Audio Conferencing
Audio and web conferencing services enable a meeting to be conducted without the need for all of the participants to meet in a single location. These services enable meetings to be planned and arranged such that the actual meetings are conducted by bringing participants together by telephone or through the web-- anytime and anywhere.
After an agency subscribes to the service by submitting a blanket purchase order to the vendor, a meeting dial in access number and password will be provided. Additionally, a PIN code will be provided to the agency person, known as the meeting organizer or leader, who is responsible for the conference. The PIN enables the meeting leader to be able to start and end the conference as well as authorize the resulting billing. The leader is responsible for providing the toll free dial in number and password to the meeting participants, along with the date and the time of the meeting. Just before the time of meeting, the leader dials the toll free number, enters the password, and then enters the PIN to start the meeting. When the meeting participants dial the assigned number and enter the password, they will have access to the audio conferencing meeting and other participants. The only hardware required is a telephone.
In addition to toll free audio and web conferencing, available features include recording a conference for later playback, audio conferencing integration via web conferencing and monitoring for conference control, plus numerous other features that vary by vendor offering.
OTM has established two contracts for audio and web conferencing services. The contract providers of these services are AT&T and Genesys. Agencies should contact these vendors directly as needed. OTM personnel are available upon request to assist agencies with these contracts.
User Guides
AT&T User Guide
Genesys Meeting Center User Guide
Billing Rates
Billing for these services will be sent directly to the agency by the vendor. OTM will not bill for these services.
Prior to selecting a vendor, review available services and pricing from each contract as pricing for services vary between service offerings for these two contracts. For simple pricing information and cost estimating, see the Audio and Web Conferencing Cost Estimator.
International Calling Rates
International calling is available as a part of these services. Rates vary by vendor and country. For specific contract rates by country, refer to each vendor's international call price list:
AT&T International Pricing
Genesys International Pricing
How to Order
Agencies desiring services will place orders directly from the agency selected vendor. The
order process is to:
- Complete an OTM-52 Audio Conferencing Service Account Setup Form for each selected vendor, including the names, telephone numbers, and email addresses of agency personnel that will need accounts established.
- Establish an audio conferencing account with either of the contract vendors. Multiple accounts may be established with a vendor, and an account(s) may be established with each vendor. To establish an account:
- Submit a “blanket” purchase order indicating the estimated number of minutes the agency anticipates using for audio conferencing for the fiscal year. Note: To add minutes to the account, a change order is required.
- Include the billing contact information on the purchase order:
- The exact spelling of the agency and department name to be used on the invoice.
- The name of the person to receive the invoice.
- The telephone number of the person to receive the invoice.
- FAX or mail the purchase order and the completed OTM 52-Audio Conferencing Service Account Setup Form to the contact person listed for the respective vendor from which service is being ordered.
Forms
OTM-52 Audio Conferencing Service Account Setup Form
