Objectives & Principles

The guiding principles behind the provision of services is as follows:

  1. A more standardized approach

    The ICANN community is global and needs to have the tools to participate in the work of ICANN effectively and efficiently. Services required to facilitate a global Internet event are not the same services required for a monthly community working call. Remote participants should be able to easily understand the services to expect for each type of session and easily access them. On the links to the right you will find more details about the various remote participation services offered at typical ICANN meetings, as well as the rationale behind the way services are provisioned.

  2. Equalized experience

    Both high and low bandwidth options are available, so that those with limited connections have an equal opportunity to participate remotely using low-bandwidth streaming audio feed (for those sessions that support streaming audio). Additionally, at all ICANN meetings, in-room staff facilitates the audio and, if available, video experience to include remote participants in all aspects of the session, as if they were in the physical room.

  3. Choice of Operating System

    Services and tools are available on variety of devices and platforms, and do not require additional installations or support. Where possible, open source products and systems are utilized.

  4. Monitoring Services during Sessions

    A key part of ensuring the remote participation experience works well is ensuring that services are monitored – from both a technical and operational perspective. A remote participation manager and technical staff will be connected to the chat room for meetings with chat facilities so that remote participants can identify problems they experience (for example, that audio volume is too low for certain speakers on audio streams).

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Standard Services

From the submenus to the right, select the service you are most interested in.

  1. Adobe Connect As A Remote Participation Tool

    An Adobe Connect (AC) 'virtual room' is linked to each physical room at an ICANN meeting; this link to enter the virtual meeting room can be found on each ICANN Meeting session page.

    Adobe Connect rooms at an ICANN meeting will have the same names as the physical rooms at the conference site. An exception to this is that some community groups have established AC session rooms that they use on a regular basis and prefer to use that for their ICANN meeting session as well. In this case, those Adobe Connect rooms will be linked to the agenda page in place of the ICANN meeting conference room.

    An ICANN Staff member, known as a Remote Participation Manager, will be present in each of the Open ICANN Meeting Adobe Connect sessions, to facilitate the operation of the Adobe Connect virtual room as well as manage the remote interventions from participants not in the physical session room (questions and comments to be publicly shared in the session).

    Adobe Connect Room Makeup

    All Adobe Connect 'rooms' are made up of various pods that provide different types of information to be shared as well as opportunities for remote participants to engage in different ways during each ICANN Meeting session. A presentation pod allows you to follow the same slides or presentation materials that are being seen in the physical room; a participant pod documents the names of others also participating in the AC session room; a Notes section is sometimes used to share information such as Agenda details; a Chat Pod is provided for constant flow of communication between participants and in some cases, a 'Q&A' pod is available as well. Both of these pods are described in more detail below.

    Using the AC Chat and Q&A Pods for Remote Interventions

    'Remote Interventions' are the real-time questions and comments that may be submitted by remote participants for reading out to the physical and virtual room. These questions or comments will be read out by the Staff Remote Participation Manager who is facilitating the chat room.

    If not enough time is available for all interventions (Remote and In-Person) to be made orally, upon request these questions can be forwarded to the relevant person who has made the presentation and published after receipt to the record of the meeting as required.

    Remote Intervention Guidelines

    In order to ensure that the maximum numbers of remote participants are able to have their views expressed in a session, please be aware of the following:

    • Remote and in-room interventions are treated equally.
    • To ask a question, whether in the physical or virtual room, each participant must state their name and affiliation for the record/transcript.
    • If there is a Chat pod only in an AC session (no Q&A pod), you will be asked to use a < > around your question. This will distinguish your question or comment from the other chats happening throughout the session. Please don't forget to include your name and affiliation for the transcript.
    • If you are in a session that has a Q&A pod, you will be asked to submit your question in that area, leaving the Chat pod for other conversation during the session. Please don't forget to include your name and affiliation for the transcript.
    • If a time limit is imposed on interventions made in in the physical room, those same limits are applicable to Remote interventions.

    ICANN Staff has created a presentation to show remote participants how to utilize Adobe Connect as a remote participation tool at each ICANN meeting. Simply follow this link: Adobe Connect - How To Interact as a Participant in Adobe Connect 5.14 [PDF, 2.12 MB]

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  2. Remote (bidirectional) Hubs

    In certain designated sessions at an ICANN Meeting A and C, ICANN Community may apply to host an ICANN Remote Hub in their region. Please click on the ICANN Remote Hub Host Terms and Conditions to read more about this option. If this is an option that you would like to participate in, you will have the opportunity to create an application after reading the ICANN Remote Hub Host Terms and Conditions.

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  3. Video Streaming

    Streaming video is available as standard for the largest general sessions at an ICANN meeting, such as the Opening Session, Public Forum, and the Public Board meeting. When provided, it will be indicated on the remote participation session details in the ICANN meeting schedule. Streaming video can be viewed through the Adobe Connect virtual room and a hosted broadcast site, for those meetings where it is available.

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  4. Audio Streaming (listen-only)

    Audio streaming is available in both a higher-bandwidth 64kbps stream and a lower-bandwidth 16kbps stream, as shown in the remote participation session details in the meeting schedule. Where a session features interpretation, audio streaming will be available in all languages available to in-room participants.

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  5. Scribing

    Live scribing in English will be available for sessions in the main meeting room only and will be seen in the Adobe Connect virtual room. To the extent that it is technically possible to deliver, a low-bandwidth simultaneous text-based scribe feed will be indicated on session agenda pages and on the remote participation schedule as 'Scribe Feed'.

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  6. Transcriptions

    When noted as a service to be provided in the session agenda, transcripts will be posted within seven days of the end of the session. If that session had interpretation, transcripts will be available in English only.

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Special Services

  1. Audio (bidirectional)

    For some sessions, a telephonic conference bridge will be connected through the public address system in the room, allowing remote participants to listen to anything said in the room through a microphone, and allowing anything said by remote participants on the conference bridge to be heard by the in-room participants.

  2. Video Presentation for Remote Presenter

    Where a presenter is not physically present at the conference, Skype, Facetime, or Google Hangouts will be used to connect the presenter to the in-room audio system with a bidirectional connection, and video will be projected onscreen. This is a special, limited availability service.

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  1. Video recordings will be available the same day the session ends as a part of Adobe Connect session recordings. After the meeting concludes, recordings may be made available independently of AC recordings on ICANN's hosted video channels.

  2. Audio recordings will be posted within 24-48 hours of the session's conclusion, in every language that was available during the session.

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Standards of Behavior

Please be advised that comments made in chat rooms are subject to the Expected Standards of Behavior which is documented in the Accountability and Transparency Frameworks and Principles adopted by the Board of ICANN on 6th May 2012. Chat room participants who behave in a manner that is clearly in breach of these standards may be removed from the chat room without warning, depending upon the seriousness of the breach, as perceived by those staff attending the chat room.

If you are excluded or asked to desist in making certain comments and believe the treatment you received was unreasonable, you are entitled to ask the Ombudsman of ICANN to review the matter. You may find more information about the Ombudsman at http://www.icann.org/ombudsman/.

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Improvements and Feedback

There have been many improvements to remote participant services over the years and will continue to review services on a regular basis as our global community grows. ICANN is very interested in your thoughts and hope you'll take the time to share your remote participation experience by sending any comments to engagement@icann.org.

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