Virtual Meeting Guide

As we have a virtual meeting format, we want to explore ways to make this as effective as possible.

First and foremost, we limit the sessions to two hours (it's very hard to concentrate for longer when joining remotely) and we have tried to find a reasonably friendly timezone for Europe and the Americas.

Before the meeting:

  • Speakers try to upload material a few days before the sessions
  • We have an open notebook where people can leave comments and ask questions in advance

During the meeting:

  • At least 50% of the time is open for comment and discussion
  • Certain topics can be identified in advance from the notebook
    • We will monitor this live during the meeting
  • Please "raise your hand" if you would like to speak
    • The chair will then invite you to do so
  • We will record the sessions, so that people who were not able to join can review the discussion afterwards
  • We have note takers who will write down a summary of the most important discussion points

After the meeting:

  • We will have a survey, asking you for feedback on what was good and what could be improved
  • We will organise a short feedback meeting also to discuss this
  • Outcomes will be reviewed in the GDB and HSF meetings and followed up by appropriate working groups