Adding A Videoconference Room
Step-by-step guide for Room Owners


As soon as you login to your Room Owner account, you can add your room (or all of the rooms). Click "Add Room" button to proceed:

 

1. Enter your Room Type:

You can choose between Public or Private.

PRIVATE: The default is Private, and as the name suggests; your private videoconference rooms will NOT be visible or offered as available for rental or use by anyone other than YOU the room's owner. (This is for corporations that want to have their room able to videoconference with Public rooms around the planet, but they do not wish for their own room to be used by anyone except them.)

PUBLIC: If you choose to make your room Public then from time to time you will get a request to rent your room for a corporate videoconference or legal deposition. You will always have the right to refuse any rental, but you are offered rental opportunities based on the prices you set.

2. Choose a Room Name:  

This can be anything that helps you identify the physical room. If you have multiple rooms, choose names that clearly identify which room is which. For instance: "conference room A", or "Kellie's Office", or "board room suite 400", etc.
Room name can not be include company name, as in "ABC reporters".

3. Street Address: 

Enter the physical address where the room you just named is located.

4. City: 

Enter the city the above address is located within.

State:  

For United States rooms, specify one of the 50 United States, for all other countries skip this field completely and enter your Province, or Area in the blank white field to the right of the State field.

Zip Code:  

Please, enter appropriate postal code for this physical room. Payments will be sent to the address of the Owner’s Account, which may be different from the room address.

Language Preference:  

Enter this for our information and future upgrade to multiple languages on this website.

Describe your Location:  

This is to provide a very general reference to your approximate locale without address, phone or other specific information. This is used when someone is browsing for rooms to get a sense of how convenient your location is. Proper responses could be, “..north of the Museum.. east of Vine Street.. or ..west of Downtown.. ..south of the river.. just a rough generalization of your area. When a booking is created and you accept it, your specific address, contact info, phone number, etc. will be emailed to the client.

Room Operator Contact:

Enter the name, email address, telephone and fax of the person you recommend contacting about specific booked videoconference rentals. This email address and fax must be accessible from this room in order to communicate with the room before, during and after the videoconference rental event (both email and fax are used in USA rooms for verification prior to entry into the database as legitimate rooms).

Technical Details:

It is Critical that GMT Offset, (Time Zone) is correctly set for your local time. Please notice the time that it indicates as (Currently: ?:?? am) to make sure it is correct. All scheduling, notification and conflict avoidance depends on this being correct. If there is any doubt, please contact us to help you get it set correctly!

Room open at: - and - Room close at:

Enter is the beginning and end of your “Normal Business Hours”. This does NOT mean that you do not offer after hours room rentals, this simply means that the calculation of your regular rates is done between this open and close point. If you do not offer your room except for normal business hours type n/a into the pricing field for Premium and/or Weekend / Holiday. Only put a price in the category of hours that you are willing to offer.

Switchboard#:

This is the main telephone number for your building. This can be the same as the room telephone number, or different if they need to transfer an incoming call to the videoconferencing room.

System Codec:

This is the name of the Company that made your Videoconference System. All of the probable options are available in the drop-down listing.

System Model:

Enter the particular version or model of videoconference system. This is not critical, it is okay to put “unknown” if you do not have access to this information.

ISDN Type:

95% of the time this is going to be LEC, meaning the Local Exchange Carrier, (a.k.a. the phone company), Dedicated refers to PBX derived ISDN or ISDN PRI provided by AT&T, MCI or other non-local digital network provider.

384K Video Number:

this is the number you give someone for them to connect to your videoconferencing system and establish a video call at 384K. This is generally the one number that you will have for inbound video calls and it will be a 1 or a +1 followed by area code, and a 7digit number. For Europe and Asia this should be access code, country code and then local numbers.

128K Video Numbers:

The first number will be the same as the 384K number. The second number will be any special number required by your system for a 128K connection. If you have no special requirement, (or don't know), just use the same number you used above (same number 3 times).

IP Address:

Enter the IP address to connect IP video if available.

Screens:

Generally this will be 1 or 2 and most of the time just 1 if you have a single monitor videoconference system. If you have a dual monitor system enter 2 in this field.

Avg Screen Size:

Generally this will be 27”, 32” or larger. Enter the size of the monitor Screen or Screens.

Seating Capacity:

How many people can be seated comfortably and participate in a videoconference in this room. Generally the answer is between 3 and 9 people.

Pricing Details:

You will notice, if your room is classified Private, the pricing details are greyed-out and you can’t enterpricing info.

Regular Hours Rate:

This what you charge during Normal Business Hours, between your listed open time and close time.

Please enter your lowest wholesale rental rate , without any dialing or bandwidth charges. These are hourly charges that will be paid to you by StandByVideo for the rental of your facility.

Please Remember: As a Public Room Broker; StandByVideo adds a processing fee to your rental rates. That is how we are able to operate a business and out of which we pay commissions to Travel Agents and others that assist in Marketing your room and making rental opportunities possible.

The processing fees vary with promotions and the channel that our marketing is focused on. Please price your rental the way that you would through other brokers, and something less than you would expect if you were renting to walk-in local clients.

It is in all of our best interests to stay competitive, and at the same time provide the broadest possible marketing of your videoconference public room. Thanks you making good pricing decisions!

Any questions, please call 1.877.949.8728. Thanks!

Premium Hours Rate:

This is what you charge After and Before Normal Business Hours, before your listed open time and after your listed close time.

Please enter your lowest wholesale rental rate , without any dialing or bandwidth charges. These are hourly charges that will be paid to you by StandByVideo for the rental of your facility.

Please Remember: As a Public Room Broker; StandByVideo adds a processing fee to your rental rates. That is how we are able to operate a business and out of which we pay commissions to Travel Agents and others that assist in Marketing your room and making rental opportunities possible.
The processing fees vary with promotions and the channel that our marketing is focused on. Please price your rental the way that you would through other brokers, and something less than you would expect if you were renting to walk-in local clients.
It is in all of our best interests to stay competitive, and at the same time provide the broadest possible marketing of your videoconference public room.
Thanks for making good pricing decisions!

Weekend / Holiday Hours Rate:

This is what you charge to come in and host a videoconference on weekends or holidays.
Note: Do not
price this or the premium hours unless you are willing to provide your facility on these days. 

Tax Rate:

Please, enter the total percentage of tax, VAT, fees that your room charges. Any tax that appears on your invoice that is not covered by this percentage will be disallowed!

Room Features:

These are special features that enhance your rooms value for the participants.

Please indicate if your room offers these special features, it will help your room to be more frequently rented than a room in you locale without. Currently these peripherals can not be separately priced through our reservation system, so please price your room to include any features that you click on here:

Click "Add Room" button and check your e-mail, you will receive an email message from StandByVideo with room activation link. Click that link and enter activation code. As soon as activation is completed you'll be able see this room in your account and use our scheduling software.

If you do not see the e-mail message, please check your spam filter. The system automatically generates this and future important notifications, some spam filters will trap automatic notifications, unless you "white list" them.

Feel free to give us a call if you have any questions!

1.877.949.8728