A. Registration
All participants, delegates, observers and those wishing to attend the fifteenth session of the Committee are strongly advised to register no later than 1st February 2022. This is to allow enough time to process all the relevant information and to ensure that all online arrangements are in place before the opening of the session.
Please complete the online registration form at the following address: https://unesco-org.zoom.us/meeting/register/tJcqceqqqzIuG9b6LMUVwXeUwnVwwxdgEO96. Participants without an active connection to the meeting allowing them to take the floor (see “Active Participants” below for more information) will be able to follow the session via an online webcast.
B. Modalities of the online meeting
The fifteenth session of the Committee will take place online on the Zoom platform and will be webcast via a link that will be available on the Convention’s website (https://en.unesco.org/creativity/governance/statutory-meetings/intergovernmental-committee/15th).
Technical setup and troubleshooting
It is suggested that participants check their technical setup in advance in order to ensure an optimal meeting experience. In this regard, participants should:
- Join the meeting on a laptop of desktop computer (not a phone or a tablet).
- Favour a wired connection to the Internet.
- Use a headset with a microphone, if possible.
- Download Zoom (free) in advance of the meeting through the Zoom Download Centre at: https://zoom.us/download.
- Login 60 minutes in advance on the first day of the meeting.
When you first join the meeting, you should click on “Test Speaker and Microphone” and follow the instructions. Once you have joined the meeting, you will be in the “Waiting Room/Lobby” until you are let into the meeting by the host. Please note this may take some time on the first day of the meeting due to the number of participants.
You need to accept “Access the Microphone” and “Access the Camera.” The microphone and video, which can be found in the bottom left corner are ‘on’ when there is no red line over them. Participants’ microphones should be kept on mute at all times except when invited by the Chairperson to take the floor.
If you encounter technical difficulties during the meeting, it is suggested that you first try exiting and re-entering the meeting or try connecting from a different browser. You may also contact the help desk whose contact details will be made available here soon.
Active participants
The Zoom platform can accommodate up to 500 active participants. Active participants may take the floor during the debate and intervene using camera/audio. All other participants may follow the online webcast via a link available on the event webpage. Each State Party is guaranteed two active connection, with Committee Members receiving three. Intergovernmental and civil society organizations invited to participate in the session will receive one active connection per organization and each Category 2 Centre and UNESCO Chair will receive one active connection. Additional connections may be provided upon request and depending on availability.
Naming of speakers
All participants are required by the system to name themselves when they enter the meeting. It is suggested that participants use the format below for their names so that they can be easily be identified by the Chairperson:
- If you represent a Committee member:
CM-Country (Last name of the representative) - If you represent a State Party that is not a member of the Committee:
P-Country (Last name of the representative) - If you represent a State not Party to the Convention:
NP-Country (Last name of the representative) - If you represent an intergovernmental organisation:
IGO-Name of the organisation (Last name of the representative) - If you represent an NGO:
NGO-Name of the organisation (Last name of the representative) - If you represent a Category 2 Centre:
C2C-Centre name (Last name of the representative) - If you represent a UNESCO Chair:
UNESCO Chair - Name of the Chair (Last name of the representative)
Taking the floor
Participants who have an active connection are able to request to take the floor by pressing the “raise hand” button, which will display a blue hand beside the participant’s name. This button can be found at the bottom of the list of participants.
Once the blue hand is raised, it will signal to the Chairperson that the participant would like to take the floor and they will be added to the list of speakers. When the Chairperson calls on a participant to take the floor, they should unmute their microphone using the microphone button in the bottom right corner. Ideally, as long as the internet connection allows, participants should also use their video. After the participant has finished their intervention, they should put their microphone on mute again to avoid background noise.
Chat box
The chat box is located in the bottom right hand corner of your screen. It can be used to signal a technical problem to the Secretariat. It can also be used by participants wishing to raise a point of order. In this case, the participant should raise their hand to indicate that they wish to speak and type "Point of order" in the chat box. The discussion window should not be used to submit amendments. Amendments should be sent by Committee Members via e-mail to convention2005@unesco.org.
