RESEARCH REPORT - WordPress.com...RESEARCH REPORT: INVESTIGATING VIDEO CONFERENCING IN MUSEUM...

RESEARCHREPORT:

INVESTIGATINGVIDEOCONFERENCINGINMUSEUMEDUCATIONAuthor:JimHounslowDATE:October2015

TableofContents1. Introduction.................................................................................................................42. Methodology...............................................................................................................43. SummaryofFindings....................................................................................................44. Findings.......................................................................................................................5

1. NationalMuseumsofCanada.........................................................................................52. OtherCanadianMuseumsandInstitutions.....................................................................73. AmericanMuseums.........................................................................................................84. HumanRightseducation.................................................................................................9

5. FarSiteLearners..........................................................................................................9Locales...................................................................................................................................10

6. Programofferingsandpricing.....................................................................................107. Bestpracticesusedforvideoconferencing..................................................................11

1. TeacherPackages..........................................................................................................112. Museumeducatorsrecommended:..............................................................................123. ProgramCustomization.................................................................................................134. Clothing.........................................................................................................................135. NameTags.....................................................................................................................136. Login..............................................................................................................................137. SchedulingandProgramBookings................................................................................148. MaximumNumberofProgramOfferingsperDay........................................................149. Games............................................................................................................................1410. TechnicalIssues.........................................................................................................14

8. SchoolRequirementsandPreferences........................................................................14Requirements........................................................................................................................14TechnicalIssues.....................................................................................................................15

9. Videoconferencinghardwareandsoftwaresolutions.................................................151. H.323Devices................................................................................................................162. CamerasandCameraPresets........................................................................................173. AVMixingStations........................................................................................................174. ChromaKey...................................................................................................................175. Tricaster.........................................................................................................................186. SoftwareSolutions........................................................................................................187. TVScreens.....................................................................................................................208. Lighting..........................................................................................................................209. Clocks.............................................................................................................................21

10. TelepresenceRobots...............................................................................................2111. StaffingRequirements.............................................................................................22

a. OnePresenter...............................................................................................................22b. OnePresenterandaTechnician....................................................................................23Scheduler/Coordinator........................................................................................................23ITSupport..............................................................................................................................23

12. RoomsandRoomConfiguration..............................................................................24a. InGallery.......................................................................................................................24b. SharedUse....................................................................................................................24c. DedicatedStudios..........................................................................................................24

13. Firewall...................................................................................................................2514. PromotingVideoConferencingPrograms................................................................25

15. BroadcastinginotherLanguages.............................................................................2616. Accessibility............................................................................................................2617. Recommendations..................................................................................................26AppendixA:SummaryTable...............................................................................................29AppendixB:VideoConferencingEquipment.......................................................................31AppendixC:Pre-FlightChecklist..........................................................................................32AppendixD:References......................................................................................................34

LiteratureReviews.................................................................................................................34Webcasts...............................................................................................................................34Websites................................................................................................................................34

AppendixE:ProfessionalConsultations..............................................................................35

1. IntroductionTheaimsofthisresearchpaperaretoidentify:

• Offeringsandpricingforvideoconferencingprograms• Bestpracticesusedforvideoconferencingdelivery• Videoconferencinghardwareandsoftwaresolutions• Configurationsfordistancelearningrooms• Staffingrequirements• Accessingvideoconferencingcontent• Challengesforschoolsandremotesites• Promotionofvideoconferencingprograms• Pre-flightChecklist

2. Methodology

Theapproachtakentotheresearchwasasfollows:

• ConsultationswithaselectionofmuseumeducationprofessionalsinCanadaandtheUnitedStates(x13)offeringvideo-conferencingprogramsin2014and2015;

• Observationofvideo-conferencingsessionsheldin2014(x3);• Literaturereviews(x4);• Viewingofwebcasts(x3);• Testdriveoftelepresencerobot;• Researchandreviewofwebsites.

3. SummaryofFindings

• Theprogrammingmodeldictatestheequipment,roomconfiguration,typeofpresentationand

staffrequirements.• ToparticipateinHD,real-time,video-conferencingprogramsfarsiteseitherrequireaformalvideo

conferencingroomwithaH.323VCsystemorahardwiredcomputer,webcam,microphone,speakersandawaytodisplaytheinteraction(projectorortelevisionscreen).

• Thelengthofvideo-conferencingsessionisusuallydependentonagegroupandtopic.Thesearetypically:

o 30minutesforearlyyearso 45-60minutesformiddleyearsandhighschool

• Beflexible:o Offeravarietyofconnectiontypesforpotentialfarsiteclientso Offercustomizedprogramstomeettheneedsofteachersandtheirclassroomo Allowforamixedscheduleforbookingarrangements.Preparetoofferprograms

earlyinthemorning(eastcoast),theevening(westcoast)andonweekends(public)

• Promotions/Advertisingareprimarilymadeviaonlinebookinghubs• Workingcollaborativelywithteachersincreasessuccessofprograms• Somemuseumsareusingtelepresencerobotstoprovideremoteschooltoursandto

offeraccessibleaccesstogalleriesforpeoplewithmobilityissues.

4. FindingsVideoconferencingisaprovenvehicleforpresentingMuseumprogramstonationalandinternationalaudiences.Itisthevehiclethathasthebestpotentialtoreachtensofthousandsofnewlearnerswithinafewyears.

• Videoconferencingisthewidestusedprogrammingtechnologyusedbymuseumsfordistanceoutreach,educationandtraining.

• Newvideoconferencingsoftwareremovestheneedforfarsitestopurchaseexpensiveequipmenttoparticipateinvideoconferencingworkshopsandseminars.ThishasmostrecentlycontributedtoincreasedaccessibilityandpopularityacrossNorthAmerica.

• Videoconferencingisusedbymuseumsweregeographyisanobstacletoexpandtheirreach.• Promotionandtechnicalsupportarecrucialtoensuresuccessofvideoconferencingprograms.• Offeringin-serviceteachersfreeintroductoryvideoconferencingworkshopsandprofessional

developmenttraining(i.e.Museum101)increasesdemandforprogrambookings.• Thetypeofprogrammingenvisionedanddevelopeddrivesthesolutionsforhardware,software,

roomsizeandrequiredstaffing.• Manymuseumsarecollaboratingtoshareresourcesandextendtheiraudiencereachandto

increasetheirbrandprofile.• TechnicalsupportfromITisamusthavetoguaranteesuccessofavideoconferencingprogram

Videoconferencingisusedbymuseumsweregeographyisanobstacletoreachnewaudiencesandexpandtheiraudiencebase.ThisiscasefortheRoyalTyrrellMuseum,whichistoofarfromCalgaryandEdmontonforafieldtrip,andmuseumsinAustralia,locatedincitiesdottedalongthecoastseparatedbytheinterior.Virtualvisitsarecommonly30-60minutesinlengthdependentonage,usually30minutesforearlyyears,45formiddleyearsand60forseniors.Formiddleandsenioryears,theyaredesignedtofitinaclasstimeslot.Thisisidealforhighschoolclasseswhichhavedifficultlyparticipatinginfieldtripsduetostudent-basedschedulesratherthanclassroombasedschedules.VideoconferencingsetuprequiressignificantfundingtosupportanH.323videoconferencingunit(Polycom,Cisco/Tandberg,LifeSize,Sony,Avaya),software(Zoom,Jabber,Lync,etc.),Chromakey(greenscreen),dedicatedstudioandstafftraining.Telepresencerobotsarebeingusedbysomemuseumsto:

• Conductschoolprogramsandtours• Provideremoteschooltourstounderservedandremoteclassrooms• Bringinexpertsandspecialiststothemuseum• Provideaccessibletoursprovidesmuseumaccessfortheseverelydisabledandhospital

patients• Offerafterhourstoursforthepublic

SuitableTechnologiesoffersaMuseumPartnershipProgramwhichincludesaBeamProtelepresencerobot.

1. NationalMuseumsofCanada

CanadaScienceandTechnologyMuseums

CanadaScienceandTechnologyMuseum• 3programofferings,45-60minutesinlength,$125

o Offeredin2015,2015/2016• 2011-2012AnnualReport

o “Apermanentvideoconferencingsystemwasinstalledinoneoftheclassrooms,openingthedoortofuturedistancelearningprogrammingandmakingtheclassroommoresuitableasarentalfacility.”

CanadaAgricultureandFoodMuseum• Firstwebinarhosted,mentionedin2013-2014Annual

Report• Webinarofferedagainin2015onGoogleHangouts

CanadaAviationandSpaceMuseum• StartedinVCprogramsin2005,suspendedin2011after

organizationalrestructuringthatleadtolackofdedicatedITsupport

• IndiscussionwithKimReynolds,EducationandInterpretationOfficeronOctober16,2014

CanadianMuseumofHistory

• Noprogramsoffered

CanadianMuseumOfImmigrationAtPier21

• Noprogramsoffered

CanadianMuseumofNature

• Pilotprogramrunin2011:7schooldistricts(Alberta,Yukon,Ontario,Newfoundland),225students.Externalfunding($50,000)fortargetaudience:HighSchoolsstudentsinNorthernCommunities

• ProjectprogramsofferedinMaytoJune2012:8programsrunin7schooldistricts(Alberta,Quebec,Yukon,BC,Ontario),approximately108students.Programcancelledin2012duetotechnicalissuesandhighcostperstudent(offeredforfree).

• VCcurrentlyusedtobringinresearchexpertsfromtheirresearchlabintothemuseumclassroomsforeducationalworkshopsusingiChatoniPads

• IndiscussionwithGillesProulx,SchoolProgramsProjectLeaderonSeptember21,2015

CanadianWarMuseum • NoprogramsofferedNationalGalleryofCanada

• Piloted7distance-learningprogramsin2012/2013,usingtheUniversityofOttawa’svideoconferencingequipmentandAdobeConnectsoftware.Connectedto148studentsintheYukon,Saskatchewan,BritishColumbiaandSouthernOntario.(From2012/2013AnnualReport)

• OnlinePrograms:o GradesK-3–2programso Grades4-6–3programso Grades7-12/SecI-V–2programs

o 30-50minutesinlengtho Freeofchargeo AvailableMondaytoFriday,from8amto6:30pmET,

October7,2014toMay1,2015• Nobookingsofferedyetfor2015/2016

2. OtherCanadianMuseumsandInstitutions

MuseumsandculturalinstitutionsinCanadacurrentlyofferingvideoconferencingprogramsRedpathMuseum • DiscussionswithIngridBirker,ScienceOutreachAdministrator

/PublicEducationProgram,October23,2014&August18,2015

• Pilotedinspring2014,startedofferingprogramsinfall2014o Offers3VideoConferencesforgradesK-12o ProgramsofferedinEnglishandFrench

RoyalBotanicalGardens • DiscussionswithKarinDavidson-Taylor,EducationOfficer,July15,2015&September8,2014

• Startedin2006o Offers20VirtualFieldTripsforgradesK-12andthegeneral

public(retirementhomes,libraries,camps);o OfferssixprogramsinFrench;o Deliversabout250virtualfieldtripsperyear;o Receivedstartupseedfundingtopurchasehardware

andhireeducator

RoyalTyrrellMuseumofPalaeontology

• Discussionswith:o MeganMcLauchlin,DistanceLearningCoordinatoro JillianSteele,DistanceLearningEducatoro JasonMartin,DirectorofOperationsandFinance

§ September15,2014,September17,2014,July14,2015&July17,2015

• Startedin2006• OfferseightVirtualVisitsforgradesK-12andthegeneralpublic

(retirementhomes,libraries);• Recentlyreleasedthreeprogramsforhomeschoolers;• Delivered335programsatitspeakin2010.Currentlydeliversabout250

peryear;• Haspresentedtoover50,000studentsinallprovinces,Yukonand34

states.

TheSheffieldMuseumofRuralLife

• Startedin1998• H.323VCunit

SportsHallofFame • Pilotingin2015/16• ClearOneH.323VCunit

TelusSparkScienceCentre

Newin2015/16

ThereareanumberofCanadianmuseumsandinstitutionsthathavecancelledorsuspendedtheirprograms.ArtGalleryofOntario(AGO)

• Suspendedinsummerof2014forreviewbynewDirector• IndiscussionwithJudyKoke,DirectorofEducation,onOctober

17th,2014BiodômedeMontréal Cancelledasreportedbyothermuseumprofessional.Noprograms

found.RoyalOntarioMuseum(ROM)

• Startedin2011inpartnershipwithContactNorth|ContactNord,Ontario’sDistanceEducationandTrainingNetwork

• Google+HangoutonAirIn2013• Offeredin2014/15.• Suspendedinsummerof2015.Currentlypostingapositionfor

anInstructionalDesignerresponsibleforalleducationalprogramdevelopmentincludingvideoconferencing.Assumeprogramsrequireredevelopment.

OntarioScienceCentre AwebarchivereferencesVCprogramsofferedin2012GlenbowMuseum AwebarchivereferencesVCprogramsofferedin2012ScienceNorth Noprogramsfound

3. AmericanMuseums

AmonCarterMuseumofAmericanArt

• Startedin2001• 26programsforgradesK-12;• Offerscustomizedprograms;• OffersalimitednumberofArt-for-AllScholarshipsforfree

videoconferences• FromDistanceLearningSummit:AmonCartercasestudy

ClevelandMuseumofArt

• Startedin1999.o OffersdozensofprogramsforgradesK-12;o Delivers5to6programsmaximumperday;o Offerscustomizedprograms;o OffersprogramsinEnglish,French,Spanish,Italianand

GermanandhashadsupportfromateacherwhocanspeakMandarin;

• Databasehosts40,000imageobjectsforuseinprograms• IndiscussionwithDaleHiltonDirector,TeachingandLearning,

July21,2015

DenverMuseumofNatureandScience

• Startedin2004.• Offerstwoprogramstreams:eightVirtualScienceAcademy

programsforgrades1-8andthreeforgrades4-8andScientistsinActionconnectsgrade4-8studentsdirectlywithscientistsduringlivebroadcastsfromfieldsitesorresearchlabs

• Delivers15to25programsperweek• OffersfreeWebinarsforteacherprofessionaldevelopment• Registrationrequiredthreeweekspriortoprogramdelivery• Connectiontestarescheduledtwoweeksprior• IndiscussionwithGiannaSullivan,DistanceLearning

Coordinator,August14,2015SmithsonianAmericanArtMuseum

• Startedin2001• 10ArtfulConnectionsToursofferedforfreeforgrades3-12

andlifelonglearners• Presentedbyacadreof20docentvolunteersandcoordinated

byaScheduler• Investorfunded• Threestudiostodealwithclientdemand• IndiscussiononJuly31,2015with:

o RebeccaFulcher,VideoconferenceSchedulero PegKoetsch,DistanceLearningCoordinator

4. HumanRightseducation

VCprogramsareprimarilyofferedbyartandscience(naturalandtechnology)museums.Thereareveryfewmuseumsofferinghumanrightsprogramming.TheMuseumofTolerancerecentlylaunchedaspeaker’sseriesforgrades5-12andoffersconferencesconnectingstudentsacrosstheUSAandtheworld.TheNationalSeptember9/11MemorialandMuseumoffersaseriesofrecordedwebcasts.Scansofthe579programspromotedonCentreforInteractiveLearningandCollaboration’s(CILC)returnveryfewresultsforhumanrightsrelatedcontent:

• Rights(127)• Conflict(147)• Slavery(90)• Peace(36)• Bullying(35)• SocialJustice(27)

• Discrimination(27)• Holocaust(26)• Gender(26)• HumanRights(22)• Racism(10)• UnitedNations(9)

• Disabilities(9)• Indigenous(8)• Genocide(3)• MediaLiteracy(2)

5. FarSiteLearnersGradesK-12classroomsaretheprimaryfarsiteclientsofvideoconferencingprogramsbutmuseumsareextendingtheirreachtonewaudiencesthatincludepre-andin-serviceteachers,libraries,summercamps,

childcarecentres,communitycentres,homeschoolers,specialneedsgroups,lifelonglearnerprograms,retirementhomesandprisons.

LocalesRoyalBotanicalGardensandRoyalTyrrellMuseumreportthatmostoftheirclientschoolsareinAlberta,QuebecandtheUS.RoyalTyrrellMuseumreportsthatmorethan50%oftheirclientscomefromtheUSAthroughCILC.TheRoyalBotanicalGardensreportsthatalmost80%oftheirclientscomefromtheUSAthroughCILC.BothRoyalBotanicalandRoyalTyrrellpromotetheirprogramsinAustralia.Thereisanopportunitytoconnecttoremotecommunitiesinthenorth.

6. Programofferingsandpricing

ORGANIZATION LEARNERS PROGRAMS COST/PROGRAM LENGTH1. AmonCarter

MuseumofAmericanArt

GradesK-12 26programs $100USDper30students

60minutes

2. CanadaScienceandTechnologyMuseum

Grades2-6 3programs $125 45-60minutesinlength

3. ClevelandMuseumofArt

Earlyyears 21programs $75USD&$135USD

30-40minutes

Middleyears 23&6customprograms

$135USD 40-60minutes

Highschool 29&6customprograms


AdultGroups/ContinuingEducation/Lifelonglearners

SeasonalPrograms


Non-Englishlanguageorspecialpresenterlesson


2. DenverMuseumofNatureandScience

Grades1-8 11programs $140USD,$120foradditionalprogram

45minutes

3. NationalGalleryofCanada

GradesK-12 7programs Free 30-50minutesinlength

4. RedpathMuseum

GradesK-1 3programs $155.22(includesalltaxes)

30minutes

Grades2-12 3programs $155.22(includesalltaxes)

1hour

5. RoyalBotanicalGardens

GradesK-12 20programs $130 30-45minutesdependentongrade

6. RoyalOntarioMuseum

Grades4-5 6 $60 45minutes

7. RoyalTyrrellMuseum

GradesK-12 8programs • Varies:$100,$125&$185.

• Booktwoprogramsandgetthethirdfor$25

45minutes

8. SmithsonianAmericanArtMuseum

GradesK-12 10programs Free 45-60minutes

7. Bestpracticesusedforvideoconferencing

1. TeacherPackages

EverycontentprovidersendsapackageasPDFfilestoteachersatremotesitestheyaretoconnecttopriortotheactualpresentationdate.Thesematerialsalsoinclude:

• Introduction• Howtousethepackage• Curriculumlinks• Learningoutcomes• Suggestedactivitiesforpre-lesson,duringlessonandpost-lesson• Images• Glossaryorvocabulary• Suggestedreadingonselectedwebsitesandreferencebooks

AmonCarterMuseumofAmericanArtprovidesvideosfordownloadpriortotheconferencetointroducethesubjecttostudentstoallowformoretimefordiscussionduringthepresentation.ORGANIZATION PACKAGES&RESOURCES1. AmonCarterMuseum

ofAmericanArt• TeachingGuides

o Activitieso Lessonplans

• Introductoryvideos2. ClevelandMuseumof

Art• Alignedwithnational/CommonCore,Ohio,NewYork,and

Michiganlearningstandards• LessonPlansavailableasPDFdownload:

o Teacherinformationguide§ Objectives

§ Pre-andPost-Activities§ SelectedVocabulary§ SuggestedReadingsandwebsites

o Selectedimages(4images)3. DenverMuseumof

NaturalHistory• USNationalEducationStandards• Materialsmailedtoteachersprioraftersuccessfultesting

4. RedpathMuseum • Handouts• Pre-,During&Post-Activities• MELScurriculumexpectations• AchievementsandCompetenciesbasedonCommon

FrameworkofScienceLearningOutcomes(K-12)5. RoyalBotanical

Gardens• Curriculumlinksfor:

o Alberta,Ontario,Quebec,UK,USA• Brochure• Introductoryguide

6. RoyalOntarioMuseum EduKits:• Teacher’snotes• Studentactivitycards• Resourcematerial• Objects/artifacts• Referencematerial• Lessonplansandstudentactivities

7. RoyalTyrrellMuseum TeacherResourceGuides:• Pre-andPost-activities(PDFs)• Curriculumconnections• USNational/CommonCoreEducationStandards


TipsforaSuccessfulVideoconferenceTeacherGuides:

• Overviewo USNational/CommonCoreStandardso Vocabularyo Topicrelatedartworkso Additionalresources(websites)

• Pre-VisitLesson:ActivitiesandQuestions• Post-VisitLesson:ActivitiesandDiscussion

2. Museumeducatorsrecommended:• Thecontentneedstoberelevanttothelearner:engaging,interactiveandfun• Don’tkeeptothescript!Beawareoftheneedsofteachersandstudents.Thecontent

needstobeflexibleandadapttolearner’squestions.• Focusoninteractionanddiscussionnotoncontent• Learntounderstandyouraudiencequicklybyaskingquestions• Animatedpresentersworkbest.Videorequiresmoremovementandenergythan

presentinginpersoningallery.Severalrecommendedhiringsomeonewithatheatrebackground.

• Collaboratewithteacherstodevelopabetterproduct• Createconnectionswithremotecommunities,whichopensupthepossibilityofcultural

exchange.• Runamaximumof5-6programsperday• Presenttoclasssizeswithamaximumof30-35students.Incasesofmulti-point

connections,keepthenumberofclassesto2-3topswhilestilladheringtoacapof30-35students.

• Customizationstoprogramsrequiretwoweeksnoticetoprepare• Sendoutemail/packagewithlinktotestconnection• Test2-3daysbeforevideoconference

o ImagesClevelandMuseumofArtreportsthatdevelopmenttimeofeducationalresourcestakesasignificantamountoftime.

3. ProgramCustomizationMostorganizationscustomizevideoconferencingprogramstoworkwithteachersandtheircurriculumneeds,adjustingcontentanddevelopingnewworkshopstosuittheteacher’sobjectivesfortheirclasses.Providersmaychargeclientsadditionalchargesfordevelopmentofcustomizedprograms.

4. ClothingMostmuseumeducatorsweargolfstyleshirtswhilepresenting,whileatothermuseumspresenterswearworkattire.Brightcolorstransmitwell,withtheexceptionofred,whichtendstobleed.Pastelsordarker-brightercolorsarebest.Black,whiteandgreycoloursdonotworkverywell.Blackcancastshadowswithoutthecorrectlighting.DonotwearthesamecolourastheChromakeyorthosepartsofyouwillbereplacedbythepresentation.Solidcoloursarethebest.Stripes,dots,andpatternsdonotwork.Theycome“alive”anddistracttheviewers.RoyalBotanicalGardensandRoyalTyrrellMuseumrecommendwearinggolfstyleshirtsinsolidcoloursthathelpbuildbrand.RoyalBotanicalGardensuseslightgreen.RoyalTyrrellMuseumusesmaroon/burgundy.DenverMuseumofNaturalHistoryuseslightblueandblack.Theyallrecommendedtestingavarietyofcolourstoarriveatacolourthatwillworkwell.Logosonshirtsarefinebutshouldn’tbethesamecolourastheChromaKeyortheywilldisappear.

5. NameTagsNametagsarenotrequiredastheycannotbereadineitherdirection.Studentsatfarsitescannotreadthepresenter’snametagand,inturn,thepresentercannotreadstudents’nametags.

6. LoginItisrecommendedthatclientclassroomslogintovideoconferencingtoavoidinterruptingtheclassroom.Logintotheclassroomonlyifthefarsite’steacherrequestsit.

7. SchedulingandProgramBookings

Beflexiblebyallowingforamixedscheduleforbookingarrangements.CanadahassixtimezonesfromNewfoundlandandLabrador(NT)tothePacific(PT).Bepreparedtoofferprogramsearlyinthemorning(eastcoast),theevening(westcoast)andonweekends(public)

8. MaximumNumberofProgramOfferingsperDaySingleStudioClevelandMuseumofArtrunsamaximumoffivetosixprogramsperdayusingtwoPresenters.Severalyearsagotheyran14programsinasingleday,butfoundthatitwasnon-sustainablemodelthatwasleadingtoprogramandpresenterburnout.

RoyalTyrrellMuseumrunsamaximumoffiveprogramsperday.ThePresentersandTechnicianwillswapplacesonabusydaytosharepresentationduties.MultiplestudiosSomemuseumsareusingmultiplestudiostomeetthehighdemandfortheirprograms.SmithsonianAmericanArtMuseumhasthreevideoconferencingstudios.DenverMuseumofNaturalHistoryismovingfromasmallstudiototwolargerstudiossettoopeninOctober2015.

9. GamesRoyalTyrrellMuseumistheonlymuseuminthisreporttoofferinteractivegames.Flashbasedgamesareservedtoremotesitestoallowstudentstointeractwiththegames.

10. TechnicalIssuesH.323VCunitsTechnicalissueswilloccurwithH.323units,connections,video,audio,etc.Testconnectionsarerequiredpriortothepresentationtodecreasethepossibilitiesofissues.Museumstestconnectionswithfarsitesinadvancetoidentifyanyconnectivityissues.CloudSoftwareCloudbasedsoftwaredropsvideoqualityfirst,followedbyvideoandaudioislasttoensurepresentationscanstilloccur.ResolvingIssuesPresentersshouldhavesometechnicalskilltobeabletoidentifyandresolveissuesonthefly.ITsupportiscrucialtothesuccessofprograms.Ifyouexperienceaudioissuesonyourendaskthefarsitecanhearyoubygivingthethumbsup.Iftheycanhearyou,continuepresenting.8. SchoolRequirementsandPreferencesRequirementsVideoconferencingprogramsarebestaccessedbyclassroomsusingeither:

1. ForconnectionstoH.323devices:

AdedicatedH.323videoconferencingdevicewithasmartboard,TVscreenorprojector—OR—

2. Forcloudbasedsoftwareconnections:Computer,laptop,or,insomecases,tabletdevicewith:• Wide-angleUSBcameraorwebcamtoshowtheentireclassroom• Microphone(notbuiltin,qualityisnothighenough)• Externalspeakers• Smartboard,TVscreenorprojector

RoyalBotanicalGardensreportsthatmostoftheschoolsbookingtheirprogramsuseH.323videoconferencingdevices.ClevelandMuseumofArtandSmithsonianAmericanArtMuseumreportthesame.SmithsonianhasfoundthatquiteafewoftheirrecentclientschoolshavemaderecentH.323VCunitpurchasesandareeagertousethem.RoyalTyrrellMuseumhasfoundthatabouthalfoftheirteacherclientsuseacomputerorlaptopwithintheirclassroom.ThisistrueeveniftheirschooloffersaH.323videoconferencingunitduetoteachershavingfamiliaritywiththeirownequipmentandtheconvenienceofbeingabletohosttheprogramintheirownclassrooms.Thisremovestheneedtobookthevideoconferencingroomanddisrupttheirclassbymovingtoavideoconferencingroom.DenverreportsasteadydeclineinschoolsusingH.323devicesinthepastthreeyearsandmoreschoolspreferringtoconferenceviacloudsoftware.TechnicalIssuesSchoolscanencounterissuesontheirend.Thesearetypically:

• Firewalls:manyschools• Physicaldownloads:softwarerequiring• LackofITsupport:manyteachersareunabletoresolvetechnicalissuesandusuallydo

nothaveITsupport9. VideoconferencinghardwareandsoftwaresolutionsThereareseveralhardwareandsoftwaresolutionsthatcanbefollowed:

a. H.3232videoconferencingunitaloneb. H.3232unitusedinconjunctionwithvideoconferencingsoftware(Zoom,FieldTripZoom,etc.)c. H.3232unitusedinconjunctionwithvideoconferencingsoftware(Zoom,FieldTripZoom,etc.)and

non-compatibleH.323softwaresuchasGoogleHangouts,Skype,AdobeConnectd. Videoconferencingsoftwareonly

AllmuseumscontactedforthisreportuseanH.323device.ClevelandMuseumofArtandSmithsonianAmericanArtMuseumofferH.323connectionsonly.TheSmithsonianislookingatusingVCsoftware,suchasBlueJeansorZoominconjunctionwiththeirH.323units.Theyarealsoexploringusingsmartphones,iPads,laptopswithwebcams,andvideoconferencingrobots.

Mostmuseumcontentprovidersuseadditionalvideoconferencingsoftware,suchasZoomorFieldTripZoom,inconjunctionwithanH.323devicetodelivercontenttoschoolsthathaveanH.323VCunitandforschoolsthatdonothaveone.RoyalBotanicalGardensusesanH.323inconjunctionwithFieldTripZoom.DenverMuseumofNaturalHistoryusesanH.323VCunitwithZoom.RoyalTyrrellMuseumusesanH.323VCunitwithZoom.TheyareconsideringmovingtoasoftwareonlydeliverymodelastheirH.323unitsarefailing.Usingvideoconferencingsoftwareonlyrequiresagoodqualitywebcamera,microphoneandexternalspeakers.Someofferfurthersolutions,suchasGoogleHangoutsorSkypeforBusiness.Thecommonthemeexpressedbyeveryonewasthatyouhavetobeflexiblebyofferingavarietyofconnectionoptionstoaccommodateclients.

1. H.323DevicesTherearealargenumberofH.323devicesofferedbyavarietyofvendors.ThemajorbrandsincludeCisco,Tandberg(boughtrecentlybyCicso),Polycom,Lifesize,Sony,RadvisoandClearOne.AbaseH.323VCunitfromCiscoandPolycomcostsbetween$8,000to$10,000,plusanadditional$1100peryearserviceagreementforsoftwarefirmwareupgradesandservicerepairs.ClearOneoffersabaseunitfor$7000.ClearOnealsooffersanEnd-of-Lifeserviceagreement.RoyalTyrrellMuseumreportsthatCanadaSportsHallofFamerecentlypurchasedaClearOneunit.VENDOR BASEUNITCOST+FEESCisco/Tandberg

• $8-$10,000+annualservicefees• ServiceagreementextendsbeyondEOL

Polycom

• $8-$10,000+annualservicefees• ServiceagreementextendsbeyondEOL

ClearOne • $7,000+annualservicefees• EOLserviceagreement

TherearealargevarietyofH.323unitsavailableonthemarket.WhenchoosingaH.323unit,ensuretheunithasthecorrectandenoughpluginsforourequipment,thisincludes:

• USBforwebcams• HDScameras• HDMIcameras

IssuesH.3232VCunitsarecostlytopurchase,maintainheavyandhaveanannualservicecost.Theyarealsobandwidthheavy.AlargenumberofschoolsdonothaveH.323deviceseitherduetohighcostofpurchaseoraccesstotechnicalsupport.RoyalTyrrellMuseum’sH.323unitsareatendoflife.Theirdevicesareunsupportedandpartsareunavailableforrepairs.TheyarecurrentlyexploringusingasoftwareonlydeliverymodelashalfoftheirfarsitebookingsarenotusingH.323devices.

ClevelandMuseumofArt’sH.323deviceisalsoendoflife.Theyareexploringreplacementoptions.ThemajorityoftheirbookingsarefromfarsiteswithH.323units.SmithsonianalsohaslegacyH.323unitsthatitwantstoreplacewithnewunitstomeetincreasingdemandfromfarsiteswithH.3232devices.

2. CamerasandCameraPresetsManymuseumcontentprovidersuseadditionalcameraspluggedintotheirH.323VCunitstoallowpresenterstomoveseamlesslythroughoutthestudio,suchasmovingfromapresentationdesktoinfrontaChromakey.WebCamsandPTZ(Pan/Tilt/Zoom)camerasarebothfrequentlyused.Documentcamerasareusedtozoominonartifactsortodisplayhandsonactivities.RoyalBotanicalGardensusesadigitalpresenterfordisplayinginsectsandplants.RoyalTyrrellMuseumusesasecondH.323VCunitpositionedabovetheirpresentationdeskasadocumentcameratodisplayartifacts.CamerapresetscanbedefinedandcontrolledbyaPresenteratapresentationdeskwithaVCremotecontrolortouchscreentoallowquicktransitionbetweencamerasinpresentationsthatrequiremultiplecameraviewsandAVfeedswithoutaTechnician.

3. AVMixingStationsSomemuseumcontentprovidersuseAudioVideomixingstationstoserveoutandmixaudioorvideomediafilestoaChromaKey.AVmixingstationsrequireanoperatorortechniciantoserveoutmediaduringthepresentation.RoyalTyrrellMuseumusesRolandVR50HDtoserveoutaudio,video,animationandinteractives.

4. ChromaKeyChromakeysallowpresentationstobedisplayedbehindapresenter,muchlikeaweatherpersononthenews.MostmuseumsuseChromakeystodisplayimages,video,interactives,gamesandslidesduringpresentations.Somemuseumsusescreens,curtains,paper,paintedwallsorafalse,paintedwall.AChromakeywillincreasetheinteractiveoptionsforpresenting,buttheyareanadditionalcostandrequiretheroomtobeconfiguredtoallowforitssetup.RoyalBotanicalGardensandSmithsoniandisplayPowerPointslideshowsandimagesontheirChromakeys,whileRoyalTyrrellusesimages,video,animationandotherinteractives.Mostmuseumsusegreenscreens.Denverusesagreenscreen,SmithsonianusesgreenpaintedwallsandClevelandMuseumofArtusesgreencurtains.RoyalBotanicalGardensandRoyalTyrrellMuseumaretheexception;theyusebluescreens.RoyalBotanicalGardensusesabluecurtain.RoyalTyrrellMuseumusedagreenscreenuptoquiterecentlybutfoundissueswithgreenChroma.GreenChromacausesgreenishtintsinblondehairandlightskintones.Theyuseafalse,bluepaintedwall.H.323devicesdonotalwaysdisplayonSmartboards.RoyalBotanicalGardensfoundthatthiswastruein50%ofthecases.TheuseofChromaKeywillpreventthisbutwillcauseaminordelay.

5. Tricaster

IndiscussionswithJustinFunke,herecommendedaTricasterasanalternativereplacementforaChromaKey.ATricastermergeslivevideoswitching,broadcastgraphics,virtualsets,specialeffects,audiomixing,recording,socialmediapublishingandwebstreaming.Forvideoconferencing,aTricastercanbeusedwithaAVmixingdesk,highqualitycamerasandmicrophonestoincorporatethingslike,seamlessswitchingbetweenpresentationimages,videoandthirdpartyvideofeeds.MuseumswouldneedeithertheTricaster460ortheTricasterMini.Thesewouldallowmixingupto4digital/analoguecamerasources,2laptops,andmixvideooraudiodirectlyfromtheTricaster.TheTricasterwillallowyoutomix,record&streamVCeventsviatheweborviatraditionalH.323VCequipment.DenverMuseumofNaturalHistoryistheonlymuseumfoundtouseaTricaster.Buttheyonlyuseittoserveoutasinglevideoconferencingstreamanddonottakeadvantageofitsotherfeatures.

6. SoftwareSolutionsTherearealargevarietyofsoftwaresolutionsavailablethatincludeZoom,Skype,iChat,FieldTripZoom,Vidyo,Jabber,BlueJeans,Lync,etc.Allthevideoconferencingiscloudbasedallowingforeasyconnectionstofarsites,donotrequireaphysicaldownloadandworkacrossmultipledevices.Somesoftware,suchGoogleHangoutsonAir,SkypeforBusiness,etc.allowsforfarsitestochatwiththepresenter.Somesoftwarealsooffersbookingservices,suchasFieldTripZoomandBlueJeans.Therearetwotypesofsoftwaresolutions:thosethatconnectwithH.323devicesandthosethatdonot.SOFTWARETYPES SOFTWARESOLUTIONSConnectstoH.323devices Zoom,FieldTripZoom,CiscoJabber,BlueJeans,

Vidyo,etc.ConnectswithmostdevicesbutnotH.323

GoogleHangoutsonAir,SkypeforBusiness,AdobeConnect,iChat,etc.

BlueJeansisthehighestendvideoconferencingsoftwareprovidingHDqualityvideobutatahighcost.ZoomandFieldTripZoomarethemostcommonlyusedandavailableatalowercostthanBlueJeans.BothprovidelowervideoqualitythanBlueJeans,butRoyalBotanicalGardensandRoyalTyrrellMuseumfoundthemtobeacceptablequalityequivalenttoH.323devices.TheSmithsonianislookingatusingVCsoftware,suchasBlueJeansorZoominconjunctionwiththeirH.323units.RedpathMuseumusesBlueJeans,licencedbyTeachingandLearningServicesatMcGillUniversity.RoyalBotanicalGardens,RoyalTyrrellMuseumandRedpathMuseumtestedavarietyofVCsoftwarebeforearrivingatusingZoomorFieldTripZoom.AllthreereporteddissatisfactionwithJabberandLync(nowSkypeforBusiness).

DenverMuseumofNaturalHistoryalsousesZoomaftertestingJabber,BlueJeansandVidyo.DenverfindsZoomisuserfriendly,managesbandwidthandprovidesthebestpricepointandquality.TheyfoundBlueJeanstobeexcellentbutcostprohibitive.SOFTWARE BlueJeans ZOOM FieldTripZoomTYPE • CloudBased

• Nophysicaldownload

• Desktopappavailable

• Integratedcloud-basedvideoconferencing


• Integratedcloud-basedvideoconferencing

• Smallsoftwaredownload

FEATURES • HDscreensharing,upto1080presolution

• Real-timevideo• Chat

• HDvideoandvoice

• Chat

• HDvideoandvoice

FEES MCUbridged:• Pointtopoint• Assignedtoroom• $250USDperport

permonth• Minimumof4

portsrequired• $12,000USDper

yearUSD

PRO:• $10USDper

monthlicence• $49USDper

monthforroomconnector

BUSINESS:• $149USDper

month• 10licences

MONTHLY:• $99.95USD/15%

pertransactionANNUALLY:• $949.95USD/15%

pertransaction—OR—• $0/30%per

transaction

COSTFORFARSITES

• Nocostsforfarsites



INVITATION • Usesmeetinginvitations

• PermanentRoomID

• Usesmeetinginvitations

• PermanentRoomID

• Usessinglewebaddress

CONNECTSTO • H.323/SIPdevices• Webbrowsers:

Laptops,computers

• Tablets(iPads)• Smartphones• Skype

• H.323/SIPdevices• Webbrowsers:

Laptops,computers

• Tablets(iPads)• Smartphones

• H.323/SIPdevices• Webbrowsers:

Laptops,computers

• Tablets(iPads)• Smartphones

PROMOTIONHUB/BOOKINGSERVICE

• YES • NO • YES• Programdirectory

SUPPORT • 24/7 PRO:• AccountRepand

onboardingBUSINESS:

•

• 24/7Helpdesk• Phoneandemail

SERVICEFEATURES

• • • Schedulingengine• Orderandpayment

engine• Customersupport

MUSEUMS RedpathMuseum • RoyalTyrrellMuseum

• DenverMuseumofNaturalHistory

• RoyalBotanicalGardens

• TelusSparkScienceCentre

H.323VCDevice ZOOM FieldTripZoomTYPE Hardware • CloudBased

software• Nophysical

download

• Cloudbasedsoftware


FEATURES • HDvideoandvoice

• Backchannelchat

•

FEES • $8-10,000forabaseunit

• Annualservicefees

• FeeschargedforZoomtoZoomconnections

• $700peryear

• Bundledprice.Approximately$900peryear

INVITATION • Usesmeetinginvitations

• Usessinglewebaddress

Connectsto • H.323/SIPdevices

Varietyofdevices• H.323/SIPdevices• Mac,Windows• Mobile• Tablet• Android,iOS

Varietyofdevices• H.323/SIPdevices• Mac,Windows• Mobile• Tablet• Android,iOS

Promotionhub/BookingService

• NO • NO • YES

7. TVScreens

Inasimplesetup,suchasRoyalBotanicalGardens’studio,oneTVscreenisusedwiththePresenterfacingthescreentoviewandinteractwiththefarsiteaudience.Mostmuseumsusetwoscreensonetodisplaythepresentationandtheothertoviewthefarsiteaudience.RoyalTyrrellMuseumusesmultiplescreens:forviewingandinteractingwiththefarsiteaudienceandviewingupcomingmediabeingpresentedbytheTechnician.

8. Lighting

Ceilingmountedlightingarraysareidealforvideoconferencingstudios,especiallythosewithChromakeystoremoveunwantedshadows.Iftheceilingsaretoolowforlightingarrays,aseriesofplacedfloorlampscanbeusedinstead.

9. ClocksAlargeclockisusuallyplacedontheoppositewallneartheLCDscreenviewingthefarsiteaudiencetoallowthepresentertokeeptrackoftime.AseriesofclockscanbeusedtorepresenttherangeofNorthAmericantimezones.10. TelepresenceRobotsTelepresencerobotsletusersinteractwithremotelocationsthroughhighendvideoandaudio.Uses:

• Conductschoolprogramsandtours• Provideremoteschooltourstounderservedandremoteclassrooms• Bringinexpertsandspecialiststothemuseum• Provideaccessibletoursprovidesmuseumaccessfortheseverelydisabledandhospital

patients• Offerafterhourstoursforthepublic

TheAfterDark1programatTateranoverfivenightsinAugust2014.Randomuserscouldcontrolingalleryrobotsusingawebapp.Somemuseumsareprovidingremoteaccesstogalleriesusingself-roamingtelepresencerobots.TheNationalMuseumofAustraliahasofferedRoboticTours2since2013usingtwoprototyperobotsfollowingaguide.DoubleRoboticsofferstheDoubletelepresencerobotwhichincorporatesaniPadonamobileplatformthatisessentiallyaSegway.TheUniversityofAlaskaMuseumoftheNorth3purchasedaDoubletelepresencerobotin2013.Thecostsis$2500USD.TheiPadispurchasedseparately.SuitableTechnologiesproducetheBeamtelepresencerobots.rananaccessibilityprojecttobringguestswithmobilityissuesintomuseumsusingBeamProtelepresencerobots.MuseumsintheBeamaccessibilitypilotprojectincluded:

– deYoungFineArtsMuseum– DetroitInstituteofArts– ComputerHistoryMuseumSeattleArtMuseum– NationalMusicMuseum– SanDiegoAirandSpaceMuseum– SanDiegoMuseumofMan– UniversityofSouthDakota’sNaturalHistoryMuseum

TheConfluencesMuseuminLyonusedBeamtelepresencerobotstobringinremotedisabled

1AfterDark2NationalMuseumofAustraliaRobotTours3TheUniversityofAlaskaMuseumoftheNorth

guestsfortheirinauguration.4

SuitableTechnologiesoffersaMuseumPartnershipProgram.5Museumswhoparticipateinthe

partnershipprogramwillreceiveBeamProSPSwithassisteddriving,chargingdock,unlimitedsoftwarelicenses,andanannualservicepackagethatincludesongoingmaintenanceandprogramsupportforremotevisitorswhoarephysicallyunabletovisitthesite.Thecostis$4999USDperyearoverthreeyearswiththeoptiontopurchase.SuitableTechnologiesMuseumPartnershipProgram

ChristaCliverDirectorofEducation&[email protected]

11. StaffingRequirementsTherearetwobasicpresentationmodelsandvariationsonthesemodels:

a. APresenterusingalaptopwithasingleH.323unit.b. APresentersupportedbyaTechnicianwhoservesoutmediausinganAVmixer.

Theminimumstaffingrequirementforvideoconferencingprogramsisonepresenter.Manymuseumsalsouseatechnicianoroperatorwhocanserveoutmediafilesforamoreinteractiveexperience.

a. OnePresenterKarinDavidson-Taylor,EducationOfficer,atRoyalBotanicalGardensisresponsibleforallaspectsofvideoconferencingincludingpresenting,programdevelopment,support,bookingsandpromotionandmarketing.AsecondeducatorhasbeenhiredtoprovideprogrampresentationsinFrenchandSpanish.TheirpresentationsarePowerPointslideshowspresentedonaChromakey.RedpathMuseumfollowsasimilarmodeltoRoyalBotanicalGardens.IngridBirker,Administrator,isresponsibleforallaspectsofvideoconferencing.Butratherthanusingastudio,RedpathpresentsfromwithingalleryusingamobileVCunitonacarttohighlightartifactsintheirexhibits.SmithsonianAmericanArtMuseumandDenverMuseumofNaturalHistoryhaveatypicalmodels.DenverhasaDistanceLearningCoordinatorand20EducatorswhoareresponsibleforallOnsite,Outreach(offsite)&DistanceLearningprogramming.5oftheEducatorsreusedconsistentlyforvideoconferencingprograms.ProgramsaredeliveredbyasingleEducatorusingalaptoptodisplayaPowerPointslideshowwithsomevideoonaChromakey.Smithsonian’sprogramsarecoordinatedbyRebeccaFulcher,VideoconferenceScheduler,andpresentedby20volunteer

4ConfluencesMuseuminLyon5SuitableTechnologiesMuseumPartnershipProgram

docents.ProgramsarepresentedbyasinglevolunteerdocentusingaPowerPointslideshowwith10imagesperprogramonalaptopdisplayedonaChromakey.

b. OnePresenterandaTechnicianRoyalTyrrellMuseumhastwofulltimestaff,MeganMcLaughlin,DistanceEducationCoordinatorandJillianSteele,DistanceEducationEducator.MeganistheprimaryPresenterandJillianistheTechnicianandDeveloper.TheyarebothtrainedpresenttheprogramsanddelivermediafromtheAVmixingstationsothattheycanswaproles.TheTechnicianisresponsibleforservingoutmediatotheChromakey(images,animation,video,games),servinggamestothefarsite,controllingcameras,interactivecontentdevelopment(video,animationandgames),troubleshootingandfocusesonthetechnologysothePresentercanfocusonthepresentation.AnITstaffpersonisavailablefortechnicalsupport.AttheClevelandMuseumofArt,DaleHilton,DirectorofTeachingandLearning,isresponsibleformanaging,presentingandscriptdevelopment.ShesharespresentationdutieswithArielleLevine,MasterTeacher,DistanceLearning.TechnicalproductionisprovidedbyaTechnicalProducerandaTechnicianwhooperatetheAVmixerandthecamerasandserveoutimagesfromadatabasecontainingover40,000images.OneITstaffpersonisavailableona50%parttimebasis.AndaSchedulercoordinatestheprogrambookings.Scheduler/CoordinatorLargermuseumswithmultiplepresentershaveafulltimeschedulertohandlebookingsandcoordinatestaff.Inthecaseofsmallermuseums,thepresenterhandlesscheduling.ITSupportITsupportiscrucialtothesuccessofvideoconferencingprograms.CanadianAviationandSpaceMuseumsuspendedtheirprogramsin2011duetolackofITsupportafteranorganizationalrestructuring.

MUSEUM STAFF1. ClevelandMuseumof

Art• Scheduler• Presenter• Director(Manager,PresenterandScriptDeveloper:half

time)• TechnicalProducer• Technician• ITsupport(parttime)

2. DenverMuseumofNaturalHistory

• DistanceLearningCoordinator• 20Educators

3. RoyalBotanicalGardens • Educator,English• Educator,FrenchandSpanish• Occasionalguestspeakers

4. RoyalTyrrellMuseum • Educator,Technician• Technician/Educator• Guestspeakersandlabvisits(scientists)

• ITSupport5. RedpathMuseum • Educator6. SmithsonianAmerican

ArtMuseum• StaffCoordinator/Scheduler• 20volunteerdocents

12. RoomsandRoomConfigurationTherearethreewaysmuseumsdelivervideoconferencing:

a. Ingalleryb. ShareduseStudioc. DedicatedStudio

a. InGallery

AllthemuseumscontactedforthisreporthaveadedicatedastudiospacewiththeexceptionofRedpathMuseumandAmonCarterMuseumofAmericanArtbothwhoprovideingallerypresentations.RedpathusesamobileH.323unit,alaptop,andalargeTVscreen.AmonCarterhasasimilarmodelusingamobilecartwithamobileH.323unit,alaptop,andtwosmallTVscreens.

b. SharedUseTheDenverMuseumforNaturalHistoryusedasharedstudioforfiveyearsbutmovedtoasmall,dedicatedstudio.Thesharedstudiospacewasalsousedforwebinarsforteachersandpeer-to-peervideoconferencingformuseumprofessionalsinotherstatesandinEuropeorforpresentingataconferenceatadistance.

c. DedicatedStudiosTheroomsetupisdependentonwhetheraChromakeyandAVmixingstationareinoperations.StudioswithaChromakeyTheRoyalBotanicalGardensusesasmall10’x10’roomdedicatedtovideoconferencing.TheStudiohasabluescreen,apresentingdeskwithadocumentcameratotheleftforpresentinginsectsandplants,anH.323VCunitfacingthedeskandaTVscreentoviewthefarsite.ThePresenterstandsinplaceatthepresentationdeskwithalaptopusingPowerPointslidesinfrontoftheChromakeywiththeH.323VCunitandTVscreenpositioneddirectlyinfrontofthem.Thispositionallowsaccesstothedocumentcamera,propsandaVCremote.SmithsonianAmericanArtMuseumhasthreevideoconferencingstudiostohandlethehighdemandfortheirprograms.TheirsetupissimilartoRoyalBotanicalGardens.AvolunteerdocentpresentsatapresentationdeskwithalaptopusingPowerPointslidesinfrontofaH.323VCunitwithaChromakeybehind.DenverMuseumofNaturalHistoryusesthesamemodel:asinglepresenterinfrontofanH.323unitwithagreenscreenbehind.TheyusePowerPointslideshowswithsomeembeddedvideo.Thedistancelearningprogramstartedbyusingasmallsharedstudiousedalsoforteacherdevelopmentwebinarsandvideoconferencingforstafftoconnecttopeersworldwide.The

interdepartmentalusehelpedtobuildsupportforfunding.TheyarecurrentlybuildingtwolargerstudiossettoopeninOctober2015.StudioswithaChromakeyandAVMixerAttheClevelandMuseumofArtThePresenterstandsinfrontofagreenscreeninfrontofadeskorlecternfacingaTVscreen.AlegacyAVmixingstationstaffedbyaTechniciantoserveoutimagesfromadatabaseduringthepresentation.TheRoyalTyrrellMuseumhasalargededicatedstudiowhichcombinestheuseofabluescreenwithanH.323VCunit,apresentingdeskwithaVCcamera,anddocumentcameraontheceilingtotheleftofthepresenterforpresentingartifacts.Fromthissetupthepresentercantransitionseamlesslybetweenthebluescreenandapresentationdesk.Thepresentingdeskhasdrawerswithavailablematerialstopresentwith.Thereanumberofscreensthattheeducatorcouldseeduringtheconferencetoshowtheclassroomandtodisplaywhichpre-recordedslideoranimationarecomingupnext.Thebluescreenisapaintedwallthatallowsthepresentertoenterandexitfromeitherside.TheTechniciansupportsthelessonbyservingoutmediafilesfromtheAVmixingstations.Thiscanbedynamicandinteractiveasmediafilescanbesharedoutinresponsetoquestionsposedbystudents.Thetechnicianhasagoodknowledgeoftheprograms,sotheycanswapplaceswiththepresenterasneeded,especiallyduringbusypresentationdaysorwhenthepresenterisfeelingill.Thetechnicianalsohasdevelopmentskillsforthedevelopmentofinteractivesandgamesdeliveredtofarsitesduringthepresentation.13. FirewallRoyalBotanicalGardensrecommendsbeingoutsideoftheEnterprisefirewalltoensureconnectionstofarsitescanoccurwhileusingaH.323VCdevice.CloudsoftwaresitsoutsideoftheEnterprisefirewall.14. PromotingVideoConferencingProgramsMuseumprofessionalsinterviewedforthisreportindicatedusingseveralmethodsforpromotingvideoconferencingprograms:

• Workingcollaborativelywithteachers• Identifyingchampions• OfferingfreeVCandPDworkshopsforteachers• Usingabookinghubsystem• Advertisingonabookingsystem(i.e.webbanner)

Offeringin-serviceteachersfreeintroductoryvideoconferencingworkshopsandprofessionaldevelopmenttraining(i.e.Museum101,Introductiontovideoconferencing,howtousevideoconferencinginyourclassroom)increasesdemandforprogrambookings.

Therearebookinghubsthatactasbrokersforvirtualfieldtripslinkingschoolstomuseumcontentproviders.Bothchargeafeeforhostingcontentproviderprograms.

1) CentreforInteractiveLearningandCollaboration’s(CILC)databaselists104NorthAmericanmuseumcontentprovidersoffering579videoconferencingprograms.Costisbasedonnumberofprogramsbeingpromotedonanannualbasis.Banneradsareavailableatanadditionalcostandanecdotalevidencesuggeststheyareworththecost.CILCalsohandlesevaluations.Requiresmembership.

2) FieldTripZoomoffersabookingsystemwiththesoftware.3) CAPspace’sdatabaselists75NorthAmericanmuseumcontentproviders,aswellasthosefrom

AustraliaandUK,offering486videoconferencingprograms.4) DARTConnectionsisanAustraliandatabasethatalsoincludesRoyalBotanicalGardens

andRoyalTyrrellMuseum.

15. BroadcastinginotherLanguagesTheRoyalBotanicalGardensbroadcastsinEnglish,FrenchandnowinSpanish.FrenchprogramsareprovidedforprimaryandjuniorschoolswithclientsprimarilyfromQuebec,theMaritimesandFrenchImmersionschoolsinAlberta.SpanishisprovidedforschoolsintheUnitedStates.RedpathMuseumoffersprogramsinbothEnglishandFrench.TheClevelandMuseumofArtbroadcastsinEnglish,French,Spanish,ItalianandGermanandhashadsupportfromateacherwhocanspeakMandarin.Theyreportarecentdropoffinrequestsfornon-Englishlanguages.DenverMuseumofNaturalHistoryoffersSpanish-speakingeducatorsbyrequest.16. AccessibilityTheRoyalTyrrellMuseumresearchedprovidingprogrammingservicestodeafandhardofhearingstudentsbutfoundthecosttoprovidesignerstobetoohigh.TheyreportthatteachersandschoolsprovideASLservicesfortheirstudents.TheClevelandMuseumofArtrecommendsteachersorschoolsprovidesigners.

17. Recommendations

1. VideoConferencingProgramsPhaseIConfiguration:APresenterusingalaptopwithasingleH.323unit

• Adedicatedstudiowouldbepreferabletoallowforprogrammingtooccuratanytime

andtoensureequipmentisinplace.Intheabsenceofsuch,videoconferencingequipmentcanbeplacedontrolleys.

• PurchaseaH.323videoconferencingdeviceforconnectingtofarsiteswithH.323devices

• LicenceZoomVideoconferencingsoftwaretoconnecttofarsiteswithoutanH.3232unito Nophysicaldownloado Nofirewallissues

• Chromakey(blueorgreenscreen?)• TwoTVscreens:oneforviewinglearnersatfarsite,theothertoviewthepresentation• Lightsandreflectors

o Arrayforhighceilingo Floorlampsforlowceiling

• InvolveDesignTeamto:o Configureandsetupstudioequipmento Providehardwaretrainingforpresenterso RecordandarchiveprogramsandpresentationsforwebcastsandVideoon

Demand(VoD)• ITSupporton-calltoprovidesupport• AseriesofclocksonthewallbehindtheTVscreenstocoverallNorthAmericantime

zones• PilotasingleVCprogram:WhatareHumanRights?• Providetrainingforpresenters:

o Hardwareuseo Softwareuseo Program

• Conduct20pilotpresentationswithavarietyofclassroomsindifferentlocalesPhaseII

• Testandrolloutourfurthervideoconferencingprograms• Provideworkshopsforteachers

o Howtousevideoconferencinginyourclassroomo Museum101o ProfessionalDevelopment

• PresentationsbyMuseumexpertsPhaseIIIOutfitMTSClassroomsforvideoconferencing:

• Videoconferencingforvisitingclassroomstoconnecttointernationalclassroomsorremoteguestspeakers

• Videoconferencingforvisitingteacherstoconnecttointernationalteachersorremoteguestspeakers

• ConferencesandAGMs• TeacherProfessionalDevelopment• Guestspeakersandpresentations

• Symposiums• Schoolprogramsandtours• Provideremoteschooltourstounderservedandremoteclassrooms• Bringinexpertsandspecialiststothemuseum• Accessibletoursprovidesmuseumaccessfortheseverelydisabledandhospitalpatients• Afterhourstoursforthepublic

2. TelepresenceRobotToursPhaseIPurchaseaBeamProtelepresencerobotthroughSuitableTechnologies’MuseumPartnershipProgramtoprototypeandtest:

• Provideschooltourstounderservedandremoteclassrooms• BringinexpertsandspecialiststotheMuseum• Accessibletoursprovidesmuseumaccessfortheseverelydisabledandhospitalpatients

AppendixA:SummaryTableMUSEUM TYPE DETAILSClevelandMuseumofArt

Staff • Scheduler• Presenter• Director(Manager,PresenterandScriptDeveloper:

halftime)• TechnicalProducer• ITsupport(parttime)

Hardware • H.323videoconferencingunit• AVmixer

Software NALocation DedicatedstudiowithChromakey(greenscreen)

DenverMuseumofNatureandScience

Staff • DistanceLearningCoordinator• 20Educators(Onsite,Outreach&Distance

Learning)Hardware • PolycomH.323

• TricasterSoftware ZoomLocation • Initially,1smallsharedstudiowithChromakey

(greenscreen)• Constructing2dedicatedstudios

RedpathMuseum

Staff • 1EducatorHardware • Cisco/TandbergmobileH.323videoconferencing

unit• Laptop

Software ZoomLocation Mobileunitonacartusedingallery

RoyalBotanicalGardens

Staff • 1EducatorHardware • PolycomH.323videoconferencingsystem

• Laptop• DigitalPresenter(documentcamera)• TVScreen• Lights

Software FieldTripZoomLocation DedicatedstudiowithChromakey(bluescreen)

RoyalTyrrellMuseum

Staff • Educator• Technician• ITSupport

Hardware • Cisco/TandbergH.323videoconferencingunit• SecondoverheadH.323videoconferencingunit

usedasadocumentcamera• RolandVR50HDAVMixer• Desktopcomputer• TVScreen

• LightsSoftware ZoomLocation DedicatedstudiowithChromakey(bluescreen)

SmithsonianAmericanArtMuseum

Staff • DistanceLearningCoordinator• VideoconferenceScheduler• 20volunteerdocents

Hardware • PolycomH.323videoconferencingunitsSoftware NALocation • 3dedicatedstudioswithChromakeys(green

screen)

AppendixB:VideoConferencingEquipmentDEVICE DESCRIPTIONH.323videoconferencingsystem

• Incorporatesacodec,microphone,camera&internetrouter

• LargevarietyofunitsofferedwithdifferentoptionsTelevisionmonitorordataprojector

• Toviewtheclassroom• Toviewyourself

Workstation/laptop • ServesoutdigitalmediaMicrophones • AudioPTZorWebcams • ForprovidingdifferentviewsAVMixingStation • ServesoutdigitalmediatoChromaKeyorTricaster

• AbilitytomixaudioandvisualChromaKey(greenscreen) • ConnectedH.323device

• UsedwithAVMixingStation• Displaysdigitalmedia

Lightingarray • ConfiguredforChromaKeyTricaster • Seamlessswitchingbetweenpresentationimages,

videoandthirdpartyvideofeedsMCUserversystem • Multipointcontrolsystemfor4+remotesites/pointsMini-bridge • Providessupportfor3remotesites/pointsDocumentCamera • Fordisplayingprops,artifactsandhandsonactivitiesSecondVCcamera • Allowsstudentstoseethemselves

• Usedasadocumentcamera

AppendixC:Pre-FlightChecklistThebasicideaofapre-flightcheckistodotechnicalchecksoneverythingBEFOREyoustartthevideoconference.Grantedmostofusdeliveringvideoconferencingarenottechnicalandveryfewofushavetheluxuryofhavingatechnicalpersononstandbytohelpwiththesetup.Soitwillpayyougreatlytospendafewminutesbeforeaneventdoingsomebasicchecksonyourequipment.Evenifyouknowthestateofyourgearoryourgearhasnotmoveditisstillagoodideatocheckeverythingisworkingjustsoyoucaneliminateyourendasbeingtheproblemifanissuedoescropupit’suglyheadduringyourevent.FollowingisachecklistthathasbeenimplementedatthePowerhouseMuseum,sincewehavestartedthisprocesswehavehadveryfewtechnicalproblemsandwehavealsofoundthatourstaffaremoreconfidentandknowtheequipmentbetterasaresult.1.CheckYourNetworkCheckthatyouhaveanIPaddress.OnaPolycomunityTheIPaddressisshownatthebottomofthedisplaywhentheunitfirstbootsup.OnaTandbergyouwillseetheIPonthetopleft.AnIPaddresshastheformnnn.nnn.nnn.nnn,IfyoudonothaveorcannotseeanIPaddresstryswitchingtoanothernetworkportortalktoyournetworkadministrator.2.CheckYourPrimaryCameraCheckthattheprimarycameraispluggedintothecorrectportandyouaregettingaloopbackimageonthescreen.3.CheckYourSecondaryCameraIfyouareusingasecondarycamera,switchovertoitandcheckthatyouaregettingaloopbackimage.4.CheckYourPCIfyouareplanningtousecontentsharingfromanexternalPC,thenyouMUSTcheckthatitisworkingbeforehand.Thereareseveralthingsthatcangowronghere!Makesureyouarefamiliarwiththeinsandoutsofswitchingyourcomputerfrommirroredorextendeddisplaymodesandcheckthatyouhavealltherightsortofconnectorsavailabletoconnecttoyourv/ccodec.ExactlyhowthisdoneissomethingthatIcansaveforanotherarticle5.LightingThisseemslikeanobviousone,butyoushouldkeepinmindthatacameradoesnotperceivelightexactlyasthehumaneyesdoesandlowlightlevelscantranslateintoafuzzyorgraininglookingimageattheremoteend.Converselyhighlightlevelscancausetheimagetolookgreyorcolourless.Criticallyreviewthelightingandcheckviacameraloopbackthatthelightingisnottoodarkandnotwashedout.Thereshouldbeanicecontrastbetweeneachhalfofthefaceandskintonesshouldlooknaturalforonscreentalent.6.MakeaTestCallOnceyouhavetestedtheabovemakeatestcalltoanotherv/cunit,andtesteverythingagainfromsteps1-5.7.Testthesound

Finally,whileonthetestcallconfirmthatthereistwowayaudio.Thesoundshouldbeloudandclearandnotdistorted.Rememberyoucanalwayshaveav/cwithoutthepicture,butyoucan’thaveonewithoutthesound!AnothergoodideaistouseaservicelikeVTCCallBack(http://vtctest.pointsofdata.com/)Usingthisyoucanmakeatestcallanditwillcallyoubackandcheckyourvideoandaudioisworking.Trytoplanthetimeittakestodothisintoyoureventschedule,Iwouldrecommendthatyouallowyourselfatleast15minutesforthebasiccheckswrittenabove,longerifyouhaveamorecomplexsetup.Ifyoumakeagoodhabitofrunningthroughthisbeforeeveryeventyouwillsaveyourselfalotofheartacheinthelongrun.Retrievedfrom:http://www.virtualexcursionsaustralia.com.au/video-conference-checklist/

AppendixD:ReferencesLiteratureReviewsBoyd,N.,O’Riain,H.,James,A.(2008).MuseumofLondonVideo-conferencingResearchReport.MuseumofLondon,London,England.RetrievedonFebruary6,2015fromhttp://visitors.org.uk/wp-content/uploads/2004/01/MoL-Video-Conferencing-Final-Report-April-2008.pdfNewsome,B.(2013).TheNorthernDistrictsEducationCentre(Sydney)ChurchillFellowshiptoInvestigateBestPracticeinScienceEducationviaVideoConferencing–Canada,USA.Retrievedfromhttps://www.churchilltrust.com.au/media/fellows/To_investigate_best_practice_in_science_education_B_Newsome_2013.pdfWarry,E.(2011).Developingavideo-conferencingmodelforinvestigatingBritishArchaeologyinschools.UCLInstituteofArchaeology,London,England.RetrievedonFebruary6,2015fromhttps://www.britishmuseum.org/pdf/Classroom%20CSI_Elizabeth%20Warry.pdfWelch,GregW.,Hawley,LeslieR.,McCormick,C.(2013).BridgingtheGap:ExpandingAccesstotheVisualArtsthroughDistanceTechnologyCrystalBridgesMuseum.Retrievedfromhttp://distancelearning.crystalbridges.org/wp-content/uploads/pdf/Report.pdfWebcastsDistanceLearningSummit:AmonCartercasestudy(2013),CrystalBridgesMuseum,Bentonville,Arkansas,USA.https://www.youtube.com/watch?v=hOtem25lhKc&index=3&list=PLgwvJx_aihhBDP7BSXPGsdJ449xFFYY_GDistanceLearningSummit:SmithsonianAmericanArtMuseumcasestudy(2013),CrystalBridgesMuseum,Bentonville,Arkansas,USA.https://www.youtube.com/watch?v=4trCgiWrFzI&index=7&list=PLgwvJx_aihhBDP7BSXPGsdJ449xFFYY_G&spfreload=10EducationalVideoConferencingBestPractice:OZeLIVE2015.RetrievedonSeptember21,2015fromhttps://www.youtube.com/watch?v=7xiQj9zDM_gWebsitesScienceoutreachontheroad.https://bennewsome.wordpress.comVirtualExcursionsAustralia.http://www.virtualexcursionsaustralia.com.au

AppendixE:ProfessionalConsultations1. CanadianAviationand

SpaceMuseum• KimReynolds,Educationand

InterpretationOfficer

• October16,2014

2. CanadianMuseumofNature

• AnneBotman,Head,ContentDevelopment

• GillesProulx,NatureSchoolProgramsProjectLeader

• September15,2015• September21,2015

3. ClevelandMuseumofArt

• DaleHilton,Director,TeachingandLearning

• July21,2015

4. DenverMuseumofNatureandScience

• GiannaSullivan,DistanceLearningCoordinator

• August14,2015

5. NationalGalleryofCanada

• • September2015

6. RedpathMuseum • IngridBirker,ScienceOutreachAdministrator/PublicEducationProgram

• October23,2014• August18,2015

7. RoyalBotanicalGardens(RBG)

• KarinDavidson-Taylor,EducationOfficer

• July15,2015• September8,2014

8. RoyalTyrrellMuseum

• MeganMcLauchlin,DistanceLearningCoordinator

• JillianSteele,DistanceLearningEducator

• JasonMartin,DirectorofOperationsandFinance

• September15,2014• September17,2014• July14,2015• July17,2015


• RebeccaFulcher,VideoconferenceScheduler

• PegKoetsch,DistanceLearningCoordinator

• July31,2015

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