1. ITU-T Virtual meetings participation guide
(August 2018)

2. Introduction to remote participation
Technology advancement has simplified the way we do things, the way we travel, it saves time, it increases on production, it simplifies communication.
Specifically, communication technology has become even better over the years. By using a specific set of tools and applications, anyone can join remotely and interactively participate in meetings.
Reduction of travel costs, ease of use, mobility and flexibility are only some of the advantages of the use of these new tools and systems. Personal participation, sharing documents, collaboration online … today, all this can be done from anywhere in the world and at any time. In order to participate remotely, the only thing you need is either a telephone connection, or a PC/mobile device equipped with audio and a stable internet connection.

3. Why do I need it? Flexibility:
No need to be physically present at the meeting. You can participate from wherever you like, whether your own office, home, coffee shop, library, etc.
Mobility:
Stuck in traffic, or late at work? You can still participate if you have at least your mobile phone with you.
Enables wider inclusion:
The fact that you can connect from anywhere will increase the number of meeting participants and therefore the level of represenation.

4. Why do I need it? Cost effective:
Many companies cannot afford to pay for tickets or trips for their employees
any more. You can reduce costs and still participate in an important meeting that is
being held on the other side of the world.
Meet from any device:
Regardless of the remote tool you use, you can connect from your desktop, laptop,
tablet or smart phone. Most tools are available in different platforms (Windows,
Mac OS, iOS, Android).

5. Remote participation in ITU-T (TSB)
ITU-T provides three main types of remote participation in order to facilitate access to its various meetings:
​​​​​​​​
1. Physical meetings with remote observation (webcast)
2. Physical meetings with (active) remote participation
3. E-meetings - fully virtual meetings

6. Remote participation in ITU-T (TSB)
Webcast - Introduction
Webcast was made available from 1998 and today all major ITU meetings are transmitted via webcast. It is a passive service that does not offer interaction.
In ITU-T, webcast is provided mainly for decision-making meetings such as opening and closing plenaries of study groups.

7. Remote participation in ITU-T (TSB)
Webcast - How do I do it?
All study group homepages have a link to webcasts, which can be found under the “Meeting in focus” web part. As this service is limited to ITU-T members, after clicking on the link you will be prompted to enter your user account details.
The webcast can be followed in any of the six official ITU languages if interpretation was previously requested by a Member State. You can switch to any language at any time just by clicking on the language name

8. Remote participation in ITU-T (TSB)
Webcast - Archives
If you missed a webcast session, no problem. On the same webcast page you have the possibility to browse through different webcast archives. The Archives link is available on the right side of the Archives page

9. Remote participation in ITU-T (TSB)
Physical meetings with (active) remote participation
Since 2010, managed web meetings have been provided for hybrid sessions that include both on-site attendees and remote participants. It provides the opportunity to present contributions and participate in the discussions, enhancing interactivity for those remotely attending. These hybrid meetings may include interpretation, and remote delegates are able to take advantage of on-site interpretation, communicate with other remote participants via chat, ask for the floor, and access documents made available for each meeting.
The tool used for this type of meetings is Adobe Connect.
Note that registration is required prior to participating remotely.

10. Remote participation in ITU-T (TSB)
E-meetings - Fully virtual meetings
The number of E-meetings in ITU-T has increased significantly over recent years. In 2017 alone, ITU-T provided more than 800 e-meetings with over 4000 participants. This is a very effective way for delegates to meet virtually in real time regardless of their geographic location so they can discuss and progress on their work.
The tool used for this type of meetings is GoToMeeting.

11. Remote participation tools
ITU-T offers two different tools for Remote Participation:
Adobe Connect
This tool is provided as the official remote participation tool to
complement physical meetings that are held in ITU HQ in Geneva.
GoToMeeting
This tool is provided for fully virtual meetings, including ad-hoc meetings.
Participating remotely does not require a lot of technical knowledge. It is likely that you already have everything you need in your hand.

12. Adobe Connect - Introduction

13. Remote participation tools
Adobe Connect - Introduction
Adobe Connect is the remote tool used for all official physical meetings that are complemented by remote participation. You can find all the sessions that provide remote participation on our e-meetings web page:
Note that most of our official meetings require a user account with TIES access permissions to join. These sessions are marked with a red asterisk (*) on our webpage. Note also that advance registration is required, including focal point approval where applicable.

14. Remote participation tools
Adobe Connect - How to join a meeting?
On the e-meetings webpage, click on the session that you are interested in. If the session is active, you will connect you in the meeting virtually.
Note: Adobe Connect is compatible with Windows and Mac OS, but you can also join using your iOS, Android, Windows Phone or Tablet device.

15. Remote participation tools
Adobe Connect - How to join a meeting?
Next, you should enter your user account credentials in order to connect.
Note: Some meetings allow Guest access. If available, this option will show on this same screen.

16. Remote participation tools
Adobe Connect - Audio
There are three audio options:
1. Listen through your computer speakers
By choosing this option, you can only listen and you will not be able to heard by other participants.
A chat box is available if you wish to make comments to other remote participants or coordinator.

17. Remote participation tools
Adobe Connect - Audio
There are three audio options:
2. Use VoIP (Voice over Internet Protocol)
This option provides the possibility to use a headset/microphone combination to listen and intervene.
NOTE: This option will be disabled for meetings that have captioning and/or interpretation.

18. Remote participation tools
Adobe Connect - Audio
There are three audio options:
3. Dial-in or dial-out to yourself over the phone
Select the country, type in your number and click “Call Me”.
The system will then call you on the specified number.

19. GoToMeeting - Introduction

20. Remote participation tools
GoToMeeting - Introduction
GoToMeeting is a tool provided for fully virtual and ad-hoc meetings. It allows individuals to have e-meetings across the world.
This tool allows you to collaborate online by:
Sharing files or your screen
Presenting documents
Sharing webcam
Chatting with other participants

21. Remote participation tools
GoToMeeting - Important definitions
Before going further, it is important to understand three main roles:
1. Organizer:
An organizer has access to a GoToMeeting account and schedules, launches, manages and ends a session. An organizer can also designate other attendees to be organizers. Once a session starts, the scheduling organizer is the default presenter and may either begin presenting or pass the presenter controls to another organizer, presenter or attendee.
This role is normally assigned to TSB staff or the person chairing the meeting.

22. Remote participation tools
GoToMeeting - Important definitions
Before going further, it is important to understand three main roles:
2. Presenter:
A presenter is the person who is currently presenting their screen to the audience. The GoToMeeting organizer is always designated as the initial presenter, although their screen will only be visible to others if he or she clicks “yes” to give permission. The current presenter or any organizer can pass this role to another attendee.
Presenters can show their complete desktop, a clean screen (with no icons or taskbar) or a specific application window to the audience.
This role is given to the persons that will either chair or present during the meeting.

23. Remote Participation Tools
GoToMeeting - Important definitions
Before going further, it is important to understand three main roles:
3. Attendee:
An attendee is any person who attends a session, including organizers and presenters. By default, attendees can view the presenter's screen. An attendee may remotely control the presenter's computer screen if given the privilege. An attendee may optionally chat with other attendees, use Drawing Tools or view the Attendee List.

24. Remote participation tools
GoToMeeting - How to join a meeting?
Participants can use the desktop app on a Windows or Mac Computer, use a Chrome browser to join online, or join on the go using an iOS, Android or Windows Phone or Tablet device.

25. Remote participation tools
GoToMeeting - How to join a meeting?
When you are invited to a meeting, you will receive an invitation that contains a unique URL link and the meeting password. Clicking on the link will launch the GoToMeeting application and join the selected meeting if is currently in session.
NOTE: If you don’t have the GoToMeeting already installed on your computer, it will be done automatically at this point.

26. Remote participation tools
GoToMeeting - How to join a meeting?
If you are having problems joining the session with the previous method you can also join this way:
Go to and click on “Join a Meeting”
Next, enter the meeting ID shown in the invitation and click “Join”.
This will launch the GoToMeeting application.
NOTE: If you don’t have the GoToMeeting already installed on your computer, it will be done automatically at this point.

27. Remote participation tools
GoToMeeting - Audio
With GoToMeeting, there are two methods to connect audio:
Microphone & speakers (VoIP)
Telephone (PSTN) - Toll and toll-free
VoIP: This method allows participants to connect to audio over the internet using the desktop, web or mobile app with which they joined the session. All you need is a good pair of headset (USB recommended). This method is free and it is recommended as it provides better audio quality.
Telephone (PSTN): Participants can use a telephone to dial in to the audio separately from the desktop, web or mobile apps. This allows participants to join the meeting audio but does not provide screen sharing. This method offer either toll or toll-free numbers for most, but not all, countries around the world.

28. Remote participation tools
GoToMeeting - Audio
Once you have joined the meeting, you will have the option to choose which method of audio connection you would like to use during the session. Note that you can switch from one method to the other even during the meeting.
Tip: Keep yourself muted at all times unless you need to intervene. This will avoid background noises and echoes and would help in smooth running of the meeting. You can do this by clicking on the green Mic button.

29. Remote participation tools
GoToMeeting – Share screen (presenter)
By default, when you join a session you will be connected as attendee and the default presenter will be the organizer. But the presenter role can be changed at any time.
If the Organizer has made you presenter, you
can share your desktop, an application or a
document with attendees.
Once given presenter rights, click on the Screen button
in the middle to share your screen. The Screen
button will glow green when your screen is being
shared with other attendees. You can pause and
play back again at anytime. To stop sharing, click
on the Screen button again and it will become
grey again.

30. Remote participation tips
Remote conferencing is not difficult, but there are some simple things you can do to optimize your experience.
Here are some suggestions ensure an effective, professional meeting:
✓ Check audio ahead and connect before time: Take some time to make sure your microphone is working correctly. Please
connect at least five minutes before the start of a meeting to avoid disturbance.
This will also allow you to check sound levels and be ready when the meeting
starts ✓ Keep your microphone muted when not in use:
Please mute your mic when it is not your turn to speak. If not, others might hear
you cough, swallow, whisper, breathe, etc.
✓ Speak directly into the microphone

31. Remote participation tips
Remote conferencing is not difficult, but there are some simple things you can do to optimize your experience.
Here are some suggestions ensure an effective, professional meeting :
✓ Listen out for echo: If you are joining from a location that is near another meeting participant, you may
hear an echo (for example, if both you and your cube neighbour dial in to the
same call). The best way to avoid an echo is to use a headset.
✓ Quiet environment:
Remote participants should speak from a quiet place without background noise.
They should speak slowly and clearly to allow the other participants to
compensate for any audio problems. They are encouraged to end extended remarks or presentations with the phrase “This concludes my intervention”.

32. ITU-T e-meetings webpage:
Remote participation in ITU-T (TSB)
Contact:
ITU-T e-meetings webpage: