If you were not able to attend one of the Zoom Drop-in sessions, this recording may help you to gain an idea of how the Conference will work this year.
What will Conference look like - will I be able to see everyone attending?
During most of the Conference you will only see one person at a time on screen – usually the Presider.
As this will be a Zoom Webinar (rather than a Zoom Meeting) you won’t be able to see any other attendees, unless they are invited to ‘come forward’ to address the Conference individually.
Will other people be able to see and hear me?
No – unless you are invited to speak by the Presider you will remain inaudible and invisible to everyone
How can I let the Presider know that I want to speak?
Being invited to speak
There will be general invitations for those who want to speak to ‘come forward’, for instance to speak to a Resolution.
In this case, the Presider will ask those who want to speak to click the ‘Raise Hand’ button and keep it raised. They will then join the queue of speakers.
If you then change your mind - for instance if a previous speaker makes the same point - and no longer wish to speak, please click ‘Lower Hand’.
NB This is the only circumstance when you should click 'Lower Hand'.
When it is your turn to speak the Technical Team will invite you to unmute, or unmute you, and you will see a message asking you to turn your video on. The Presider will then invite you to speak. You will be able to see a Timer on your screen so you’ll know how much time you have left.
Wanting to speak at other times
If you want to speak at other times during Conference business, for example to raise a point of order/information, use the Chat feature to send a message (“Point of Order”) to All Panellists. The Technical Team will see this and pass this on to the Presider as appropriate.
If the Presider acknowledges your point of order/information they will ask you to click ‘Raise Hand’. The Technical Team will then invite you to unmute, or unmute you, and you will see a message asking you to turn your video on. The Presider will then invite you to speak.
NB Do not use ‘Raise Hand’ to attract the attention of the platform.
It is worth noting that a message sent through Chat can only be seen by the Technical Team – it is not read by the whole conference. Therefore, please only use the chat for this reason.
How do I vote?
If you are a voting member you could be asked to vote in one of two ways, depending on the type of vote.
- You will be asked to click the ‘Raise Hand’ button.
NB Once you have done this – do not click ‘Lower Hand’. This is important to remember and will ensure counts are accurate. All 'hands' will be lowered for you by the Technical Team after the vote.
- You will be asked to vote in a ‘Poll’. The Poll will pop up in a box on your screen with the voting options. Choose one and then ‘Submit’ your vote.
NB If you are not a voting member do not vote in a Poll. You will see it on your screen, but you must leave it to disappear automatically.
Are votes anonymous?
No, both types of vote detailed above will record your name. In this way they are similar to a vote by a show of hands in the Conference Hall. For votes that need to be anonymous (such as the vote to elect the next President and Vice-President) there will be separate arrangements and you will be informed of these in advance.
When will I see the results of the votes?
To keep things transparent all vote results (whether a showing of hands or in a Poll) will be posted onscreen once they have been verified by the scrutineers. This will not be immediate. However the Presider will have been made aware of the result of the vote in order to be able to proceed with the business.
Can I message or speak to other Conference attendees?
No – within the Conference Zoom Webinar you can only send a message to the whole of the Technical Team, who can pass it on to the Presider as appropriate. You may be invited to speak to Conference by the Presider by prior arrangement, because you are presenting business, because you have Raised your Hand to speak when the invitation has been made, or you have submitted a point of information or a point of order via the chat facility.
What if I need to take a short break? Do I click ‘Leave’?
No – just leave Zoom running and come back to join again when you can.
How do I get help?
You can ring the support helpline on 020 7467 5240. The lines will be staffed from 30 minutes before each Conference session is due to start until 30 minutes after it has ended. For less urgent queries, or to send a message to another representative, email email@example.com