itu remote participation presentation 1

InternationalTelecommunicationUnion

Remote Participation in ITU Meetings

Guy Girardet, ITU, IS Dept

[email protected]

Presentation to UN Permanent Missions – 26 November 2012

November 2012November 2012

Agenda

About Remote Participation Service How you can use the service


ITU Meetings November 2012

http://www.itu.int/en/events/Pages/Monthly-Events.aspx


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


Types of e-participation in ITU

Webcasting – passive (since 1998) Ad-hoc /self-service web meeting –

interactive Managed web meeting- interactive:


Managed Interactive Remote Participation


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


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


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



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


A typical ITU meeting


Remote Participation Team


Planning Meetings


Security Considerations

Registration Accreditation Authentication Access to Meetings Login credentials Recordings


Logging into a Web Meeting


Meeting Layouts


Welcome Layout


Speaker information

If possible, provide details when participants request the floor


Requesting the floor

Remote participants can use the raise hand function to request the floor.


Sharing Documents

Upload presentations and other documents to server in advance of meeting


Carbon Savings


Carbon savings - one delegate from Argentina: 3,299 Kg (Co2)

Total Savings for meeting: 20,000 kg of CO2 emissions.

Travel costs $35,000


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.


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


Using the Remote Participation Service


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.


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)


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


Logging in to a meeting


How do I listen to the meeting?

Meeting audio is automatically sent to your computer.

Make sure your computer speakers are turned on.


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)


How do I join teleconference?


How do I request the floor?


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”


How do I share my webcam


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.


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.


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.


Q&A

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