If you can avoid travelling, by utilising virtual software, you can reduce carbon emissions, and gain time to spend on other activities.
Video-conference facilities for vivas and interviews
UCL operates a centrally managed Video-Conferencing room, located at South Wing Room 1.13 (Video Collaboration Suite). This room holds up to 6 people. Visit ISD page on video conferencing for more details. This is a great facility for conducting interviews and vivas remotely, with high quality audio and visual connection.
Microsoft Teams for collaboration meetings
UCL has adopted Microsoft Teams, which allows collaboration though online virtual video and telephone meetings, instant messaging, and sharing of documents. The Teams platform is available in different formats at UCL:
On your desktop/laptop Teams application is available on staff laptops and computers, allowing messaging, telephone and video calls, document sharing and more.
Small rooms Teams application can be utilised in rooms by connecting with room PC or own laptop and using Team software.
Larger rooms Larger rooms will be enabled with full Teams Rooms setup. The Teams application is embedded into the room AV, allowing users to start meetings with one touch, experience rich HD audio and video, and share content with the room and remote participants easily.
You can invite anyone in the world to have a Teams meeting with you – even if they don’t have a Microsoft account.
Visit ISD page on Microsoft Teams for information and guidance on getting the most from Teams.
Delivering keynotes remotely
A number of UCL researchers are now recording their keynotes and other lectures instead of travelling. You can follow the pre-recorded speech with a live Q&A over Teams/Zoom.
UCL’s Media Production team can record your speech at UCL and produce it into a professional video, which can not only be used for the conference but also means more people can see the lecture later. Videos can be hosted on the UCL Media Central allowing you to decide who can access the content.
Costs for filming and producing a video are in the region of £180, which can be charged to the conference organiser in lieu of travel expenses. You can see a few examples here:
Or you could create a more dynamic video to illustrate your subject matter e.g.
Invite speakers to give talks remotely
When asking an external speaker to present at UCL, consider whether this could be done remotely perhaps with a pre-recorded presentation followed by live Q&A over Teams/Zoom. Their talks could be broadcast to audiences around the world, if the speaker is willing.