International Telecommunication Union Remote Participation in Council Working Groups Presentation to Council 2010 Wednesday, 21 April 2010 Guy Girardet, IS Dept

May 2008 October 2009 Agenda Remote Participation in Council Working Groups (TOR for this pilot) Choice of web conferencing solution Lessons learned

May 2008 October 2009 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

May 2008 October 2009 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

May 2008 October 2009 Adobe Connect Pro

May 2008 October 2009 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

May 2008 October 2009 Video chat Pod

May 2008 October 2009 Captioning Pod

May 2008 October 2009 Adobe Connect - Integrated Audio

May 2008 October 2009 Use in Council Working Groups

May 2008 October 2009 CWG Connect Meeting Rooms MeetingLink ITU Council Working Group WCIT12 (25 January 2010) wcit/ ITU Council Working Group - Finregs (26-27 January 2010) finregs/ ITU Council Working Group (HRM - 28 January 2010) hrm/ ITU CWG Strategic and Financial Plan (29 Jan-1 Feb 2010) / ITU Council Working Group WSIS (2-4 February 2010) wsis/ ITU Council Working Group MBG (4-5 February 2010) mbg/

May 2008 October 2009 Logging into a Connect Meeting

May 2008 October 2009 Joining the Teleconference

May 2008 October 2009 Attendee List Pod Handset icon displays delegate that is speaking

May 2008 October 2009 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.

May 2008 October 2009 Using the Chat Pod Delegates can use the Chat Pod to communicate with the ITU Meeting Host and other participants.

May 2008 October 2009 Requesting the Floor Delegates can use the Raise Hand function to request the floor.

May 2008 October 2009 Meeting Layout: Welcome

May 2008 October 2009 Layout: Agenda

May 2008 October 2009 Recording: Discussion

May 2008 October 2009 Lessons learned

May 2008 October 2009 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.

May 2008 October 2009 Q&A