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Audio and Web Conferencing

Category: Voice

​Effectively used, the audioconferencing options available to State employees are very cost-effective. BCCS telecommunications services are available to all state agencies, boards, commissions, universities, offices of the Illinois House and Senate, and Constitutional Officers.

Station Dial Conference Calling: (6 Participants- or less)

"FREE" feature available on phones in Springfield, Collinsville, and Chicago/Franklin Centrex (773, 814, or 872 Area Codes.) For Station Dial Conference Calling Instructions for Centrex Users

The host direct-dials to connect up to five land and/or cell phones. If calling and connecting to parties also on Centrex, there is absolutely no charge for any connections. If calling local exchanges outside Centrex or any long distance numbers, the host will pay only the applicable local calling rate and/or applicable long distance rate (approximately $0.03 per minute) for each participant.

Audioconferencing:
An audioconference, also known as a teleconference, links participants by telecommunications on a voice conference bridge. Parties are assigned a telephone number to dial in to the conference bridge and, for security purposes, enter an assigned passcode to be joined into the voice conference over the Public Switched Telephone Network. Toll-free call in and caller-paid dial in options are available in addition to numerous advanced special features.

Webconferencing:
The audioconferencing contract also provides for webconferencing (also known as web-casting) that allows users to collaborate with other participants. Joined online and in real-time, all participants have access to document, application, and desktop sharing features to exchange spreadsheets, illustrations, text documents, and other presentations.

Benefits of Audio and Webconferencing
:
State agencies recognize multiple benefits from using audio and webconferencing:
  • Large numbers of participants in multiple locations can simultaneously be provided information and hold discussion
  • Travel time and expense can be greatly reduced
  • Rapid set-up and availability of stand-by 24 x 7 conference bridges allows for emergency meetings and response in emergency situations
  • Participants can experience team-building without restriction on time and location

Rates

Service Categories

AT&T Services

Unit of Measure

Service Rate

General

Toll Free Auto Dial-In or Caller Paid Auto Dial-In Access Per minute per participant

$ 0.03

General

WebEx Per port used

$ 0.14 Per Minute + Any Applicable Audio Conference Fees

General

Operator Faciliated
(Operator Announces & Joins Callers)
Per minute $ 0.11

General

Operator Dial-Out
(Operator Calls & Connects Participants)
Per minute

$ 0.21

General  Conference Over 125 Participants Special Package Rates Apply
Pre Conference RSVP Pre-Registration Per connection $ 2.20
Pre Conference RSVP Pre-Registration Per connection $ 2.20
Actice Conference Electronic Polling & Voting  Per connection  $ 2.20
Active Conference Moderator Q & A Per connection $ 2.20
Active Conference Translations Per connection $ 3.85
Post Conference Transcription Per 15 minutes $ 55.00 
Post Conference Cassette Recording  Per 60 minute cassette $ 22.00 
Post Conference CD ROM Per CD
(up to 60 minutes)
$ 60.50
Post Conference WAV File Per file
(up to 60 minutes)
$ 55.50
Post Conference Digital Tape Replay Per minute $ 0.25
Note 1: All rates rounded up for ease in estimating costs.  Agency bills include fractional charges.
Note 2: All rates subject to applicable taxes and fees.

* For more information on BCCS Service Rates please contact Ted.Hasara@illinois.gov

What is Included?

Standard Offering

  • Reservations can be made 24 x 7 x 365 via phone or Internet
    • Operator assisted conferences can only be made via telephone
  • 24 x 7 x 365 audioconferencing and webconferencing availability
  • Instantaneous bridge availability, per minute rates apply
  • Toll-Free and Caller-Paid dial-in options
  • Non-operator-assisted bridges
  • Bridge reservations available for dedicated/stand-by 24 x 7 x 365 use and one-time only use
  • Accommodation of up to 125 participants
  • Host touchtone commands to control added features
  • Assigned bridge and pass code numbers for secure connections
  • Station Dial Conference Calling Instructions for Centrex Users

Non-Standard Offering

  • Accommodation of 126 to 200 participants requires AT&T Conferencing Center assistance, call duration up to 24 hours.
  • Instantaneous bridge availability, additional per-minute rates apply
  • CD and/or cassette recording
  • Digital tape replay
  • Electronic polling and voting
  • Moderator Q&A
  • Operator facilitated bridges (operator announces and joins callers)
  • Operator dial-out bridges (operator calls and connects participants)
  • Participant list
  • Transcription
  • Translation
  • Web-EX (web conferencing)
  • Hosting over 200 participants

What Should You Expect?

  • Instantaneous service activation for bridges with under 125 participants
  • Allow extra lead time for activation for bridges over 125 participants
  • Special arrangement with provider will be needed for calls over 200 participants
  • Conference Specialist available for troubleshooting during calls
  • Clear audio quality
  • The CSC Customer Service Center is dedicated to providing price quotations and low-cost alternatives, and updating billing information. They also help with the analysis and development of the appropriate product and service mix to fulfill specific short and long term customer needs.
  • Integrated inventory and billing in a shared database accessible to agency Telecom Coordinators to enable service order tracking, usage reporting and billing review.
  • Agency Telecom Coordinators also receive automatic Service Bulletins announcing changes in service offerings, price, and procurement procedures.
  • Automated agency billing - included in monthly call detail provided by CMS Business Services. Audioconferencing and webconferencing charges are billed to the designated host's telephone number (as provided at the time the bridge is created).
  • A single point of contact for reporting and monitoring repair and maintenance issues through successful resolution
  • Coordination of training in the efficient use of products and services

How Can You Help?

  • For six participants or less, Centrex users in Springfield, Collinsville, and Chicago are encouraged to take advantage of the basic, no-cost conference calling feature available through the State's Centrex service (please see BCCS Telephone/Voice Service to avoid Audioconferencing costs.
  • Prepare an agenda. Reduce costs by hosting a productive and efficient meeting.
  • Advise participants in advance of the date, time, dial-in information, and planned duration.
  • Multiple users in one location are encouraged to join the conference bridge using a speaker telephone in a shared location to eliminate multiple dial-ins.
  • Ask participants to speak naturally and identify themselves while speaking.
  • Participants should "mute" their phones when not speaking.
  • Perform a routine review of billing errors, underutilized service, special features and equipment.
  • Provide a designated agency contact and related contact information for BCCS to interface with when needed.
  • Perform an annual reconciliation to ensure accurate assignment.