Dear Michiel, thank you for sharing your thoughts. We understand there can be good reasons for not using the camera, but many times it is not used but would actually be possible and for the benefit of the entire meeting. For such situations the guide was drafted. We were also thinking of a similar guide for the host / organiser but in this project we had to focus on the participants side. I assume a neutral wall is always doable if bandwidth allows and I consider the latter the real challenge even in urban areas. Regarding the recording / livestreaming, well basically when you are in a physical meeting you face the same challenges and usually the host asks you to agree on the recoding upfront. Meanwhile, and thanks to a great network, the guide is available in French and Portuguese. Armenian will follow shortly. French: https://medienstadt-leipzig.org/Guide-du-participant-aux-reunions-virtuelles .pdf Portuguese: https://medienstadt-leipzig.org/Guia-para-uma-participacao-efetiva-em-reunio es-virtuais.pdf All other (coming) languages are published here: https://medienstadt-leipzig.org/ml/aktuelle-projekte/parlamentarier-igf-2020 / . Best Sandra -----Ursprüngliche Nachricht----- Von: Michiel Leenaars <michiel@staff.isoc.nl> Gesendet: Montag, 2. November 2020 11:37 An: info@hoferichter.eu Cc: euro-discuss@atlarge-lists.icann.org Betreff: Re: [EURO-Discuss] Guide-to-effective-participation-in-virtual-meetings Dear Sandra, thanks for this guide, very useful! I have some suggestions: - the recommendation to use a camera is not uncontroversial. Not everyone lives under economic and personal circumstances where it is feasible to expose their personal living space to others for a long period of time. The pandemic circumstances make it difficult to move outdoors. By making the use of a camera the norm, essentially people can feel socially pressured and awkward if they do not turn on the camera. - Livestreaming and recording events makes that even worse. People should always have the possibility to view their own recording before it is made public for eternity. And inform the host that they do not wish to be recorded, preferably anonymously. Video streams could then be removed from the edited recording. - Also, if people are streaming with their wonderful flagship device high resolution camera from their well-designed urban loft, others with less bandwidth and less recent hardware might have a bad meeting because of that. Bandwidth limitations are a collective property, not just how an individual is connected. There is definitely something to be said for teleconferences, even given the ubiquity of camera's we find ourselves today the value we had in those for the last decades is not gone just yet. The moderator can help to assure that everything is broadly understood, and can provide e.g. notes in the chat. - I would think that a similar best practices guide for host organisations would be very welcome. Most notably in the use of privacy respecting, cross-platform tools, providing real-time text and transcriptions. I find the trend that people are forced to download proprietary apps that send their biometric data (video, voice) abroad, merely to participate in public events disturbing. Desktop apps like Cisco webex or Zoom have proven to be a security risk [1] [2], and are not equally available to all. WebRTC based, open source solutions like Jitsi, Sylk and BigBlueButton that can be hosted by oneself or trustworthy parties deserve more attention. - For translation of the document, you could look at an open source tool like weblate [3] to manage the flow. Maintaining translations of a living document with multiple languages without translation memory is very tiring, and unnecessarily exhausts translators - not for the first translation, but for incremental ones. Hope this helps! Kind regards, Michiel Leenaars [1] https://cybersecuritynews.com/cisco-webex-meetings/ [2] https://blog.0patch.com/2020/07/remote-code-execution-vulnerability-in.html [3] https://weblate.org

Dear all, I announced it already at some occasions, and we are happy to share with you now the "Guide-to-effective-participation-in-virtual-meetings" in English and German. This guide was drafted with support from the German Ministry of Economics and Energy, the host of last year's IGF.

You can download and share widely under the creative common licence CC BY-SA.

German:

https://medienstadt-leipzig.org/Leitfaden-zur-effektiven-Teilnahme-an-virtue llen-Meetings.pdf

English:

https://medienstadt-leipzig.org/Guide-to-effective-participation-in-virtual- meetings.pdf

We would be happy to find volunteers who translate it into other languages and provide us with the translation. We can then adapt the layout and provide the webspace for download.