Service Description

Provide a fully managed and supported high quality videoconferencing service to allow one to one or multiple site meetings or events to take place across the world potentially reducing travel needs and costs for users.


  • On-site technical assistance prior to and throughout your conference
  • A low carbon method of meeting
  • Allows individuals or groups at many locations to connect for meetings
  • Sharing of electronic information (dependant on facilities available at far site)


University staff and external clients.

Service Hours

Consultation and advice: 08:30-17:00, Monday to Friday, excluding University closure periods.

Facility use: 24 hours a day, seven days a week, by consultation and booking.

Level of Service

We test connections with remote sites where applicable to ensure connectivity and quality of audio and video prior to a booked videoconference.

Support and Documentation


Additional support is available via (x6633) or the IT Service Desk on 5999 or

All incidents relating to this service will be handled according to the Incident Management and Major Incident Management processes.

Request Process

To book the videoconferencing facility:

  1. Complete the web appropriate web form:

Requests for any other aspect of the service should be made using or via the IT Service Desk on 5999 or

All requests relating to this service will be handled according to the Request Fulfilment process.

User Responsibility

All bookings must be made using the appropriate web booking form.  We are unable to accept bookings made using any other method.


Videoconferencing services are provided free of charge to Newcastle University staff requiring the use of the facilities for legitimate University business.

Please note that ALL requests outside of core working hours are subject to resource availability


Videoconference calls made using ISDN will incur call charges regardless of whether it is for University or external customer use.

Call charges within the UK of £7 per hour (2 channel) and £20 per hour (6 channel).  Charges outside the UK are available on request.


Please note that internal videoconferencing events take priority and that ALL requests outside of core working hours are subject to resource availability

Charges start from £80 per hour (excludes non-returnable booking fee) + call charges.

Out of hours charges are as follows:

  • Mon-Fri 17:00 – 00:00 @ £125 per hour.
  • Mon-Fri 00:00 – 08:30 @ £160 per hour
  • Sat/Sun @ £160 per hour.

All videoconferences have a minimum one hour fee but a minimum two hour fee is charged for our out of hours service between 00:00 – 09:00 and anytime at weekends.

A non-refundable booking fee of £24 (inc VAT) is required for all videoconferences, this fee covers initial setup and testing with other UK sites (call charges will be added for ISDN sites outside the UK).

Payment of the booking fee can be made by telephoning 0191 208 6633 or emailing

A cancellation fee will also apply for any cancellations with less than 48 hours notice.

Cancellation fees are:

  • Under 48 hours = 50% of booked facility
  • Under 24 hours = 100% of booked facility