Frequently Asked Questions Regarding Using
Lightyear Conference Calling
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What are the procedure and notice requirements for reserving a conference call ?
Simply dial 1-800-782-3330 24 hours per day to schedule or initiate a conference call. The Lightyear conference calling representative will ask you to provide your Lightyear account number (generally your main billing telephone number which is listed on Lightyear monthly statement, if unsure call us at 502-721-9690 or 800-320-6829 or call Lightyear customer service at 800-491-0148 to get your Lightyear account number), date, type of conference call desired, time of call, and any special instructions or optional services desired. After the initial contact is made, we database your information and will fax back a written confirmation of your order if requested.[Back to Lightyear Conference Calling FAQ Table of Contents]
Advance notice is not required, but recommended for conferences of 20 or more parties. Our ability to handle on-demand conference calls for daily business meetings is one of the hallmarks of our service. Advance notice is recommended, however, for conferences involving large groups to provide us with an opportunity to discuss your special needs and offer suggestions in advance of the meeting. [Back to Lightyear Conference Calling FAQ Table of Contents]
What is your policy on allowing last minute additions or deletions?
We have never turned away a participant. Additions can be made even after a conference call is in progress. Simply call the reservation number and let the operator know you would like to add additional parties. The operator will ask the name of your company and the name of the Host to identify the appropriate call. Or the Host can dial "Q" then "0" on his/her touch-tone phone then ask the operator to connect additional parties. Alternatively, you are never penalized for deleting parties at the last minute. For calls under 200 participants we do not charge overbooking or cancellation fees. [Back to Lightyear Conference Calling FAQ Table of Contents]
What type of operator assistance is available during a call?
There are two options. Continuous monitoring is available upon request whereby the operator will actually listen to the audio quality and take verbal cues from the Host. The operator can be very involved in the meeting or can remain in the background. Typically, full-time operator assistance is requested from customers that use our queuing or polling services where full-time operator assistance is necessary for a smooth-flowing call. We use state-of-the-art conference technology which controls and balances the quality of each line to offer consistent sound quality. Thus, it is not necessary for an operator to actually listen to the call. If assistance is needed, the operator is available by depressing the "Q" then "0" on your touch-tone phone keypad. Anyone on the call can request operator assistance. The operator will enter the meeting and offer assistance within 10 seconds of the request. [Back to Lightyear Conference Calling FAQ Table of Contents]
Operators only monitor at the request of the customer. Our reputation as a service bureau is on the line. We understand that in today’s business environment, most meetings involve sensitive information and our operators respect that. If you feel more comfortable, we can implement a passcode procedure, clearance list, and conference lock-out, whereby the parties on your call must provide the correct passcode in order to be admitted to the meeting. [Back to Lightyear Conference Calling FAQ Table of Contents]
On a Dial-Out Operator Assisted call, we typically start calling the parties approximately five minutes prior to the start of the meeting. Unless specified otherwise, we connect all parties to music, dial the Host and then connect the parties together. We can conduct a roll call to assure the Host that everyone is listening. This roll call is available upon request only. Another option involves adding the parties to each other as we contact them. This allows them to converse before the meeting formally begins. This method is recommended only for calls involving ten or less locations, because it becomes more difficult to organize the discussion with frequent interruptions as parties are connected.
On a Meet Me (1+ Meet Me or 800 Meet Me) call, we suggest the parties dial into the meeting five minutes before the scheduled start. They are greeted by an operator and they can either be put into an interactive mode or can listen to music until the Host is ready. Lightyear should also point out that we take pride in our ability to tailor our routine procedures to meet your needs and always encourage you to share your special needs with us. [Back to Lightyear Conference Calling FAQ Table of Contents]
When a party disconnects, a tone sounds at the operator’s terminal and an icon on our computer screen flashes to indicate which party has dropped from the call. If the call was set up as a Dial-Out Operator Assisted call, we will immediately redial the party to determine if the disconnect was deliberate. On Meet Me (1+ Meet Me or 800 Meet Me) calls, we will wait until the party dials back in. If redialing is important to you on calls that were initiated using the Meet Me service, then you can provide us with back-up phone numbers to use for reconnecting dropped parties. [Back to Lightyear Conference Calling FAQ Table of Contents]
Currently, our operations center is one of the largest of private providers. If you are concerned about our capacity, that is better answered by finding out more about your needs. Our capacity to handle large calls is dependent on the time of day that you would like to conduct your call, the service features that you require and the operator support necessary for the successful handling of your meeting. [Back to Lightyear Conference Calling FAQ Table of Contents]
How many different applications are there for audio teleconferencing?
Audio teleconferencing can have several applications across many fields of work. You can use it for coordinating single functions across many departments, tracking expenditures, and sharing ways to lower the costs of doing business. If you are in the business of finance a conference with interested investment firms can be hosted by the CFO of the firm to review results and field questions about the financial health of the company. In marketing, presentations can be given to employees in the field about new advertising programs or product announcements. The applications for audio conferencing can be endless. [Back to Lightyear Conference Calling FAQ Table of Contents]
