Before the Conference:

Invite participants to join your conference by pre-distributing the following:

1. The date and time of the conference
2. The Conference Dial-In Number
3. The Security Code for conference entry followed by the # sign
4. Optional - provide Participants with system features

To Begin a Conference:

1. Dial your Conference Dial-In Number
2. At the prompt, enter your Security Code followed by the # sign

Note: The Moderator's Security Code is required to begin a conference. If Participants dial in before the Moderator's Security Code is entered, the conferencing system places the Participants on hold with music until the Moderator arrives. The Quick Start feature can be used to bypass this step and enter Participants into the conference without the Moderator being present.

Once the conference has started, a Moderator can control the unattended reservationless conference by using the following telephone keypad prompts (star commands):

Press the star (*) key followed by the command number

Command	Description	Comments
* 2	The *2 command starts recording an unattended conference.	This option is a moderator only feature.
* 3	The *3 command starts playing back an unattended conference recording.	This option is available for use for both moderators and conference participants.
* 4	Apply gain (volume) to all lines in a conference.	This option increases/decreases the volume of your audio line.
* 5	Apply lecture: Turns a conference into a Lecture where conferees are in a listen-only mode.	All conferees except moderators are muted (listen-only).
* 6	Mute/unmute Places Participant's line in (mute) mode.	This option lets you listen to what is said in the conference while there is unwanted noise in the background.
* 7	Secures the Conference.	The Secure option closes the conference from other participants.
* 8	Plays the roster of conferee names.	This option plays a recorded list of names of all participants in your conference.
* 0	Help request.	Places the caller in the help queue.
* 91	Billing Code	Enter conference billing code
* 93	Sub Conference	Enter or exit a sub-conference
* 98	Enable or disable Moderator hang-up	Enable and disable conference termination moderator hang-up

Moderator Dial-Out Sequence

Sequence	Description	Comments
* 1	Dial Out: Accesses an open bridge line to dial out of the conference (enables moderator to call a new participant).	The moderator is temporarily removed from the conference while dialing out.
* 2	Dial Out: Returns the moderator to the conference and places the called party in the conference.	Available only after the moderator has used *1 to access an outside line.
* 3	Dial Out: Returns the moderator to the conference and disconnects the called party.	Available only after the moderator has used *1 to access an outside line.

Announcements for Entry and Exit
At your option, the reservationless Conferencing system can sound a tone, replace the Participants name, or do nothing when participants enter or exit a conference.

Conference Lock/Unlock
This feature lets the Moderator lock a conference once all parties are present to keep the conference private. Attendants cannot enter locked conferences, but can ring the conference requesting that the Moderator unlock for attendant entry.

Mute/Unmute
The Moderator can collectively mute or unmute all lines in the conference except for the Moderator's line. The participants can mute and unmute their own lines to help control distractions and interruptions.

Roll Call
The system automatically tracks the number of participants on a conference. Any Moderator or Participant can check the number of people in conference at any time. The system announces the count privately to the requester.

Quick Start
As a rule, conferences do not begin until the Moderator enters the conference. Until then, all Participants are silenced with music. However, your account can be configured to allow the Moderator to use this feature so that the conference begins as soon as the first Participant arrives. In this scenario, Participants who arrive before the Moderator may talk to one another before the conference actually begins. Though the Quick Start feature offers less security, it allows unplanned meetings to occur whenever needed or permits conferencing when the Moderator is unavailable to start the conference.

Conference Preparation:

1. Plan an agenda for your conference
2. Determine who has a need to attend your conference
3. Distribute the conference agenda to Participants
4. Notify Participants of conference time, date, dial in number and pass code
5. Tell Participants what input you expect them to offer during the conference
6. Advise Participants of what materials they will need during the conference
7. Request that Participants be punctual

Conference Facilitation:

1. Introduce each party on the conference
2. Explain briefly why each party has been asked to attend the conference
3. Ask Participants to speak one at a time during the conference
4. Summarize the objectives of the conference
5. Cover the agenda and stay on schedule

Conference Closing:

1. Summarize the results of the conference as they relate to the objectives
2. Summarize the next steps to be taken if appropriate
3. Thank each Participant for the input and cooperation offered
4. Ask each party to disconnect from the conference

BEFORE THE CALL

• Notify your participants of the date and time of the call in advance.
• Communicate any items that need to be prepared in advance of the call.
• Set an agenda for the call to keep your meeting focused and on track.
• If possible, send the agenda to the participants prior to the call.
• Make sure you are in a quiet location where you will not be disturbed.
• Try to minimize background noise such as air conditioners, background conversation, construction, etc.
• Turn off call waiting, pagers and cell phones.

STARTING THE CALL

• Be on time or early.
• Introduce yourself when you speak and encourage others to do the same.
• Conduct a roll call so you know who is on the conference call.
• Briefly state the agenda.
• Do not put your phone on hold. This may put music into the conference and prevent others from continuing the meeting.

DURING THE CALL

• Ask for feedback from specific participants instead of the entire group.
• Table any discussions that are not relevant to the agenda for a later time and place.
• Try to involve all of the participants in the discussion.
• Promptly deal with any noise or distractions. Press "*0" to summon the call operator if necessary.
• Summarize the issues discussed and recap any action items resulting from the call.
• Establish the day and time for the next conference call.

TIPS FOR IMPROVED LINE QUALITY

• Electronic devices (such as Blackberries or cell phones and associated hands-free devices, laptops, etc) can interfere with line quality if located too near the phone. If possible, place such items a good distance away from the phone you are using for the conference call.
• If you are conducting back-to-back conference calls, make sure to disconnect your initial conference call line prior to dialing back in for the next call.
• When entering your Security Code for the call, do not press the keys too quickly - this will enable the system to "read" the DTMF tones most effectively.
• During an Operator Assisted Q&A session, participants should pick up their handsets to ask questions. This will ensure the best possible audio quality and volume from their lines.
• If you are conducting a call using a conference room phone, microphone or speakerphone, be aware of the location of the phone/microphone at all times and speak directly into the device to ensure the best possible audio quality and volume.
• If you are conducting an Operator Assisted call using a conference room phone, microphone or speakerphone, test the volume and line clarity with the operator prior to starting the call.

Dial-In Number
The telephone number dialed by parties in order to conference. For your convenience, the same telephone number is always used for your customer account.

Participant
An invited party to a telephone conference. Participants join a conference by dialing the Conference Dial-In Number and inputting the correct Pass Code.

Security Code
A six digit number used to identify the meeting the caller wishes to attend.

Moderator
The Moderator owns the conference account and Security Code. The Moderator usually begins all conferences.

Attendant
A person summoned on-demand to answer questions or provide other assistance during conferences.