Conferencing RFP Questions

We work with many Audio & Web Conferencing end users who are looking to evaluate a Conferencing Service Supplier. Below you will find a list of questions and topics that may be valuable in assessing a vendor and controlling your conferencing costs.

Just to give you an example, we have been working with a customer who's negotiated rate is $0.12 with Intercall. When we conducted an invoice analysis, (total number of minutes divided by the total pre tax amount of the invoice) her rate was $0.39 per minute. The ancillary fees tripled her costs.

Through an RFP process or an informal RFI, costs can be flushed out and therefore remove any fee surprises. As part of your investigation, it should be assumed that your conferencing vendor charges for everything unless they indicate otherwise.

Best regards,

Recite Conferencing



Conferencing RFP Questions

Service
Reservationless/On Demand
Operator Dial Out
Event Calls (Operator Answered)
Event Calls using PIN codes Access
Web Conferencing
Video Conferencing
Video Conferencing Equipment
AV Integration
Streaming/Web Casting

Web Conferencing
WebEx
Netspoke
IBM Same Time Unyte (WebPro)
IBM Same Time Unyte (Web Lite)
Microsoft Live Meeting
Adobe Connect
Citrix Go To Meeting
Citrix Go to Webinar
Contex Presenter
Unified Meeting
Avaya Meeting Exchange
Ready Conference Web Meeting

Features
Online Tools
Self Provisioning
Invoice Details on line
Recording
Downloadable recordings
CD Copy of Recording
Soft Copy of Recording
Touch tone Audio commands
Post Conferencing email call summary
Security features
International Toll free Access
North American Toll Free Access
Wallet Cards and Welcome Kits
Welcome Kits
Maximum Number of Participants
Languages offered
24/7 support
Paper Invoice
Electronic Invoice (PDF version)
Billing by Second or Minute
Transcription
Participant List

Ancillary Fees
Moderator Set Up Fee
Unused Line Fee
Participant List
Scheduling Fee
Cancellation Fees
Conferencing Fees
Unused Moderator Fee
Paper Invoice Charge
Communication Line
Wallet Card
Recording
Download of recording
Call Minimums
Leaderview or Event Call Viewer
Custom Bridge Prompts
Set Up Fees
No Show Fees
Any other fees not specified here
Archived Call Fees
Archived Call Extension Fees
Archived Call Participant Lists
Event Call Participant Details
Event Call Participant Verification
Transcription
Streamed Audio

Contracts & Agreements
Minimum Commitments
Contracts
Contract Penalties
Auto renewal
Company Information
Where is the Customer Service Call Centre Located?
Is the Universal Service Fund (USF) applicable? (9.5% to 11.75% U.S. FCC charge)
Where would my Account Manager be located?
Will my account have a dedicated Account Manager?
What Taxes will I be paying?
What type of Conference Bridges are used? (ensuring a carrier grade bridge is being used. You may also want to know if it is a VOIP bridge or regular phone lines)

Bridges located in the United States are subject to the USF fee as well as the Patriot Act laws. This may or may not be relevant to your business. The Patriot Act seems to be of concern to foreign government agencies and not relevant for most other organizations.

If you have any questions on why we raised some of these questions, please feel free to contact us.