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Remote Participation in Council Working Groups

Remote Participation in Council Working Groups. Presentation to Council 2010 Wednesday, 21 April 2010 Guy Girardet, IS Dept guy.girardet@itu.int. Agenda. Remote Participation in Council Working Groups (TOR for this pilot) Choice of web conferencing solution Lessons learned.

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Remote Participation in Council Working Groups

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  1. Remote Participation in Council Working Groups Presentation to Council 2010 Wednesday, 21 April 2010 Guy Girardet, IS Dept guy.girardet@itu.int

  2. Agenda • Remote Participation in Council Working Groups (TOR for this pilot) • Choice of web conferencing solution • Lessons learned

  3. TOR – Remote Participation CWG • Facilitate “remote participation” in ITU Council Working Groups • Request from delegates at Council 2009 • Seven Council working groups • Each working group could have up to 100 physical and 50 remote participants • Callback required • Restricted to ITU membership (some meetings for Member states only) • Meetings will take place during working hours (Geneva time) • Meeting recordings • Report results of pilot to Council 2010

  4. Requirements for solution • Must support screen sharing, chat, video, recording, registration, muting, participant management • Must be able to accommodate up to 50 remote participants • Integrated PSTN callback to remote participants • Bridge between conference room AV and Web conference audio • Technical assistance for conference setup • Meeting recording available same day as conference

  5. Adobe Connect Pro

  6. Web Conferencing Solution • Adobe Connect Pro • Hosted or in-house • Persistent meeting rooms • Authentication (accounts / groups, imported or via LDAP) • Up to 100 participants (soft limit) • Integrated audio conference (callback, auto-mute) • (Supports all ITU working languages) • Server based • Supports screen sharing and video • Flash based, no plug-ins • Rich functionality

  7. Video chat Pod

  8. Captioning Pod

  9. Adobe Connect - Integrated Audio

  10. Use in Council Working Groups

  11. CWG Connect Meeting Rooms

  12. Logging into a Connect Meeting

  13. Joining the Teleconference

  14. Attendee List Pod Handset icon displays delegate that is speaking

  15. Link with ITU (Salle H) When a delegate in ITU Salle H takes the floor, this will be displayed as the Salle H participant speaking.

  16. Using the Chat Pod Delegates can use the Chat Pod to communicate with the ITU Meeting Host and other participants.

  17. Requesting the Floor Delegates can use the Raise Hand function to request the floor.

  18. Meeting Layout: Welcome

  19. Layout: Agenda

  20. Recording: Discussion

  21. Lessons learned

  22. Lessons learned • > 50 Remote participants from all ITU Regions. • Security an important issue • Need to upgrade ITU meeting rooms to support working languages • Need to clarify rules of procedure of remote participants • Need to focus on accessibility issues • Captioning • Role of sherpa • Video feed or speaker info • Room layout • Need to plan for contingencies.

  23. Q&A

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