There is a need to establish “netiquettes” to ensure that hybrid meetings are efficient:
Before the meeting:
In meetings where decisions are being taken it would be important that participants register by the deadline. It would not be appropriate to allow last minute requests to join the meeting unless the need is justified.
Ideally, there should be one spokesperson per delegation on each topic. The delegations consisting of more than one participant are encouraged to discuss/coordinate offline their interventions on each topic.
Any details related to voting procedures would need to be communicated to the participants in advance.
Each participant who joins virtually would need to be identified and validated against the list of registered participants before the chair formally starts the meeting. A common format for the identification of participants is encouraged:
a) “A” for administration / “O” for observer
b1) For administration: name of the country or country code
b2) For observer: MoU/LoU-partner / organisation
c) name of the participant
Example: A – SUI – Mario Rossi
O – Prozess Gmbh – Franz Kafka
Any participants not registered should be asked to leave.
Anonymous users attending virtually will be asked to identify themselves using the features available in the software so that their name appears correctly on the screen. Unidentified users will be removed from the meeting.
Participants should not forward the connection details to colleagues who are not registered. The details are available to all registered participants.
If participants from the same organisation need to share a microphone they should communicate this to the other participants so it is clear who is speaking.
During the meeting:
Use a headset to attend the meeting as appropriate.
Keep your camera switched-off, except when you are invited by the chair to switch it on.
Keep your microphone muted when you do not have the floor.
The MeetingHub has to be used to ask for the floor (raise hand) by all the participants..
The chat should be used only for matters directly relevant to the ongoing discussion (e.g. short comments that do not require verbal interventions, to support the views of the speaker, or to share links to relevant documents). Participants should keep a polite and respectful tone and they should refrain from engaging in incidental or off-topic discussions within the chat.
Activate your microphone only after chair gives you the floor.
Keep your intervention concise and clear. The intervention may be concluded by stating “This concludes my intervention. Thank you, chair.”
The chair and technical secretary/ECO have the right to mute participants who do not comply with the above rules.