Conference Calling

UFIT Telecommunications does not have a contract for conference calling, but we do recommend the SUNCOM BT Audio Conference due to their competitive pricing for larger conference calls or the MeetMe conference feature available on the Cisco VoIP phone for smaller conference calls.

SUNCOM BT Audio Conferencing Service

  • Dedicated, private conferencing ports
  • Can be initiated from any phone
  • Capabilities for up to 150 participants
  • 7 X 24 availability
  • Toll-free dial-in numbers
  • Invoiced only when used (no monthly recurring charges)
  • Rate is $0.023/minute/participant
  • Global Access Numbers allow your participants to dial in to your BT conference, regardless of their location, through toll free or local numbers.
  • Many features (participant self mute, optional conference security PINs, web moderator control of the bridge, recording)

To request the service, please submit a UFIT Telecommunications ticket here http://my.it.ufl.edu or call 273-1234

Cisco VoIP Phone Conferencing

Adhoc Conferencing

  • Included with standard line service
  • Party limit: 16 callers
  • Needs to be initiated from a Cisco phone

Initiating an Adhoc Conference

If you wish to forward incoming calls to Voicemail while on a conference call, press the “CFwdALL” softkey then press Messages button. This will prevent phone from receiving incoming calls while in conference mode.

  1. When on the call press the “more” softkey and then press the “Confrn” softkey. (Some newer phones have a separate Conference button)
  2. Dial the next phone number, press the “Confrn” softkey, dial the next number, press the “Confrn” softkey etc.
  3. When all the callers are in the call, press the “Confrn” softkey to join everybody.
  4. To see all the conference call participants, press the “ConfList" softkey (if available on your phone model)
  5. To drop the last participant added to a conference call, press the “RmLstC” softkey (if available on your phone model)

Some phone models also have the “Join” softkey that allows you to convert two calls into a three party conference: To use the Join softkey, click the Join softkey in an active call, select the other call on the same line (call waiting) and click Join again. The two phone calls have now been converted to a three-party conference call. 

MeetMe Conferencing

  • Dedicated phone number for conferencing.
  • Cost is $7.60/month. Normal long distance rates apply for callers dialing in.
  • Meet Me conference lines can hold up to 16 callers.
  • Needs to be initiated from a Cisco phone.

To request the service, please submit a UFIT Telecommunications order here http://my.it.ufl.edu or call 273-1234.

Establishing a Meet Me Conference

If you wish to forward incoming calls to Voicemail while on a conference call, press the “CFwdALL” softkey then press Messages button. This will prevent phone from receiving incoming calls while in conference mode.

  1. Pick up the handset and get a dialtone.
  2. Press the “more” softkey to display “MeetMe”.
  3. Press “MeetMe” softkey.
  4. Dial the Meet Me number.
  5. Display will say “To Conference”.
  6. To end the call, press the EndCall softkey.

If you decide to look for another vendor, please take care as rates can be fairly high. Departments are free to select any vendor for their teleconferencing needs. Telecommunications does not recommend any vendor over another. When contacting a vendor, let them know you are a tax exempt, state agency.

Access Options and Features

Availability of teleconferencing services may vary between vendors. Common access options and features are listed below:

Access options:

Dial-Out or Operator-Dialed Each participant is called prior to the start of the meeting.
Dial-In, Call-In, Toll free and Reservationless Voice Conferencing Participants dial into the conference from wherever they are.  Types vary and may be billed to the caller or charged to a predetermined toll free number.
Mixed Mode A combination of methods used to connect participants and bill for conferencing services.

Features:

ASAP For conferences that need to be arranged quickly.
Audio Bulletin Board Replays a conference, message or press release.
Availability Anytime 24 hours a day / 7 days a week.
Conferencing Monitoring A conference coordinator can stay on the line to monitor and assist.  A coordinator is generally available if not on the line.
Conference Taping Preserves your conference on audiocassette.
Costumer Reference Codes  Identifies calls listed on the conference invoices.
Entrance Announcement Participants entering the conference are announced.
Listen Only Allows some participants to have 'listen only" capability.
Master List The conference center can keep a list of all participants on file.
Multi-Point Fax Faxes information to participants prior to the conference.
Music on Hold Provides music prior to the start of the conference.
Participant Fax List Faxes a lists of participants to the conference chairperson after the conference.
Participant Notifications Provides advance notice to participants.
Polling Surveys participants via touch-tone keypads.
Question & Answer Sessions  Conducted without interruptions.
Roll Call Taken so you know who is on line.
Secured Call Locks-out additional participants from joining the conference.
Standing Reservations Made for regularly scheduled, recurring conference call.
Sub Conferencing  Allows designated callers to speak privately within a conference call and then be returned to the main call.
Tone In Heard as each participant enters into the conference.
Transcription Provided on either paper or diskette.
Translation Services Offered for foreign languages or dialects.