International Telecommunication Union Remote Participation in ITU Meetings Guy Girardet, ITU, IS Dept [email protected] Presentation to UN Permanent Missions – 26 November 2012
Nov 11, 2014
InternationalTelecommunicationUnion
Remote Participation in ITU Meetings
Guy Girardet, ITU, IS Dept
Presentation to UN Permanent Missions – 26 November 2012
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Agenda
About Remote Participation Service How you can use the service
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ITU Meetings November 2012
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Protocol at ITU Meetings
Open to ITU Member States or Sector Members
Delegates are accredited by their Administration focal point
Formal rules of procedure: Chairman elected from delegates
Secretary usually ITU staff member
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Types of e-participation in ITU
Webcasting – passive (since 1998) Ad-hoc /self-service web meeting –
interactive Managed web meeting- interactive:
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Managed Interactive Remote Participation
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Support from Member States
Pilot project at request of ITU Council Working Groups (2009)
Resolution at ITU Plenipotentiary Conference (Guadalajara 2010)
Support from ITU Council 2010 / 2011
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Principle Actors and Challenges
Meeting Organizer Conference
ChairmanConference Secretary
Physical Delegates
Remote Delegates
Remote Participation Moderator
Interpreters
I’ve got enough on my plate…
Got to keep the agenda on track…
Got to help the Chair..
Don’t distract our meeting..
More complexity and headaches..
Don’t forget me…
Got to help the remote participants
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Objectives: Remote Participation Team
Preserve the security, integrity, flexibility of the ITU face-to-face meetings
Respect existing rules of procedure Allow remote participants to
participate in such a way that they complement, but do not distract, from the physical meeting
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Remote Participation Moderator
Physical representative of remote participants Ensures remote participants have access to all
meeting components (video, audio, documents, presentations)
Negotiates with chair for remote interventions Makes intervention on behalf of remote
participants Mutes/Unmutes remote participant Protects physical meeting
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A typical ITU meeting
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Remote Participation Team
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Remote Participation Moderator
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Planning Meetings
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Security Considerations
Registration Accreditation Authentication Access to Meetings Login credentials Recordings
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Logging into a Web Meeting
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Meeting Layouts
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Welcome Layout
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Speaker information
If possible, provide details when participants request the floor
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Requesting the floor
Remote participants can use the raise hand function to request the floor.
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Sharing Documents
Upload presentations and other documents to server in advance of meeting
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Carbon Savings
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Carbon savings - one delegate from Argentina: 3,299 Kg (Co2)
Total Savings for meeting: 20,000 kg of CO2 emissions.
Travel costs $35,000
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Best practice
Change Management: Change of culture, requires time, patience, advocacy, training, outreach. Applies to ITU staff as well as delegates
Choose intervention model that best fits your meeting
Adapt existing rules of procedure for remote participation
Structure your meeting with remote participation in mind.
Choose best audio option for your meeting Don’t disturb the physical meeting.
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Next Steps for ITU
Upgrade of infrastructure in ITU Meeting Rooms – cameras / multi-lingual audio
Integrated registration and authentication Better use of internet audio for contributions Processing / improving audio for multi-lingual
meetings Training Remote Participation Moderators
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Using the Remote Participation Service
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Who can use the service?
Can be used by registered delegates (Member States and Sector Members) who are not able to travel to Geneva
Can also be used to provide remote expertise to UN Missions.
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What equipment do I need?
A desktop PC or laptop. (works on PC / Mac / Linux)
Flash player (free) Adobe Connect app for iPad, iPhone,
Android (free) Internet connection of > 200 kbit/s Fixed line phone for oral interventions:
(ITU calls participants)
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How do I login?
Register for the meeting on the ITU web site.
Select Remote Participation option You will receive credentials for the
meeting and the link to the room Click on the meeting link Enter your user name and password
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Logging in to a meeting
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How do I listen to the meeting?
Meeting audio is automatically sent to your computer.
Make sure your computer speakers are turned on.
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Do I have to join the teleconference?
You only need to join the teleconference under the following circumstances:You wish to make an oral interventionYou wish to listen to the interpretation
(multi-lingual meetings only)
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How do I join teleconference?
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How do I request the floor?
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How do I make an intervention?
Make sure you are using a landline phone from a quiet place
Join the teleconference Get in touch with your remote participation
moderator via chat “Raise your hand” to request the floor When unmuted, you will hear the following
prompt: “You have been called upon by the Chair, please begin speaking”
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How do I share my webcam
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Who do I contact if I have problems:
Use the chat facility to send a private message to the Remote Participation Moderator
The moderator is there to help remote participants.
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What tips do you have for us?
If possible, test your equipment before the meeting to ensure it is working
Once logged in, make friends with the remote participation moderator
Make sure you are in a quiet office with a landline phone
Provide any presentations / documents in advance.
Speak clearly and slowly so that your remarks can be interpreted.
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Can I get hands-on training?
Yes. ITU will be arranging virtual training for UN Missions and Member States and Sector Members.
Please give us your card so we can contact you.
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Q&A