International Telecommunication Union. Presentation to UN Missions on 26 November 2012

1. Remote Participation in
ITU Meetings
Presentation to UN Permanent
Missions – 26 November 2012
Guy Girardet, ITU, IS Dept
guy.girardet@itu.int
International
Telecommunication
Union

2. Agenda
 About Remote Participation Service
 How you can use the service
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3. ITU Meetings November 2012
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4. 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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5. 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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6. Managed Interactive Remote
Participation
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7. 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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8. Principle Actors and Challenges
Meeting
Conference Conference
Organizer
Chairman Secretary
I’ve got Got to keep the Got to help the
enough on my agenda on Chair..
plate… track…
Physical Remote
Delegates Interpreters
Delegates
Don’t distract More Don’t forget
our meeting.. complexity and me…
Remote
headaches..
Participation help the
Got to
Moderator
remote
participants
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9. 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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10. 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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11. A typical ITU meeting
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12. Remote Participation Team
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13. Remote Participation Moderator
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14. Planning Meetings
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15. Security Considerations
 Registration
 Accreditation
 Authentication
 Access to Meetings
 Login credentials
 Recordings
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16. Logging into a Web Meeting
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17. Meeting Layouts
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18. Welcome Layout
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19. Speaker information
If possible, provide
details when
participants request
the floor
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20. Requesting the floor
Remote participants
can use the raise
hand function to
request the floor.
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21. Sharing Documents
Upload presentations
and other documents
to server in advance
of meeting
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22. Carbon Savings
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23. 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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24. 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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25. 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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26. Using the Remote Participation
Service
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27. 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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28. 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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29. 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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30. Logging in to a meeting
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31. 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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32. Do I have to join the
teleconference?
 You only need to join the
teleconference under the following
circumstances:
You wish to make an oral intervention
You wish to listen to the interpretation
(multi-lingual meetings only)
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33. How do I join teleconference?
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34. How do I request the floor?
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35. 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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36. How do I share my webcam
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37. 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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38. 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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39. 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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40. Q&A
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