Sometimes things happen to complicate your videoconference. Here are a few of the most common scenarios and what to expect:
- Somebody is late! Can we reschedule?
If you know you will be late, contact WhyGo immediately and we can try to delay the start time. There are no guarantees, however, because of the intricacies of technology and scheduling multiple venues. If you do not contact us at least an hour before the meeting starts, it will start at the scheduled time. The organising customer is responsible to inform the other parties at all relevant meeting rooms of delays or cancellations.
It is best to plan on arriving ten minutes before the meeting is scheduled to start and to plan on leaving promptly after the meeting so the venue can be prepared for its next customer.
- It isn’t connecting! What do I do?
One of the nicest things about working with a rented videoconferencing facility in the WhyGo network is the fact that your venue host is available for assistance. Contact the host or their representative according to the instructions you were given on arrival. If WhyGo is responsible for the telecoms links, they will be launched automatically at the scheduled time (and you will be charged for the network time used), but calls being dialed into your meeting room from a private location are outside our control. WhyGo will do all we reasonably can to make your meeting successful. If you have problems, contact us immediately and we will do our best to resolve them.
- We need more time to discuss this. Can we keep talking?
As soon as you realize you will go over your allotted time, contact your venue host. If no one has scheduled a meeting in the next time slot, you might be able to extend the meeting, but it cannot be guaranteed. You will be charged in 15-minute minimum increments.
Before you come to your planned video conference, you should have some preparations made. The staff at WhyGo can help you with any questions you have for your specific meeting rooms, but this is a general idea of what you can expect:
- bring a printout of your meeting confirmation to the venue, and appropriate identification (driver’s license or credit card, for instance)
- the venue host will welcome you, show you the meeting room, adjust volume, view, lighting as needed, and explain any additional services (refreshments, photocopies, etc.) you asked for
- extra services are added to the WhyGo bill after the conference
- the video connection launches automatically at the appointed time
- the venue host is not in the room during your meeting
- you will be expected to follow all local health, safety, and security requirements while in the venue
For conferences that will be in the same country, it is a good idea to have done a test call at least 24 hours before your scheduled meeting. This alerts you to any issues that will complicate your video conference. International meetings are advised to schedule test calls at least 48 hours prior to the real meeting. Failure to have done a test call can result in full charges if the conference connections fail at the scheduled meeting.
The client is responsible to set up testing calls with private sites. WhyGo staff can help you with coordinating this if you have difficulties. All venue contact details will be on the WhyGo confirmation given to you at the time your booking was confirmed. Videoconferencing facilities that are part of the WhyGo network will be scheduled by the WhyGo operators.
You have the security of knowing a global staff is assisting you when you use the WhyGo network to set up your video conferences. We are available 24/7 and can answer your questions at any time.
WhyGo makes it easy to schedule a public video conference room or coordinate the entire meeting, if you need to. Simply choose an option to contact us on our www.whygo.net booking system, via email, or calling any of the three operation teams any time of the day or night. There’s also a live online chat feature and a quick quote option if you are in a hurry.
It’s best, though, to book your video conference room as far in advance as possible. This method of remote conferencing is increasing in popularity and your first choice may be taken. We do have a lot of options on our network (it’s the largest in the world) and we will try to provide the best alternative.
Be prepared to provide as much information as possible at the time of booking:
- your name, phone number, and email address
- date, time and duration of the conference
- conference room locations, including ISDN numbers of any private locations you need us to call
- parking requirements of attendees, if applicable
- refreshments, special equipment, etc. if applicable
The person booking the meeting (the organising customer) will be charged for all WhyGo locations unless they arrange a split charge with other persons in the WhyGo network. If this is done, booking cannot be confirmed until the other parties agree to pay their portion via the email address you provide. We will also make sure any special services or equipment are available and let you know the cost. You have to let us know which extras you need at the time of booking so we can verify their availability.
Confirmation of the meeting is made by an email from WhyGo. If you don’t get that confirmation email when you expect to, please alert the WhyGo team as soon as possible so we can solve the issue.
One of the biggest trends today is the idea of passive income; positioning your enterprise to make money without your activity being required. You can do this with WhyGo’s Reseller Solutions. There are three ways to create a new revenue stream:
- buttons & widgets
- white label
- 3rd party API
Buttons (and banners) sit on your web page and wait to be clicked for more information on video conferencing. We have a catalog of non-branded buttons and banners that directly connect to WhyGo’s extensive system of public video conference facilities and allow you to set up a conference, get more information, or see what’s available for a video conference or telepresence meeting.
Widgets are interactive versions of buttons that let the user put information into the search immediately. WhyGo has a catalog of non-branded widgets to choose from.
White label is a basic i-frame of the WhyGo system that you brand with your own label. It’s like our skeleton with your skin and it works because you are plugging in to the best network of public videoconference and telepresence facilities in the world. Being part of the WhyGo network doesn’t mean you lose your identity; it means you expand your influence.
3rd party API lets you individualize your experience to the max — our inventory, your application. You can work with one supplier, a few, or all of the thousands of meeting room, telepresence, and videoconference providers.
Right now, the videoconferencing industry is estimated at $200 billion. Even a small slice of that pie will be worth investigating to see if it is right for your business. Contact WhyGo any time at all, to talk to a Conferencing Advisor. With three global operations centers, we are always available to help you find a video conference solution that works for you and WhyGo’s Reseller Solutions could help you make money at the same time.