, click Next.

Step 3

Determine the frequency of your event.

Choose No if the event is a single occurrence. See Step 3a.

Choose Yes is the event is the first in a series of events. See Step 3b.

Once you have made your selection, click Next.

3a: No- Single Occurrence

Select the date and timeframe for your event.  Should you need extra time to set up a presentation or prepare please indicate that in pre/post event time.

Once you have made your selection, click Next.

3b: Yes- Event Repeats

Select the dates/times for the initial event in the repeating series.

Once you have made your selection, click Next.

Enterprise Collaboration recommends selecting “Ad Hoc,” as it is easier to make any adjustments later.

Once you have determined how your event will repeat, a calendar will appear for you to select additional dates.

Once you have made your selections, click Next.

Step 4

Location:

  • Under find and select EVENT LOCATIONS, select Advanced Search …
  • Under Categories, type in Video Conference Space then a list of spaces will populate. You should scroll down and select Video Conference Space.
  • Note: You will not select the specific room. If you have a room in mind, include that information in the comments section at the end of the form (step 8). Enterprise Collaboration (EC) is able to schedule videoconference space at each Mason campus, so you do not need to reach out to other campuses to coordinate your event. EC schedules space based on your expected attendance, the type of meeting, and availability. All equipment is interoperable, so videoconference rooms are able to connect to one another via your scheduled Webex meeting.

Resources:

  • Enterprise Collaboration assigns resources to your event to help our technicians know more about your event should you require assistance.
    • All spaces have HDMI cables for laptops to connect. Please check your computer for an HDMI port. If your computer does not have an HDMI port, you will need an HDMI adapter.
    • Some spaces have a desktop in the room. Email ecinfo@gmu.edu to confirm what equipment is in the space you are assigned.

Step 5

In the Event Attributes section, provide additional details for your event such as:

  • If someone else will be in charge of the event the day of, provide their contact information in the Event on-site Contact (Name, Phone, Email) section.
  • Indicate what other campuses you’d like to connect with and how many people you expect at each location.
  • Indicate if you or another site plan to have content, such as a presentation, to share.

Once you have made your selection, click Next.

Step 6

The person submitting the request should list themselves as the scheduler and requestor. After submission, the individual in Enterprise Collaboration finalizing the request will change the name of the ‘scheduler’ to their own name.

Once you have selected the scheduler and requestor, click Next.

Step 7

You will move onto the Categories section of your reservation. You may ignore this unless:

  • You’d like to indicate categories to be published on the Today @ Mason calendar.
  • You’d like to ensure the event is not published to Today @ Mason. In that case, select the checkbox *DO NOT Publish to Calendar.

Once you have made your selections, click Next.

Step 8

If you have any other information Enterprise Collaboration needs to know about your event, provide it within the Event Comments section. Information you should provide here includes:

  • Other locations
  • If you need someone to connect via Webex Meetings or Webex Teams
  • Contact information for outside sites
  • Individuals Enterprise Collaboration needs to work with
  • If you’d like the event recorded
  • Room preferences

Once you have completed this, click Next.

Step 9

Click Tentative then Save. Once your request has been saved, it will route to Enterprise Collaboration’s task list. Event requests will be returned within three business days. If Enterprise Collaboration does not have space available or needs more information, we will contact the requestor before finalizing the event.