BT PremiumConference Call

User Guide

OverviewBT Premium is a booked conference call servicesuitable for any conference with over 20participants. Larger conferences often needcareful planning, so with BT Premium you benefitfrom the services of an expert Event Managementteam to help you before, during and after theconference.

BT Premium is booked in advance and delivers you ahost of features including:

• Event Management at no extra cost to help you planand manage your conference

• Pre-Registration, to allow organisers to trackconference registration and attendance

• Security ensured by a unique Passcode for eachconference

• Pre-booking to guarantee availability of lines

• Automated dial in for fast access

• Co-ordinator assistance, as required.

This user guide is designed to explain everything youneed to know to get the maximum benefits from yourBT Premium phone conference.

Types of meetingBT Premium is ideal for large formal meetings andwhere you need to communicate to lots of people, atthe same time. The flexibility and features offered byBT Premium and the expert help and advice providedmake it an ideal service for the following types ofmeeting:

BT Premium key featuresKey features to assist in the success of your BTPremium conference are included as standard.

They include:

Guaranteed availability of linesBT Premium is a booked conference call service. By pre-booking the conference you can guarantee the correctnumber of lines are available for participants to dial in.

Unique PasscodesA unique security Passcode is generated for yourconference, and all participants will have to enter orquote the passcode to gain access.

BT Premium Conference CallUser Guide

• Formal

• Financial reviews

• Training courses

• Project progress meetings

• Seminars and lectures

• Departmental meetings

• Mass communication

• Company messages

• Investor relations reports

• Product launches

• Company announcements,

internal or external.

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Event managementThe BT Conferencing Event Management team areconferencing experts whose role is to facilitate thesmooth running of the conference and ensure you getthe most out of of your meeting. The EventManagement team will work with you from the timeyour booking is made right through to your post-conference review.

Some of our additional services, such as question andanswer, are set up and managed by Event Managers.These are outlined on page 5.

Using Pre-Registration with your BTPremium conference callPre-Registration allows you to track registrations andattendance at the meeting. It is available at noadditional cost but should be requested at the time ofbooking.

The organiser can select from standard questions or canchoose to customise the invitation and registrationprocess.

Pre-RegistrationPre-Registration enables organisers to gatherinformation about participants and track actualregistration and attendance online. Pre-Registrationallows:

• Information to be collected about individuals who areinvited

• Track the number of attendees who have registeredfor a conference

• Track the actual number of people who attended theconference

• Manage the conference size to ensure the correctnumber of lines are available

• Rapid entry for meeting participants, especially forlarge events.

The Pre-Registration process is carried out online:

1. A registration web page is set up by BT Conferencingspecifically for your conference. This web page canbe customised with your own brand. You can selectfrom standard questions or select up to 20 of yourown questions to ask attendees.

2. You invite all potential participants by email.BT Conferencing supply a template for this emailwhich includes the meeting details and a link tothe web page to register for the conference.

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3. Participants then pre-register completing the Pre-Registration form on the web page and answeringthe selected questions. Participants can pre-registeruntil 15 minutes before the start of the conference.When they have completed the form they will see anonline confirmation of their Pre-Registration.

4. The organiser can access the information at anytime during the pre-conference registration periodby going to the web address (URL) provided byBT Conferencing.

5. Participants then receive a personalised email givingthe conference joining instructions.

6. At the time of the conference they follow theinstructions on the email and are automaticallyentered into the BT Premium conference whichproceeds in the normal way.

7. After the conference the organiser can access theinformation about participants).

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• Pre-Registration Participant list. This web page showsParticipants names and whether they Pre-Registeredand then attended the conference.

• Pre-Registration Participant detail. This web pageshows Participant details that have been collectedfrom the Pre-Registration form.

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Standard Pre-Registration informationThe options for standard information collection aregiven below. They can be selected over the phone withthe Conference Co-ordinator when booking the call.You can ask as many or as few of these questions asyou wish. Alternatively, you can select up to 20questions of your own.

• Name

• Title (Mr, Mrs, Miss, Ms)

• Company name

• Job title

• Cost centre

• Email address

• Telephone number

• City

• Country

BT Premium additional featuresThere are many additional features that can be added to your BT Premium conference to help you do more in yourmeeting, or make it easier for you to manage.

There may be a charge for some features and some should be requested at the time of booking, these are alloutlined below:

Global access

Question andAnswer (Q&A)

Recording

Replay

Replay Plus

Transcription

Translation

Voting (Polling)

Roll call

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Global Access allows participants from over45 countries to join a conference call usinga local dial in number. This savesparticipants the cost of making aninternational call to join the conference call

Helps you in managing “question andanswer” sessions. Participants can usetheir telephone keypad to indicate to theCo-ordinator that they wish to ask aquestion. The Co-ordinator then putsforward one at a time with all other linesmuted. Participants will require access totone-dialling telephones to make use ofthis facility

Your phone conference will be recorded toaudio cassette or CD and posted to you byfirst class post. Additional copies can alsobe supplied

Your conference will be digitally recordedand made available for replay to anyparticipants who wish to dial in later. Participants can dial into the replay afterthe conference. They can fast-forward orrewind the recording, listen to the entireconference or only selected parts. Therecording can be stored for as long asyou wish

Same as Replay but Participants can areasked to record their names, companynames or other information before hearingthe recording, and can be asked forcomment and feedback after listening

Your phone conference can be recordedand a typed transcript delivered to you bypost, fax or e-mail

The transcription of your conference can betranslated into another language

The Chairperson can ask multiple-choicequestions in advance of the conference andparticipants can record their answer toeach question

The Co-ordinator can collect and announcea roll call of all the participants at themeeting or conference

Feature Description Additionalcharge

Request at timeof booking

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Playback

Interpretation

Sub-Conferences

LockedConference

Security Lock

Music on hold

Call monitoring

Lecture mode

Listen Only(Self Mute)

Yes

Yes

Yes

No

No

No

Yes

No

No

Yes

Yes

Yes

Yes

Yes

No

No

Yes

No

Pre-recorded items, such as taped or CDmaterial, can be played during theconference

An interpreter can be brought on line for allor part of a phone conference

During your phone conference you maywish the participants to convene in smallergroups, for workshops or more detaileddiscussions

The Chairperson can ask for the phoneconference to be locked when allparticipants are connected. This preventsanyone else joining or accessing theconference

Feature as per Locked Conference, but theBT Coordinator is also excluded from theconference. If you wish to bring the Co-ordinator in for assistance, you will need toswitch the security lock off beforecontacting the Co-ordinator

Participants joining the conference earlycan listen to music until the meeting starts,so they know they are connected to theconferencing service while they wait

This service ensures that the sound qualityof the conference is monitored by BT andany problems addressed

Allows you to mute phone lines toeliminate background noises. It isparticularly useful when presentations andlectures are being given

Participants can mute their own lines toeliminate background sounds. This isparticularly useful where participants mightbe on a mobile phone. This is enabled bypressing “*6” on your phone. Press “*6”to disable.

Feature Description Additionalcharge

Request at timeof booking

Add a visual element with BT WebConferencing BT Web Conferencing allows you to add a ‘visualelement’ to your meeting. It can be used to

• Deliver presentations visually

• Demonstrate applications and products

• Share and annotate documents and pictures

• Guide the audience to live web pages

• Receive instant feedback.

It’s simple and easy to use. In addition to a phone, allparticipants need is a PC with internet connection.

For more information about BT Web Conferencing call0800 61 62 62 (select option 2) or visitwww.conferencing.bt.com

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Booking your BT Premium conferenceTo book your BT Premium conference call simply followthe steps below:

1. Information required to make a booking:

• Your Account Number (“EB Number”)

• Date, start time and approximate duration of theconference

• Participants - the number of participants that willattend

• Title - the title that you wish to give the conference

• Chairperson name and contact details

• Phone conference Type. For an explanation of thesesee opposite.

• Dial-in Automated

• Dial-in Automated Freefone

• Dial-in Attended access

• Dial-in Attended Freefone or

• Dial-out Attended.

Additional features required for your booking: In addition you may want to discuss other additionalfeatures with the Conference Co-ordinator:

• Global access - if access from outside the UK isrequired. The countries you wish to have a local dial-innumber for

• Pre-Registration - if you would like Participants to Pre-Register for your conference to allow you trackattendance

• Additional features such as Question and Answer; RollCall, Voting.

2. Call our Customer Management Centre on

Freefone 0800 77 88 77 (UK only)+44 (0) 20 7298 4055 (international)

The Conference Co-ordinator will then make thebooking and will provide you with the BT Premiumconference dial-in number, Chairperson and ParticipantPasscodes. These details will also be emailed to you.

3. Confirmation of your BT Premium conference call.

Following your telephone booking, your ConferenceCo-ordinator will confirm your booking details by email.

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Dial-in AutomatedEach participant dials the telephone number and will be greeted by an

automated message asking them to enter their conference passcode,after which they are admitted to the phone conference.

Dial-in Automated FreefoneIf you wish your phone conference participants in the UK to dial in without

incurring telephone charges, BT Conferencing can issue a Freefone 0800 number thateach person can call and then enter the phone conference as above.

Dial-out AttendedYou provide BT Conferencing with the name and telephone number of your nominated

participants and your Co-ordinator will phone each person and connect them to the phoneconference.

Dial-in AttendedBT Conferencing issues you with a telephone number to pass on to the participants. Each participant

dials the number and is connected into the phone conference by the Co-ordinator.

Dial-in Attended FreefoneIf you wish your phone conference participants in the UK to dial in without incurring telephone charges,BT Conferencing can issue a Freefone 0800 number that each person can call and the Co-ordinator will connectthem into the phone conference.

Global AccessParticipants from over 45 countries can use a local dial in number. This saves them the costof international calls to join the conference.

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Using BT PremiumKey features to assist in the success of yourBT Premium conference are included as standard.They include:

1. Before the BT Premium conference callTo use BT Premium you will need a telephone, landlineor mobile, with a tone-dialling facility for eachparticipant.

Joining a BT Premium conference call withPre-Registration

If Pre-Registration is used then participants willautomatically receive joining instructions by email oncethey have registered on the Pre-Registration web page.

Joining a BT Premium conference call withoutPre-Registration

If you are not using Pre-Registration then anyparticipants whose details were entered on the bookingsystem when you booked the BT Premium call will alsoreceive the conference details by email. For any otherparticipants, you will need to forward them the dial-innumber and Participant Passcode.

2. How to join a BT Premium ConferenceCall• Simply call the BT Premium dial-in number at the

agreed time. This will have been emailed to youin advance

• Depending on the type of conference call that hasbeen booked you will either hear an automatedmessage or you will speak directly to a ConferenceCo-ordinator.

Automated calls

• If you are the Chairperson, enter your ChairpersonPasscode and press #

• If you are a Participant, enter the Participant Passcodeand press #

• When prompted for your name, wait for the tone,then state your name clearly.

Automated Pre-Registration Conferences

After entering your Chairperson or Participant Passcodeyou will be asked to enter your individual 5 digit PINissued to you when you pre-registered.

Attended calls

• The Conference Co-ordinator will ask you your nameand will connect you to the conference call.

You will then be entered into the BT Premiumconference. Participants will hear music until theChairperson joins the call.

3. During a BT Premium conference call

Meeting control

The BT Event Manager will advise on controlling thefeatures selected for the conference. See additionalfeatures section on page 5.

Reducing background noise

Participants are able to mute their own telephone linewhen they are on the conference call. This is particularlyuseful where participants might be using a mobilephone or in a noisy environment. This is enabled bypressing *6 on the telephone keypad. Press *6 again tounmute the line.

Alternatively, the meeting organiser or Chairperson canask the Conference Co-ordinator to “mute” individuallines in order to eliminate background noise.

Assistance during the conference

If you require assistance at any time during the phoneconference, you can use the Coordinator access code*0. This will alert the BT Conference Co-ordinator, whowill be happy to help you.

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Further help and information

Freefone: 0800 77 88 77 (UK only)

Phone: +44 (0) 20 7298 4055

Email: btc.advanced.services@bt.com

www.conferencing.bt.com

Our UK-based Customer ManagementCentre is open 24 hours a day,7 days a week.

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The telecommunications services described in this publicationare subject to availability and may be modified from time to time.Services and equipment are provided subject to BritishTelecommunications plc’s respective standard conditions ofcontract. Nothing in this publication forms any part of any contract.

© British Telecommunications plc 2005Registered office: 81 Newgate Street, London EC1A 7AJRegistered in England No: 1800000

Designed by pb Digital Ltd

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Offices worldwide

Further help and information

Freefone: 0800 77 88 77 (UK only)

Phone: +44 (0) 20 7298 4055

Email: btc.advanced.services@bt.com

www.conferencing.bt.com

Our UK-based Customer ManagementCentre is open 24 hours a day,7 days a week.