Telephone Conference Calls -
Frequently Asked Questions

• What types of conference calls are available to the U-M community?
  
• What is an Operator Assisted Conference Call?
  
• What is a "Meet Me" Conference Call?
  
• How can I decide which type of Conference Call is more appropriate for a certain conference?
  
• What information do I need to have prepared before I schedule an Operator Assisted Conference Call?
  
• What do I need to schedule a "Meet Me" Conference Call?
  
• Who do I contact to schedule a conference call?
  
• When can I call to reserve a time for a conference call?
  
• When can I hold a conference call?
  
• How far in advance should I schedule a conference call?
  
• How much does it cost to conduct a Conference Call?
  
• Is there a fee if I cancel a Conference Call?
  
• If the operator calls one of the conference call participants and he/she doesn't answer, will they be charged? Will the operator contact them again?
  
• What happens if we run out of time during a "Meet Me" Conference call?
  
• How can the participants improve the protocol of their meeting during a conference call?
  
• What can the participants do to help insure that their conference call runs smoothly and on time?
  

We currently offer two kinds of conference calls: Operator Assisted Conference Calls and "Meet Me" Conference Calls.

What is an Operator Assisted Conference Call?

Operator Assisted Conference Calls are conducted with the help of the University Operators. They assist you with carrying out the conference calls by connecting 3-30 parties to a single phone call. The phone numbers may be University numbers, long distance numbers, overseas numbers or any combination of these.

What is a "Meet Me" Conference Call?

"Meet Me" Conference Calls are dial-in teleconference calls where all participants dial in to a single number. This service provides flexibility by allowing participants to call from any telephone to the conference number.

"Meet Me" Conference Call features include:

1. Makes calls secure by using password access.
2. Automated voice introduction when entering or exiting a call.
3. Easy to use 1-800 number option.

How can I decide whether a "Meet Me" Conference Call or Operator Assisted Conference Call is more appropriate for a certain conference?

Explanations of both types of calls and the costs associated with them are detailed on the Conference Call Rates page. Looking at the differences should make your decision easier.

What information do I need to have prepared before I schedule an Operator Assisted Conference Call?

In order to schedule, you should be prepared to provide:
1. UM chartfield billing information
2. The name and number of a contact person in case of problems with the call
3. The names and numbers of each participant
4. Date and time of call

What do I need to schedule a "Meet Me" Conference Call?

1. UM chartfield billing information
2. The name and number of a contact person in case of problems with the call
3. Date, time and duration of call
4. Number of participants in call
5. If using the toll free line, the number of callers who will be using the toll free line

Who do I contact to schedule a conference call?

To schedule a conference call, telephone the conference operator at 763-1117 or you may fax the information to 763-6042. if the information is faxed, please call the conference operator number (763-1117) to confirm that it has been received.

You may also use the online forms:

Operator Assisted Conference Call Form
"Meet Me" Conference Call Request Form

Please submit the online forms at least 48 hours before your conference call is scheduled to take place.

When can I call to reserve a time for a conference call?

Customers may call to schedule conference calls between 8:00 a.m and 4:00 p.m., Monday through Friday.

You may also schedule a conference call 24 hours a day using the online forms:

Operator Assisted Conference Call Form
"Meet Me" Conference Call Request Form

Please submit the online forms at least 48 hours before your conference call is scheduled to take place.

When can I hold a conference call?

Operator assisted conference calls may be conducted any day of the week between 8:00 a.m. and 4:00 p.m.

A "Meet Me" conference call can be scheduled for any day of the week and for any time of day. There is a two hour maximum time limit for "Meet Me" Conference Calls.

How far in advance should I schedule a conference call?

You may schedule an Operator Assisted Conference Call up to two weeks in advance. We ask that you schedule Operator Assisted Conference Calls in advance if at all possible. Also, if there are changes to the scheduled call we would appreciate it if you would notify us of these changes, including cancellations. "Meet Me" Conference Calls may be scheduled up to 2 months in advance. There is a $10.00 charge for any scheduled conference cancelled within 24 hours of the scheduled call.

How much does it cost to conduct a "Meet Me" Conference Call? How much does it cost to conduct an Operator Assisted Conference Call?

For Operator Assisted Conference Calls, billing charges include a $5.00 set up fee, $1.00 charge per phone number connected to call, and any long distance charges. Local calls will be charged at the current U-M local call rate. The "Meet Me" Conference Call service has a $3.00 set up fee and $1.00 per port fee, plus a flat rate of $0.10 per minute per 1-800 caller, if using the 1-800 option.

Is there a fee if I cancel either one of the conference calls?

Yes, there is a $10.00 charge for any scheduled conference cancelled within 24 hours of the scheduled call.

If the operator calls one of the conference call participants and he/she doesn't answer, will they be charged? Will the operator contact them again?

There is no charge if the phone is not answered. However, if the phone is answered electronically (voice mail service or answering machine), there will be a charge for the connection while the operator leaves a message. The operator will call again if the conference organizer has requested multiple attempts to reach participants be made.

What happens if we run out of time during a "Meet Me" Conference Call?

A "Meet Me" Conference Call is scheduled with a specific time limit. Please make sure and schedule enough time for your conference call. Participants will hear an automatic warning with 10 minutes left in the call. If it appears that your conference will not be completed during the scheduled time you should reschedule the call for another time that is convenient for all participants. The call will automatically be ended at the preselected time.

How can the participants improve the protocol of their meeting during a conference call?

It is usually beneficial for each conference call group to select a facilitator who will call on people when it is their turn to talk or make a comment. Also, when you are addressing someone, use his or her name before you begin talking to avoid any confusion. Additionally, use the mute button (when you are not speaking) as a courtesy to block the background noise so it doesn't interfere with the conversation

What can the participants do to help insure that their conference call runs smoothly and on time?

• Please make sure that all participants are notified of date, time (correct time zone) and subject matter prior to the conference call.
• If a problem is experienced at anytime during the conference call, please call the conference operator at 763-1117
• If a participant becomes disconnected:

  - operator assisted call, the facilitator or contact person calls 763-1117 and ask that the disconnected participant be reconnected,

  - "Meet Me" call, the participant should redial their conference call line and enter the appropriate password.