Guidelines for

Remote Participation

Remote Participation Working Group

Summary

Foreword ……………………………………………………………………03

  1. Introduction ……………………………………………………………...03
  2. Aims of remote participation………………………………………….....04
  3. Target audience…………………………………………………………..04
  4. About the remote hubs
  5. Initial explanation………………………………………………...05
  6. How to organize a remote hub……………………………………06
  7. Features that could be present in the remote participation webpage
  8. In general………………………………………………………....06
  9. In chat……………………………………………………………07
  10. Technical requirements for remote participation ………………………08
  11. Getting participants acquainted with the platform ……………………..09
  12. Procedure and timing during the IGF sessions
  13. Mechanics During Actual Sessions/Workshops…………………09
  14. Proper timing for posting questions ……………………………...10
  15. Moderators

9.1. Number of moderators …………………………………………….13

9.2. Role of the moderators …………………………………………….13

9.3. Training for the moderators ……………………………………….14

10. Evaluation and follow up ………………………………………………..15

Foreword

The purpose of creating these guidelines is to help remote participation organizers, moderators and users to have a fulfilling remote participation experience. The guidelines will present the general concepts of remote participation; acclimatization sessions with regards to the use of a web meeting platform; moderators' training to ensure effective relay of remote session reactions and questions; the actual session procedure ; organizing local IGF hubs; and assessment procedure after the IGF meetings.

1. Introduction

The availability of remote participation in the IGF entails that there will be two conferencing types that will take place during the IGF meeting: a physical conference and an online conference. The latter context presumes that there is a "direct human-human communication, with the computer acting simply as a transaction router, or providing simple storage and retrieval functions”.[1]

According to Green[2], some of the advantages of online conferencing when compared to physical meetings are: a) maximize participation, overcoming geographical distance and difficulties to travel; b) the transcripts and text-based interaction allow multi-taskers and late-comers to catch up with the proceedings; c) lack of hierarchy and freedom from some of the stereotypes that can hinder communication. Participants are more likely to assess others on what they say rather than on their age, race or physical condition.

The advantages of online conferencing and the fact that remote participation is often the only way that people around the world can be involved in global debates are incentives to try to overcome the difficulties inherent to online mediated communication, such as the lack of non-verbal signs of communication and lack of simultaneous translation that would allow participants to make questions on their own language (if one of UN languages).

2. Aims of Remote Participation

1) Increase participants’ awareness of the topics being debated in the IGF, especially using video/audio webcast;

2) Facilitate an exchange of views among remote participants, especially in chat. The goal is to make these online exchanges as close as possible to in situ exchanges among attendees;

3) Allow different stakeholders around the globe to actively participate in the ongoing IGF Meeting. As the local hubs[3] are established in different cities around the globe, there is a unifying factor in creating deep awareness of Internet governance-related issues and fostering the debate on relevant local and IG issues;

4) Offer the people attending the hubs the opportunity to extend their network of contacts in the field, physically meeting peers with similar interests;

5) Foster the debate of Internet Governance issues among people attending the hubs, oriented by a local perspective and local needs;

6) Strengthen local involvement in specific social, political, economic and technical issues that can provide wider input to the whole IGF process.

3. Target Audience

Any person desiring to be aware of the debates taking place in the IGF and/or to give their inputs and ask questions through chat. Participants can find the remote participation platform through the IGF website, where the webcast and chat will be available.

They can join the IGF remotely:

1) Individually, from home/office;

2) Collectively, attending a hub meeting. This option gives the opportunity to meet people with similar interests, to extend the participant’s network and also to take part in debates.

4. About Remote Hubs

4.1. Initial Explanation

Hubs are defined aslocal meetings that take place during the IGF. They exhibit awebcast of the event wherein people can be informed about what is being debated on the IGF. On the other hand, in using an interactive platform, remote participants can send questions that can be answered by the IGF panelists. Hubs can also hold panels and roundtable discussions correlating to the themes of the IGF from a local perspective. This last aspect is very important and should be highlighted, because "an effective engagement in the IGF process is to some extent dependent on the ability of those stakeholders to engage in a similar process at the national level".[4]

In 2008 there were nine local IGF hubs in Argentina, Brazil, Colombia, Serbia, India, Pakistan, and three in Spain.A total of 522 attendees joined the remote meetings all throughout the four-day event. This roughly approximates to 130 attendees per day and 16 attendees per room. On an average each, web meeting had approximately 4 remote hubs connected.

It is interesting to notice that the remote participation platform was also used to enable panelists to speak remotely, on the session “Getting the Pacific online – Access Challenges, Issues & Opportunities”.

4.2. How to Organize a Remote Hub

The hubs can be supported by any group of interested people. Each local group can propose and develop a methodology for the meeting that would best fit its local needs. Any group interested in organizing a local IGF hub should send an e-mail to the IGF Secretariat for registration.

In general, the organization of the hubs does not demand high investments of time and resources. We suggest that interested parties in organizing the hubs should consider the following:

  • A four day activity, on flexible hours.
  • A room or auditorium. It can be held at a university class or any other convenient place in the city
  • A broadband Internet connection and a video-conference (or projector) equipment
  • A server
  • A moderator, who will plan the dynamics of the discussion
  • A general call in lists, forums, etc, to invite the interested local community in Information Society and Internet Governance

5. Features that should be present in the Remote Participation Webpage

The remote participation webpage will be hosted in the IGF Secretariat website. The following features should be made available:

5.1. General

  • Instructions
  • how to view the webcast and access the chat;
  • whether the installation of any software is required;
  • links to any appropriate information or sites;
  • hot line and e-mail for technical assistance during the event, etc.;
  • A code of conduct that the remote participants should agree with before logging in to the platform;
  • Instructions on how to create a remote hub;
  • List of accredited hubs

5.2.In chat

  • The participant should be able to specify who he is speaking to:
  • To the moderator (private message that only the moderator can read);
  • To all (message to all remote participants present in the room in a given session;
  • To the panelists (option used when the remote participant would like his question to be asked to the panelists physically present in the IGF).
  • Last year the chat room was projected on the big screen from time to time, so that people physically attending the IGF could see it. This was a very interesting option to make people present in the IGF to be more aware of the presence of remote participants. On the other hand, it shows the organization values the contributions of remote participants and constantly gives them a “space” in the meeting. This option should be also considered for this year.
  1. Technical Requirements for Remote Participation
  • It is recommended that minimal technical requirements be set for remote participation: a computer (with a web browser) and internet access. It is important that individual remote participants should be able to participate from any place, whether athome, from work or even while traveling.
  • A high-speed connection should be important for smooth streaming of the webcast.. It is recommended that remote hub organizers should ensure that they have broadband access to provide better remote participation experience to attendees.
  • The platform specified for remote participation should not require additional technical requirements.
  • Barriers for participation should be as low as possible. It is recommended that remote participants should not be required to install new software on their computers.. If that is unavoidable, an open source solution should be chosen and clear instructions for downloading should be provided.
  • A hotline on Skype and an e-mail address should be offered for technical support to remote participants.
  • A partnership with the Dynamic Coalition on Accessibility should be established, in order to suggest improvements in the tools offered for remote participation
  • A single technical authority should be responsible for all the structural components of remote participation such as audio, video and web broadcasting. This would lessen the command processing overhead time of coordinating between different entities.[5]
  1. Getting participants acquainted with the platform

Different platforms for remote participation are presumably specified on the different IGF meetings. Such change can be justified but it should be taken into account that participants will have to be constantly re-acquainting themselves with each new platform being introduced. Technical support should be readily available to assist participants on this process.

  • Awareness should be raised about the availability of tools for remote participation. Publicity should be done through all channels of communication currently used by the IGF Secretariat, the Remote Participation Working Group, mailing lists and including social network sites.
  • Users should be familiar with the technology before participating in actual meetings. A special chat room in the platform should be created so users can access it prior to the event; test their systems and the platform; report any technical/compatibility problem they may encounter; and become familiar with the features of the specified platform.
  • Special training should be provided to hub organizers by the company responsible for the platform in the IGF 2009. Each hub organizer should have the opportunity to schedule a meeting with a technician who will explain all the features of the platform and offer solutions for any technical problems associated in using the platform.
  • An e-mail should be made available so participants can report and receive assistance prior to the event.
  1. Procedure and Timing During the IGF Sessions

8.1.Mechanics During Actual Sessions/Workshops

The moderators of the panels (main sessions and other sessions) should be aware of the guidelines for remote participation. Theopen space for the questions of remote participants should follow the order and be repeated until all participants have asked their questions or until the time allotted for questions is up:

1) Panel moderator takes two questions from the floor

2) Panel moderator takes one question from remote participants

8.2.Proper Timing for Posting Questions

The methodology of the main sessions of the IGF 2009 is slightly different from previous years and varies in accordance with the theme under debate. Because of this, the timing of remote participation should be planned with each individual session in mind.

It is important to establish from the start, however, that remote participants and participants physically present in the IGF, should be treated on equal terms. If questions are taken at the end of a session, remote participants should abide by this rule, as well. However, during question and answer portions or periods of audience participation, remote participants should be given equal opportunity for intervention.

Background on Internet governance and on the IGF

As this sessions aims at raising awareness and capacity building, it would be interesting to open more space for participants to raise questions. Two moments during the session should be established for questions (by the moderator): one in the middle of the session and the other at the end of the session. For the mechanics on questions during the session, please refer to section 8.1.

Regional Perspectives

Remote hubs and regional IGF organizers/rapporteurs should have the chance to record a two to three minute video prior to the IGF in order for the video to be exhibited during this session. These videos would not count as “questions or comments from remote participants” (with regard to the general mechanics of section 8.1) Questions and comments should also be accepted through chat and should be alternated with questions from the floor.

Opening Ceremony

If the session moderator allows questions, he or she should follow the general mechanics for moderating.

Managing Critical Internet Resources

In this session, the “resource people on call in the audience”[6] will not count as questions from the floor (see section 8.1). The panel moderator should name these people in the beginning of the panel in order to guarantee transparency and equality between remote participants and physical participants.

Questions and comments from other people, who are not “resource people in the audience” should follow the general mechanics.

Security, Openness and Privacy

In this panel, questions should be allowed only after the speakers´ presentations and should also follow the general mechanics.

Access and Diversity:

The methodology proposed for this session is described as follows:

“This session will start with a compact panel of no more than three or four experts/practitioners and involve participants in the discussion”[7]

It is not clear how the participants would be involved in the discussion and how (and if) this session methodologically differs from the one devoted to “security, openness and privacy.” Because of this, and for the time-being, we propose that the questions in this session should follow the dynamics stipulated for the previous session.

Internet Governance in the light of the WSIS Principles

In the open discussion[8] envisioned for this session, we suggest that the panel moderator rigorously follow the mechanics of item 8.1, avoiding being carried away by the normally greater pressure generated by people on the floor, and offer equal access to remote participants..

Taking Stock and Looking Forward – on the Desirability of the Continuation of the Forum

If the session moderator allows questions, he should follow the general mechanics.

Emerging Issues: Impact of Social Networks

As this sessions aims at raising awareness and at fostering more participation from young people, it would be interesting to open more spaces for participants to raise questions. Two moments for questions should be established by the moderator: one in the middle of the session and the other at the end of the session. In addition to that, youth hubs (if organized) should have the attainability to record two to three-minute videosprior to the meeting that can be exhibited during the event.

Workshops, Open Forums, Best Practices Forums and Dynamic Coalitions

The moderators of these sessions should agree with the remote participation moderatorson the timing and the frequency in which questions will be forwarded.For instance, how a set of questions in the middle of the session and another in the end should be managed or to come up with a decision to just accept questions in the end after all panelists have spoken. It is important that workshop organizers have access to the guidelines on remote participation and that they follow the general mechanics proposed on section 8.1. This willestablish a balanced participation between remote participants and physical attendeesof the event.

  1. Moderators

9.1.Number of moderators

The moderators should be appointed by the host country in order to reduce costs in traveling expenses.

Main sessions should count on two moderators. One will be interacting with the remote participants in the chat in all times. The other is responsible for forwarding the questions to the panel moderator at an appropriate time.

Smaller sessions, such as workshops and Dynamic Coalitions, should count on one moderator. The fact that the room is smaller and that the panel members are closer, makes it possible for the moderator to follow the debates, as well as forward the questions to the panel moderator in due time.

9.2.Role of the Remote Moderator[9]

  • Keep the discussions track, maintaining group harmony
  • Foster equality. To assure that the remote participants will be able to contribute to the debate taking place in IGF sessions on equal footing
  • Be responsive. To respond quickly to each contribution - be it a question directed to the moderator or a question addressed to the panelists. Participants should be aware that the questions will be asked only at the end on the panel, but should be assured that the questions have already been followed up to the panel moderator.
  • Be accepting of lurkers.To recognize that there will be "lurkers" in the chat and they may never participate with comments. Their presence, even if silent, shows interest and personal connection with the debate taking place. The presence of lurkers (or any latecomers) must be welcomed.
  • Watch the use of humor. It may be wise not to use humor or sarcasm due to different cultural and ethnic backgrounds.
  • Avoid dysfunctions of online debates, such as flaming, and trolls. Request change (privately) in poor discussant behaviors and remind him/her of the conduct code agreed when logged in to the platform.
  • Keep a record of the sessions he/she moderates. Moderators should report the number of participants who attended the sessions, the number of questions forwarded to the moderator, the number of questions actually answered, and etc, in the Google spreadsheet that will be specially created with this in mind. They should also take and save at least one “print screen” of each session.
  • Forward the report and the issues raised to the attention of the Secretariat
  • Complete a short evaluation sheet with feedback and suggestions on the Remote Participation experience

9.3.Training for the moderators