Meeting Room Conferencing - FAQ's

Meeting Room Conferencing allows users to hold GovTEAMS meetings using their agency’s existing video conferencing facilities.

Where can the trial request form be found?

Please visit this link and complete the form: Join the trial

How do I know if Meeting Room Conferencing will work for me?

Meeting invites created by users from participating agencies will have an option of “Join with a video conferencing device” included at the bottom of the meeting invite as shown below.

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When I join a GovTEAMS meeting via video conferencing, where is my data stored?

All data is channelled and hosted in data centres located in Australia that are IRAP (Information Security Registered Assessors Program) assessed.

How do I join a GovTEAMS meeting via the video conferencing equipment in the meeting room?

There are several ways to join a GovTEAMS meeting using video conferencing equipment. Please visit the “How to join a video conference using Meeting Room Conferencing” page.

I cannot connect to the meeting via video conferencing, who do I contact?

Your agency’s internal IT team should be able to assist. If they are unable to assist, please raise a ticket through the contact us page.

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When should I use video conferencing in GovTEAMS?

We recommend using video conferencing in GovTEAMS when multiple people want to attend a GovTEAMS meeting from a meeting room that is equipped with third party video conferencing equipment like CISCO, Poly or LifeSize.

I have Cloud Video Interoperability (CVI) in my organisation, will that work?

Meeting Room Conferencing in GovTEAMS is a Cloud Video Interoperability (CVI)  solution, so it should work seamlessly.

I do not have access to the Microsoft Teams app on my laptop or my phone, can I still connect to the meeting using video conferencing?

We recommend you use video conferencing in GovTEAMS when multiple people want to connect to a meeting as a group from a single meeting room location. However, there is nothing stopping an individual using a meeting room on their own if other options are not available.

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Can I connect to a GovTEAMS meeting using any video conferencing equipment?

Any video conferencing system that is “standards based” on SIP and H.323 protocol will work. If you are unable to connect, please check with your agency’s internal IT team/Unified Communications team.

I don’t have a touch display or panel to dial in to the video conferencing meeting, how do I connect?

If your meeting room does not have a touch display or panel to dial in, you cannot connect to a GovTEAMS meeting without your laptop. Your laptop will need to be plugged in to the system using either HDMI or the USB port from your AV equipment. You can contact your agency’s internal IT team/unified communications team for assistance.

I have a video conferencing ID number from a previous meeting. Can I use the same number?

Video conferencing ID numbers are generated with a unique number for each meeting. This number will only be valid for the duration of the meeting and cannot be used to dial into a different meeting.

I have used video conferencing multiple times and would like to provide feedback, who do I contact?

As this is a trial, we would love to hear from our users. Please feel free to provide your feedback using the Feedback form.

Attendees of my GovTEAMS meetings cannot see the video conferencing instructions to dial in. What do I need to do?

Video conferencing in GovTEAMS is currently being run as a trial. Users from participating organisations will have video conferencing instructions included in the meeting invite. If you want your agency to participate in the trial, please visit this link and complete the form: Join the trial

The video quality when connecting to video conferencing is very flaky. Who do I report this to?

Video quality can be impacted for a variety of reasons. The trial’s primary aim is to help gather feedback from participants so we can improve the service to meet your needs. If you are experiencing any issues please let us know by completing the Feedback form.