Scheduling a Multi-Point Videoconference

1. All requests for a multi-point videoconference (3 or more sites) shall be made via fax or e-mail to NJDOC's Videoconferencing Program Manager or assigned designee at least 72 hours in advance (3 business days) of the requested multi-point conference.
2. The individual or unit requesting the multi-point conference will be responsible for contacting all the institutions and staff that will join the multi-point conference prior to the conference date.
3. The individual or unit requesting the multi-point conference will be responsible for reserving conference rooms at individual sites for the date of the multi-point conference prior to requesting videoconferencing connection.
4. The individual or unit requesting the multi-point conference will be responsible for providing dates, times, sites and purpose of the multi-point conference.
5. The individual or unit requesting the multi-point conference will be responsible for maintaining a master schedule of the dates and times of all upcoming scheduled multi-point videoconferences. NJDOC's Videoconferencing Program Manager or designee shall be consulted prior to scheduling any new videoconferences.
6. Upon receipt of a request by the NJDOC Videoconferencing Program Manager or designee, the requesting individual or unit shall verify availability date and time. If the requested date and time is not available, the NJDOC Videoconferencing Program Manager or designee shall advise the requesting individual or unit as soon as possible and alternate dates and times shall be made available.
7. The requesting individual or unit agrees to provide the NJDOC Videoconferencing Program Manager or designee with the name and telephone number(s) of an appropriate representative to contact in the event of videoconferencing terminations, cancellations or other problems.