IGF Remote Participation Manual
IGF 2014: Istanbul, Turkey, 2-5 September 2014
Introduction
This manual aims to give information regarding how to connect to IGF meetings remotely. This manual is mainly for remote participants attending individually or as part of a remote hub. Alternatively those delegates and or participants who may assume a moderator role, technical or non-technical, may find this manual useful in order to familiarise themselves with the remote participation platform, webex.com.
If you have any further questions after reading this manual, you are strongly encouraged to read the the Webex help pages or get in touch with the forum secretariat at [email protected]
Accessing the remote meeting
All remote rooms can be seen on the agenda. By clicking on the webex link in any electronic agenda which will be published on a very visible accessible part of the IGF website at www.intgovforum.org you will be automatically directed to the meeting room of your choice. If you are a remote presenter, relevant information will be provided to you via e-mail, upon receiving your request. Information is also available on the website. Please note that you can find your session based on the number of the session room.
Getting started
Installation and testing
In order to avoid any last minute issues please test your computer, tablet or phone at least 30 minutes before the designated start time. A quick test can be carried out by clicking on any meeting room link. If this is the first time you are accessing a webex-hosted meeting you may be asked to install some webex components. If it is necessary to install these components, please ensure that you have administrator rights for your computer or ask your computer support provider to enable the installation.
Starting
A preference page may ask for your personal settings as shown in Figure 1. Please select “Yes” if you prefer your own settings and enter your preferences as applicable. You may keep the default preferences by clicking “No”
Joining a meeting
You will be transferred automatically to the login page as seen in Figure 2 and Figure 3. Until the meeting time arrives, unless you are the host, you will not be allowed to login.
Figure 2: Login screen until meeting time
Once the screen on the right in Figure 3 is visible please type your name and e-mail address and click join to enter the meeting.
In some browsers, a screen as shown in Figure 4 below can be seen. Please follow the instructions as directed. If you continue to have trouble logging in, it is possible to re-install following the link shown in the second line from the bottom of the screen or to continue without installation by clicking on the last line on the screen. It is advisable to carry out all the installations prior to the meeting.
Teleconferencing
You have two options to connect to the teleconference. Select your choice right after successful login. The first choice is using a telephone to call in from a set of local numbers. The second option is through webex voice-over-IP.
This can be seen in Figure5
Figure 5: Teleconference options
Calling in using a phone
By clicking on the hyperlink “All global call-in numbers” you can see a list of numbers (Figure 6) and can then select the most appropriate number. Once the number is dialled please follow the instructions given to you on the phone and then press the access code and attendee ID as shown in Figure 5.
Figure 6: Global list of call-in numbers
Voice-over-IP
By selecting the option “Use Computer for Audio” in Figure 5, you can join the teleconference. A screen will appear as shown in Figure 7. It is advisable to test your audio equipment by clicking on the link at the bottom of the window. Then select “Call Using Computer” to could join the conference.
During the conference
The conference screen will appear as illustrated in Figure 8. Once connected to the session, please ensure that you mute your microphone using the microphone button at the upper right-hand corner as background noise could degrade the quality of shared conversation. Your microphone is mute when there is a diagonal line through it.
If you would like to present or request the floor, please press the “Raise Hand” button and the host will give you access as/when appropriate. Once access is granted please activate your microphone by clicking the microphone button. If required, you can share your screen with others by clicking “Share My Desktop” icon. This will allow all remote participants and participants in the room to see your screen remotely.
You can leave the session using the “Leave Meeting” button at the bottom right corner or by closing your browser.
Messages can be exchanged via the chat facility at the lower right-hand corner. It is possible to send individual messages by selecting the required recipient(s) from a drop-down list or to send a public message to the entire list by selecting all participants.
Figure 8: Remote conference screen
Remote Presenters, Remote Hubs and Moderators
Remote presenters
Please provide the secretariat with your presentations as far in advance as possible. The secretariat will make them available to the session host. Presentations can be shown during the session by the session’s host computer .
Remote Hubs
Remote hubs do not require any extra actions other than providing the necessary peripherals at the local site such as projectors and speakerphone facilities.
Moderators
On top of what is documented here anybody who is designated as a moderator will also be given hosting privileges. This enables them to mute participants’ microphones or grant the right of presentation to one of the other participants. These topics will be covered in live training sessions.