Audio Conferencing

MeetingZone offers a choice of audio conferencing services designed to make your electronic meeting experience simple, easy and cost effective. MeetingZone has multiple service locations in North America and its primary call centre near Oxford. All service delivery equipment is housed in separate secure data centers with full redundancy between centers. Each location benefits from dual routed network and power supplies. For resilience locations shares the same customer database, providing a full disaster recovery facility in the very unlikely event that one of the centres goes down.

With your MeetingZone account you can:

There are a few conference call companies, but we consider ourselves to be, 'The conference call people!'

So what makes us so confident about that statement? Simply put, we believe that our service beats all others for ease of use and customer satisfaction. Here's why...

Host conference calls without the need to pre-book

MeetingZone lets you make your conference calls whenever it suits you - no need to book. The state-of-the-art technology we have designed at MeetingZone means we have done away with the old-fashioned restriction of having to book conference calls in advance.

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Use the same dial in number and access codes for every call you make

MeetingZone gives you one, permanent conference call phone number. Many companies want you to use a new phone number and access code for each and every conference call. We think that is confusing, so we give you your own number and access codes that are always there for you, each and every time you want to make a conference call. It is very convenient and we call it your MeetingSpace number. As your MeetingSpace number is always the same, we can personalize the welcome prompt, so your participants hear your company name announced when they join your conference.

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Cost effective flat rate across North America

You only pay for the calls you make – it’s as simple as that. With MeetingZone, there are no hidden charges. It is free to open an account and you can add additional users at no extra cost. We offer highly competitive pricing, with a choice of dial in numbers (800, local and international toll and toll free) and offer a flat conference rate across North America. On average our charges are 30-40% less expensive than our competitors.

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Click to Conference dial out option

Click to Conference is an effortless, alternative way for your conference participants to join your conference. Rather than the conventional way of dialling your MeetingSpace number and entering your participant AccessCode, all they do is click on your Click to Conference link. This will take them to a screen where they will be asked to give their contact details together with the telephone number of where they want to be called. Our system will then automatically dial out to them and place them into your conference.

Please note: Click to Conference is not a standard account feature. To activate this on your account please contact us or you can request this yourself in the Members Area under Audio Conferencing, Conference Control – Conference Options and check the box Activate Host Conference Control.

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Conference viewing and control online

These are a powerful set of conference tools that allows you to control your conference call live via the member’s portal. From here the conference host can activate Participant Conference View so conference participants can view the conference, request an Operator, record the conference, lock the conference, dial out to add participants into the conference and use the Conference Chat feature.

Please note: This is not a standard account feature. To activate this on your account please contact us or you can request this yourself in the Members Area under Audio Conferencing, Conference Control – Conference Options and check the box Activate Host Conference Control.

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Use MeetingZone EVENT for your high profile conference calls

MeetingZone EVENT provides a fully managed professional audio and web conferencing service that can be tailored to any size of event, whether it be for investor relations calls, press and analyst briefings, internal training requirements or company announcements.

Our service delivery team are highly trained and experienced in the management of executive level events and the services which can be undertaken are as follows:

Custom web based event registration service
Personal answering of all callers if required
Capturing participants details
Rapid participant list production
Automated conference entry or operator assisted
Operator moderation of the conference including participant count, conference start announcement, introduction of speakers etc.)
Mode control (presentation mode/interactive mode)
Operator dial-out to other parties
Live conference viewing to the client using Participant Conference View
Control line coordination
Web delivered PowerPoint presentations (operator managed or client managed)
Management of Q & A sessions
Voting
Digital conference recording - supply of conference recording in either wma, CD or cassette format
REPLAY Service - separate dial-in number for attendees who could not attend live, to listen in to the meeting later. The system allows the listening party to control the recording from any touch tone telephone in a similar way to accessing a voicemail.
Fast transcription and translation services
Meeting administration services
Choice of national and international toll or toll free access

Next time you need to arrange a high profile conference call, let MeetingZone be your partner of choice.

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Book Legal conference calls

MeetingZone offers a range of conference call services that are perfectly tailored to the needs of the legal profession including:

Case management calls
Tribunals
Easy booking by email, phone or fax
Instant web based call scheduling and matter number capture
Dial out service to solicitors and judges
Conference recording
Transcription service
Operator assistance anytime throughout call
Itemized billing
No minimum charge

Many top law firms around Europe are already enjoying the benefits of MeetingZone’s legal service and have typically found they have made significant cost savings due to our advanced itemized billing capabilities.

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Schedule instant one-off conferences on the web

Your MeetingZone reservationless conferencing account is always available to use at anytime without the need to schedule the conference in advance. However as an account holder you can also schedule one-off or regular repeating conferences in the members area of our website, using your existing dial in number but generating separate access codes. You can assign a name or matter number/cost code to the conference for easy identification on your monthly bill and notify your conference participants of the meeting by email and SMS. These one-off conferences are ideal for project group meetings or if you require additional conference security for calls of a highly sensitive nature.

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Record, playback, download or stream your conference

As a MeetingZone account holder you can record your conference by pressing #7 while on a conference call and following the audio prompts. All conference recordings are automatically uploaded to the members area of our web site where there are a number of options available to you:

Download
This will download your recording to your PC. The default file format is Windows Media Player - .wma
Upload This allows you to upload any audio file of your choice from your local PC and save it in your recordings list in the members area on the website. When this option is selected, the recording file will appear at the top of your recordings list in red, indicating that it has automatically been activated on the REPLAY service for 7 days.
Request CD or Tape Copy
This will request that a copy is sent to you in 2 working days. A dialogue box will ask you how many copies you require and to confirm your address. This information will be emailed to our Customer Service team with a copy to you also.
Request Transcription
This will order a transcription that is sent to you in 2 working days. It will be a MS Word document transcribed from the recorded audio file.
Set up Streaming Session
This will enable the host to create the capability for anyone to visit an area of our website to stream the audio of the selected conference. When selected, this option returns the URL that your participants need to go to and the reference number for the recording chosen.
Set up REPLAY Recording This will allow you to create the capability for anyone of your choice to dial into the REPLAY service to hear your recorded audio conference or specific message address live through their telephone. When selected, this option returns the dial in details to access the service. All you then need to do is send these details together with your participant AccessCode to the people you wish to hear your recording. Participants can then dial in at any time to hear the recording at their leisure. The default is for the recording to be available for 7 days, but you do have the option to extend this is you require. In your recordings list, the recording that is currently active on the REPLAY service is highlighted in red. Once the REPLAY period has expired, the conference host will automatically receive an After REPLAY Email which gives details on how many people accessed the recording, the time and date of access, the length of time they listened to it and the cost.
Erase Recording
This will permanently remove the recording from the system. Please note that all recordings are automatically deleted after 6 months, so don’t forget to download your recordings, if you need a permanent copy.

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Send emails and SMS’s to help manage your meeting

Text messages have become a great way to communicate fast and snappy notes and news to people on the move. To make your life easier MeetingZone has its own web based text message system in the members area of our website. Now any MeetingZone account holder can send text messages from their normal PC and keyboard without trying to find the right letters on the phone keypad. Setting up conference calls or sending out meeting reminders has never been easier! You can log onto MeetingZone and send single messages or broadcast the same message to a group. Simply select the contacts you want to email or SMS from your Contacts Database. We have even added a button that automatically inserts your MeetingSpace numbers and codes when inviting people to join your conference.

Additionally in the members area of our website, you have the ability to send out meeting invitations and reminders by email. Your conference dial in number and access codes are automatically inserted for your convenience.

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See information real time on your conference usage and billing online

MeetingZone has the most advanced billing system in the industry today allowing account holders to see the details of their usage on the web within minutes of their call finishing. The core principle of the billing system is transparency, meaning that the customer sees all the information used to create the bill, down to individual call legs.

Each account holder can create their own hierarchy for billing and reporting purposes and accounts can be grouped into departments or companies, allowing a multi-level view of an organization’s usage.

Within an organization’s hierarchy, bills can be paid at any level – so invoices can be generated per user, by cost centre, by country or rolled up to a single corporate bill, or any combination. Similarly, reporting can take place at any level in the hierarchy providing real-time reports of usage.

Invoice presentation is via the web and by email of a PDF invoice. From the web, the invoice can be sorted or filtered for more detail. It can also be printed or downloaded. All records of usage and billing are held on the web site, so it is possible to view past invoices and see a trend history to account level. If you really want paper bills, we are happy to do this but there will be an additional charge for this service.

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After call email summary

As an additional security feature, our optional after-call email will automatically be sent to the email address given when the account is opened. This provides a record of every time your account is used. The detail will show the time and date of the call, the call duration and the number of participants in your meeting including their telephone number, if available. It will also show the total conference duration. This can be turned off, if requested.

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Change user preferences online

Your MeetingZone account is set up with a number of default conference options, for example name record on conference entry, call ends on host hang-up and allow host recording. Account holders can change these settings to suit their personal requirements in the members area of our website.

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