What’s The Procedure For Booking A Room?

booking a conference roomIt isn’t difficult to schedule a video conference in any of the rooms on the WhyGo network because you can use the online booking system, or use any of the contact methods we’ve set up — email, phone, or online live chat. Of course, some methods work faster than others, like the online booking system gives you instant availability in many cases.

We do our best to provide you with the requirements you need, but sometimes an alternative has to be arranged and you’d be consulted about those details. It’s a good idea to book your conference in advance, if possible, to avoid scheduling conflicts.

At the time of booking you’ll need to provide all the information needed to set up every location. This can include your contact information, the times of the conference, conference room locations along with any ISDN numbers of private locations, and service needs in the rooms like parking, refreshments, and stuff like that. The service needs do vary because they are provided by the local facility.

There will also need to be clarification on who is paying. Usually, the person booking the meeting will pay unless otherwise arranged. Bookings don’t happen until the confirmation of agreement to pay for the services and facilities.

Special services and equipment have to be requested at the time of booking because these may not be available at the last minute. Confirmation of all the arrangements is made with an email from WhyGo and if you don’t get one you need to let us know as soon as possible so we can look into the problem.

Videoconferencing Enhances Diplomacy

diplomatic videoconferencingThere are a lot of issues that go into diplomatic talks between countries. Things like security, travel, war zones, and more, come to mind, but there needs to be a way for the leaders in even warring countries to talk to one another and maybe work out a solution for the good of all.

Recently, the Eurasian integration discussed in a Moscow-Astana  video conference illustrated the advantages of face-to-face discussion of delicate subjects. Reports by attendees on attitudes in the various countries toward Eurasian integration differed widely in perspective and the current conflict in the Ukraine complicated matters. Many Central Asian states are “watching the fight and waiting for one of the sides to win” while others at the same conference thought foreign influence or Russian Imperialism was stoking the fires of conflict.

So many viewpoints in one room can be combustible as well as a security nightmare, but the ability to express one’s opinion safely via technology provides effective communication without fear. It’s interesting to see how video conference technology has changed the face of diplomacy, and we look forward to seeing what happens in the future.

In the past ten years we’ve seen video conferencing go global with a passion and vigor that proves it isn’t a trendy fad. People need to communicate, people want to communicate face-to-face, and people appreciate the convenience (and sometimes the safety) that using video conference technology provides.

Instead of air fare, security details, and scary situations, a diplomat can discuss sensitive matters with other diplomats and know they are communicating privately and successfully with video conferencing.

DIY vs Professional Conferencing Venues

diy videoconferencingThere are a lot of possibilities available for making a phone call become a video call, and there’s nothing wrong with it as a quick way to connect. After all, the ability to speak face-to-face without the time and expense of travel is what the WhyGo Network is all about. But there’s a distinct difference in quality between connecting on a little bitty screen and connecting in a professional conferencing venue.

3 Advantages Professional Conferencing Venues Give You

If you are connecting one-on-one, that smartphone or laptop will probably be adequate because there are only two of you dealing with any tech issues that come up. But each new member to the conversation adds another layer of complication because the set-up is not like a professional conferencing venue.

  1. Professional conferencing venues have invested in the technology to equip their rooms with exactly what is needed for business conferences. They have all the equipment and a professional IT staff that knows how to make it work right.
  2. Professional conferencing venues are dedicated rooms that are set up to create the perfect environment for video conferencing, from the lighting to the drapes to the way the chairs are arranged around the table.
  3. Professional conferencing venues have the hard-wired connections that provide adequate bandwidth for both sending and receiving signals without the interference that can affect wireless signals.

If you are an experienced IT person, you can DIY an impressive video conference. Don’t get us wrong. But most of us do not have the experience to make a video conference the high quality meeting that is possible from a professional venue, and most of the time it is a mistake to try. If a lot of money is at stake, investing in renting a professional conferencing venue is a good idea.

There are professional venues — video conferencing & telepresence facilities — all over the world in the WhyGo network. There’s one near you!

Video Conferences And Kids

videonconferencing educationYou wouldn’t necessarily think that schoolchildren are going to be at that video conference, but remote collaboration is fast becoming a regular part of the classroom and other learning environments for all ages.

For example, High Tech Youth Studio empowers students aged 8-25 in underserved communities in the Pacific with Lights, camera and creativity. This program originated in Otara, New Zealand ten years ago and has grown from six students on the first day to 30 on the second day and over 600 participants today. According to the article, this program is designed to be a safe place for youth to expand their horizons:

” … the range of creative expression will be nearly infinite. The after-school facilities will offer state-of-the-art learning where youth can experiment with animation, robotics, engineering, website design, video game development, software coding and music and video production.”

On the other side of the world, Kids build robots, explore engineering ingenuity, and do it with the help of video conferencing. The Robot Garage sends boxes of parts to places like a library in remote areas and then connect in a video conference to a room of kids exploring the science of robotics. According to Beth Weigel, programming and events coordinator for Juneau Public Libraries:

“The event is a combination of a video conference with the Museum of Flight, using the OWL (online learning) system to connect with them to talk about the history of robots, where things are going in the field and the kind of things they can be used for such as in space, in the home and just everyday use,”

It’s exciting to see what technology is being used to do in education all over the globe. WhyGo has seen a lot of changes happen in video conferencing and we look forward to seeing what will happen next!