Technical accessibility guidelines

 

Platform

  • The SEEDIG 6 online meeting is being held on the Zoom platform. Registered participants will be able to access the Zoom rooms set up for the meeting using details that will be emailed to them.
  • You can access the meeting either through the Zoom application (available for Windows, Mac, Linux, Android and iOS platforms) as well via the browser on your computer. Official download link: https://zoom.us/download
    • If you need help with installing the Zoom app, you can find detailed instructions here: PC with Chrome browser, PC with Firefox browser, and Mac computer.
    • We also suggest you access the Zoom test room in order to test your audio prior to the event.
    • If you experience difficulties installing the Zoom app you can join us via your browser by choosing the ‘Join from your browser’ option.
    • You can also join our meeting  from your mobile device by clicking on the Zoom link. Then, follow the on-screen instructions to install the free mobile Zoom app.
  • Three Zoom halls are set for SEEDIG:
    • SEEdigital Hall: main sessions
      • Typically two each day, one from 11:00 am CEST and one from 15:00 CEST
    • SEEcreative Hall: creative tracks
      • Living Library, SEEtalks, SEEinnovate, Terms of Service Fantasy Reader, Art, VR & digital policy
    • SEEfun Hall: evening social events
  • Each of these Zoom halls has a unique link, a unique 9, 10, or 11-digit number (called a meeting ID), and an access code. The links (and, if relevant) the meeting IDs are published in the SEEDIG 6 programme. The access codes will only be shared with registered participants via email.
    • Please add these email addresses – seedig[at]diplomacy.edu and seedig[at]seedig.net – to your contacts list, so our emails don’t get lost in the ‘promotions’ or ‘spam’ folders.
  • Zoom dial-in options are also available for a few countries. If you dial in, you will also need to use the Zoom meeting numbers indicated in the programme.
  • Please access the Zoom links at least 10 minutes in advance to test your connection.
  • After you click the relevant Zoom hall link, Zoom will ask you to install and run the Zoom application. Once you have installed it, add your display name and click ‘Join Meeting’. The platform will open in a new window. Please be patient as this can take a few moments.
    • Similar to an in situ meeting where you have a badge with your name, please log into the Zoom hall with your full name. This will ensure a level playing field for all participants, so we all know who is who in the hall.

Listening and speaking during the meeting (via Zoom)

  • The audio for the meeting is broadcast through your computer or other device in the Zoom app. Please make sure that your speakers are turned on or your headphones are plugged in.
  • If you do not have sound capabilities on your computer or prefer to listen by phone, without using the Zoom app, you will need a teleconferencing number; check this list of international dial in numbers.
  • Mobile devices supported for teleconferencing include iPhone, iPad, Android and Blackberry phones with following operating systems:
    • iOS 8.0 or later
    • MacOS 13 or later
    • Android 5.0x or later
  • Commands for the managing sound can be found in the lower left part of the screen under the microphone icon  on the call screen.
  • By default, you will automatically be muted as you join the Zoom hall. If you are a co-moderator or contributor, you will be given special privileges allowing you to unmute yourself when needed. If you are a participant and want to ask a question or add a comment, raise your hand via the Zoom chat and the moderator will unmute you when giving you the floor. When speaking, please state your name and, if applicable, your affiliation.

When you speak during the meeting, we kindly ask you to turn on your camera. This will help create a more ‘familiar’ atmosphere in the Zoom room. But we do understand if your bandwidth doesn’t support video or if you have privacy concerns.

Captioning

  • Real time AI captioning is provided in Zoom for each hall.
  • The captioning function can be activated using the ‘Closed caption’ button in the lower part of the Zoom screen.
  • For information about captioning on streaming, please see the ‘Streaming’ section below.
  • Full verbatim transcripts will be made available for all recorded sessions and creative tracks.

Chat and submitting questions

  • During the meeting, you can also type your question in the Chat panel in the Zoom application, YouTube and Facebook Live video.
  • Zoom: If the chat panel is not automatically visible from the start, you can activate it by clicking on the Chat icon in the lower part of the Zoom screen .
  • YouTube: A LiveChat option will be available. You can find it in the upper right corner of the YouTube streaming screen. Here you can share your thoughts or ask questions about the topics which will be passed by chat moderators to the speakers.
  • Facebook Live will also have a comments feature available.

Streaming

This event will be streamed on YouTube and Facebook Live. During the meeting, you can find direct links to the live streams on the homepage.

YouTube

  • Captioning for all YouTube live streams will be available.
  • Live chat is turned on by default and shows up to the right of your live stream’s video player. In order to post your comments on YouTube you will need to log in under your Google account.

Facebook

  • To turn on captions or subtitles when viewing a video, click the CC button in the player’s bottom toolbar.

Technical assistance

  • Before and during the meeting you can send questions to seedig@diplomacy.edu.
  • During the event you can send a private chat message to the SEEDIGHost user in the Zoom chat and ask for assistance.

If you have any accessibility challenges, please let us know as soon as possible, so we can try to accommodate you during the meeting if possible. Your feedback, including suggestions, is welcome at seedig@diplomacy.edu, as we continuously work to improve our systems.

Code of conduct for SEEDIG events and activities

 

To ensure an open, inclusive and friendly environment during the SEEDIG meetings and events (in situ and online), as well as in the context of all other SEEDIG activities, participants are expected to:

  • Treat all other participants equally, irrespective of nationality, gender, racial or ethnic origin, religion or beliefs, disability, age, or sexual orientation. All participants in SEEDIG meetings and events should treat each other with civility, both face to face and online.
  • Focus discussion or remarks on issues rather than on particular actors, be they individuals, groups, organisations or governments, and refrain from ad hominem attacks.
  • Act in a reasonable, objective and informed manner when participating in and/or using any SEEDIG discussion platform.
  • Listen and respect the views of all stakeholders when considering and discussing Internet and digital policy issues. SEDIG is a multistakeholder environment and those who take part in SEEDIG meetings, events and intersessional activities should acknowledge the importance of all stakeholders and seek to understand their points of view.
  • Facilitate transparency and openness when participating in Internet governance and digital policy discussions.
  • Act fairly and in good faith with other participants in SEEDIG events/meetings/activities.
  • Promote ethical and responsible behaviour. Ethics and integrity are essential, and we expect all stakeholders to behave in a responsible and principled way.
  • Not misuse the digital platforms used for the meeting to share unappropriated digital material, such as sending malicious files via chat, sharing inappropriate pictures or videos while given the floor, or use the chat functions for business or political promotion or for ad hominem attacks.

Failure to adhere to the above guidelines and principles may result in exclusion from our meetings, events and activities.

[Based on the Code of Conduct of the Internet Governance Forum]

Guidelines for SEEDIG 6 contributors & moderators

 

Many of us are overwhelmed with online meetings. This is why we are working to build SEEDIG 6 in a manner that makes it more than just another online meeting. We will play with session formats and digital tools, and place interactivity at the core of our event. Our aim is to push forward both the quality of discussions and the way in which issues are discussed.

We would be honoured to have you on board in this endeavour, as a contributor to or a moderator of a SEEDIG 6 session. In this role, we kindly ask you to observe the following guidelines.

Contributors

 

Because attention spans are even more limited in an online setting than in an in-situ one, sessions at SEEDIG 6 will be kept short, varying between 45 and 60 minutes.

SEEDIG 6 sessions will be framed as debates engaging all participants. They will focus on interactive discussions around specific questions, and will be supported by visual elements and interactive tools.

We do not envision speeches or presentations during the session. Should you wish to deliver a statement, you can record it and send it to us in advance; we will publish it on the meeting website.

Your role as contributor is to help start the discussion and engage in debates with everyone else in the session. Your experience and expertise will be very much useful in this regard.

You may be given 2-3 minutes at the start of the session to set the scene. Please make sure you prepare your intervention to fit this timeline.

Using visualisations, statistics, interactive surveys, live polls during the session is strongly encouraged.

The session lead(s) and moderator(s) will contact you and other contributors to discuss the content, format and the overall plan for the session in depth.

Moderators

 

Because attention spans are even more limited in an online setting than in an in-situ one, sessions at SEEDIG 6 will be kept short, varying between 45 and 60 minutes.

SEEDIG 6 sessions will be framed as debates engaging all participants. They will focus on interactive discussions around specific questions, and will be supported by visual elements and interactive tools.

Each session will feature 3-4 contributors. Their role will be to help start the discussion and engage in debates with everyone else in the session. We do not envision speeches or presentations during the session. The contributors may be given 2-3 minutes at the start of the session to set the scene, but the session should NOT be just a discussion among contributors.

Sessions should not be split into two parallel discussions: one among contributors and one among chat participants. The role of the moderators is extremely important in this regard, as they will need to ensure the flow of discussion with the engagement of all participants. This is why each session will have two moderators, to ensure a high level of interactivity.

Participants should be actively encouraged to contribute to the discussion, via voice or chat. Under no circumstances should the sessions simply have a short Q&A slot at the end of the scheduled time.

Using visualisations, statistics, interactive surveys, live polls during the session is strongly encouraged.

The moderators will work with the session lead(s) and the contributors to plan the content, format and the overall plan for the session in depth.

In order to ensure a high level of interactivity during SEEDIG 6, these guidelines will be strictly followed.