MTS /CGIS Videoconference Policies

The Center for Government and International Studies (CGIS) has three facilities equipped to support point-to-point videoconferences, using either ISDN (phone lines) or IP (the Internet): room N031, room N354, and the Belfer Case Study Room, S020.

ISDN line charges will be billed via CGIS Scheduling. Labor and equipment charges will be billed via CGIS Media Technology Service (MTS).

Videoconference Options

ISDN (Phone Line) Videoconferences

As with telephone calls, videoconferencing transmission charges are billed to the location placing the call, so transmission charges may apply to the CGIS site. ISDN videoconferencing rates depend on the number of lines used and the duration of the call. The standard for optimal videoconferencing with ISDN is 384kbps (6-channel call). At this rate (although rates fluctuate regularly), a videoconference with another site within the continental US will incur ISDN charges close to $110/hr. International ISDN rates range from $300/hr to $810/hr., or higher. All videoconferences require at least one test before each conference, charged at the appropriate rate, per location and bandwidth.

IP (Internet-Based) Videoconferences

There are no line charges for IP videoconferencing using the CGIS facilities. However, videoconferencing using the Internet is still a long way from being as consistently reliable as ISDN. Call quality can vary unexpectedly when a network becomes congested with e-mail or web traffic.

Multipoint Videoconferences

CGIS/MTS does not support multipoint videoconferences. To connect several sites, you must use a third-party bridging agent. This will improve quality, reliability, and functionality through the use of dedicated private worldwide call centers. (It will also mean additional connectivity fees.) Please contact your local bridging service or long-distance telephone company.

Non-Network Charges

Coordination Fee

There is a coordination fee of $50 per videoconference (This does not include network usage charges. For ISDN calls, an extra $50 charge will apply for each teleconference.) The coordination fee is for setup and testing, which involves a brief connection to the far-end site. A minimum of 5 business days notice is required to test video conference connectivity.

Labor

Labor charges M-F 8am-5pm are $40 per hour. Labor charges requiring overtime are $50 per hour (4 hour minimum after 8pm and on weekends – limited availability). Labor charges on holidays are $80 per hour (4 hour minimum - limited availability) .Minimum billing is 30 minutes per videoconference. Beyond 30 minutes, videoconferences are billed in 15-minute increments.

Equipment

A flat rate of $100 per hour covers all the equipment built into a location.

Booking a Videoconference

Reserving the Room

Please contact CGIS Scheduling by filling out the request form at http://cgis.fas.harvard.edu.

Labor and Equipment

Videoconferences are generally supported M-F 8:30am-5pm EST and require 10 business days notice. Please contact Alessandro Vaccaro, the MTS Supervisor, at 617-495-9807 or avaccaro@fas.harvard.edu.

Cancellation Charges

There is no charge if a cancellation notice is given two business days prior to the event. For less than two business days notice labor only will be charged when applicable. The $50 coordination charge will apply regardless of cancellation.