Options & Features

IVN offers both Direct Dial MeetMe and Toll-Free MeetMe services:

• Direct Dial MeetMe-participants dial directly into the IVN phone conference bridge. Calls made within the Bismarck/Mandan service directory will be local connections. Calls made outside the Bismarck/Mandan service directory will be long distance calls  and the responsibility of individual callers.
• Toll-Free MeetMe - all participants dial a toll-free 800 number to connect to the conference. The event requester will be billed for the toll-free charges used during the conference.

Once connected to the bridge, participants will be prompted to enter an event passcode followed by the # sign to enter the conference. The passcode ensures event privacy and will be issued by IVN to the event requester.

The event facilitator will be responsible for notifying event participants of the passcode, and scheduled date and time of the conference.

Participants will be announced as they enter or leave the conference.

An audio tone alerts participants that the conference will conclude in five minutes.

The IVN audio conferencing bridge offers the following features, designed to improve the audio conferencing environment:

Feature	Dial
Mute	*6
UnMute Your Line	#6
Increase outgoing volume	*9
Decrease outgoing volume	#9

Here are a few planning tips for event facilitators to ensure a successful event:

Prior to the meeting

• The event requester should notify all participants of the date, start time and end time of the conference. The notification should include directions on making the call and the event’s passcode.
• The event requester should distribute the agenda and other materials through the mail or e-mail.
• The event requester should inform participants to stay on line once they enter the conference. The first participant will hear an automated announcement indicating that this is the first call to join the conference.
• The participants will be asked their name.

On the day of the meeting:

• If a participant forgets or loses a passcode, he/she should call the event facilitator.
• Begin the meeting on time. Open with an introduction or statement of the meeting title.
• Take roll call of participants. This confirms attendance and informs participants who is on the call.
• Review the agenda and time allotted.
• Audio tones will automatically announce when a participant enters or exits the conference.
• Establish ground rules for asking questions. Prior to speaking say: “This is Jane from Dickinson” or “This is Ted from UND”.
• Keep the group on track. Redirect discussion to the agenda item if necessary.

Ending the conference:

• An automatic cue tone will alert participants that five minutes remain until the conclusion of the conference.
• The conference will automatically disconnect participants at the scheduled end time.
• Plan for follow-up activities or set the date and time for the next meeting.

Participant tips

• Take the conference call in a private meeting room where extraneous noise will not interfere with others.
• The conference will be established approximately 5 minutes before the scheduled start time.
• Avoid placing the call on hold, especially in the absence of hold music. Alternatively use the mute button instead.
• If there are more than two people at a site, use a speaker phone or speaker microphone designed for group use. Position the speaker phone/microphone so that all participants sharing the room can be heard.
• Mute the phone or speaker phone whenever you are not speaking. Covering the mouthpiece with a hand does not block noise.
• Notify the facilitator before the conference if you plan to leave early.
• Using a cell phone to take the call is discouraged. Cell phones can cause static and background noise.