Council 220-Briefing for Attendees-Apr2022

The WMA
220th Council Session
Paris
goes hybrid
A briefing for attendees
COVID-19 pandemic forces us to go online with
the 1xx Council Meeting and the General Assembly
The meeting will be held in CEST (Central European Summer Time; UTC+2). If you attend
online, please double check your local time through event website / app where you may
adjust time to your local time.
Sanitary information for in-person participation
• We expect the participants to be fully vaccinated against SARS-CoV2.
• Wearing an FFP2/N95 mask covering mouth and nose is recommended in the meeting
room and all public rooms.
• We expect the participants bring their own masks.
• Hydroalcoholic gel will be available.
• Rules in France for Isolation, testing, attending events (Please note: These are not the
rules for immigration)
• Checkout more details as well as nearby PCR test centers at our event website.
Logistic information for in-person participation
• CNOM invites all participants to a Friendly Cocktail Dinner on 6 April at 7 pm at the foyer
of Normandie room (B1) of the Hôtel du Collectionneur. Please sign up through
registration page by clicking “already registered”!!
• Checkout all other social events as well whether you signed up!
• AMA (American Medical Association) invites the participants who arrive already on (or
before) 5 April to a Welcome Back Reception at La Table Room of the Hôtel du
Collectionneur on 5 Aprl at 6 pm to 7 pm. Please join!
• Dress code for the meetings and receptions/dinner on 5, 6, 7 and 8 April is “smart casual”,
and for the tour and informal dinner on 9 April is “casual”.
• All participants will a badge with a QR code at the back. Please wear your WMA badge all
the time. You will get the bracelet as well at the registration to identify you are fully
vaccinated. No one will be admitted to social events with out badge and bracelet.
Logistic information for in-person participation
• On 6 April, if you attend the pre-council WG meetings which will take place at the CNOM
office, please register in “Salle d’accueil” at the CNOM building (1st floor) before going to
your meetings.
• From 7 April, all meetings will be held at the Hôtel du Collectionneur in Normandie room
(B1). Registration desk can be found in the foyer.
• Secretariat will be located at the CNOM “Room 509” (5th floor) on 6 April. To access to the
5th floor, please ask the WMA staff in “Salle d’accueil” at the CNOM building (1st floor).
• From 7 April, the secretariat will be in the room next to the Normandie room (B1).
Checklist for online participation
• Make sure that you are registered for the meeting.
• Non-registered persons will not be able to follow us.
• A laptop or desktop computer with sufficient internet bandwidth to run video chats.
• Ideal: a second screen or use a mobile device to run the CrowdCompass app for general information or voting
with NemoVote
• Webcam and microphone – please use a headset
• A place with low background noise
• Lightsource from the front – reduce backlight
• Download the conference documents upfront
• Familiarize yourself with the browser-based voting platform NemoVote (Council members and Additional
Standing Committee members only)
• Bookmark the Conference Website
• Install the CrowdCompass app by Cvent on the mobile system(s) you will use: Type “220th WMA Council Session,
Paris 2022” in the search bar
Steps to get online
• Begin preparation before the Council Session –
Participate in the test session on 6 April at noon UTC! Please check your local time here. If you
are not available, please connect 30min before the meeting starts on 7 April.
• Make sure that you have a good internet connection.
• Have a look at the WMA 220th Council Session information in the Conference Website and the
mirroring CrowdCompass app. You can use a mobile device as an adjuvant system e.g. for
voting or display of text.
• Connect to Conference Website and/or the CrowdCompass App for information, schedules and
navigation before and during the Sessions.
• Familiarize with the Zoom instructions. Zoom is the main conferencing system we will use.
• If you are a voting delegate please read the NemoVote instructions on how to vote.
When it Comes to the Sessions
• If you wish to make final editing suggestions, you should send them to the WMA
Secretariat 48 hours prior to each session. Please remember motions can only be made
by council members. So please make sure that a Council Member is prepared to move.
• For online participants, cross check for your local time when the session starts –
remember times are given in Central European Summer Time CEST – not your local time.
You may wish to adjust the CrowdCompass app to your local time zone, otherwise please
check your local time here.
• For online participants, please log-on to zoom at least 15 min before the session starts.
The direct link to each session will be available from the CrowdCompass App/Conference
website.
The Council Session
Website an the CrowdCompass
App
• The Registration system will send you a link to
download the CrowdCompass app and to verify
your registration.
• The CrowdCompass app and the Conference
Website help you to navigate the event, to reach
the documents, to access the session and (for
committee/council members and voting
delegates) to reach the voting platform.
• We recommend to log-in to Conference Website
through your browser on the same computer
you will use to participate in the meeting. This
will give you facilitated access to the sessions
and the voting platform.
Zoom is the Main Conference System
• For online participants, Zoom is a conference platform
which provides multilingual conferences and events.
• Be online and connect 15 min before the session starts
• Please no small talk! We need this period to sort out last
technical problems
• Make sure you have a good internet connection use a
headset whenever possible
• You can raise a virtual hand in order to speak and you
can use the chat-function to address the Chair to make a
point of order
• Make use of the test session on 6 April at 2pm CEST, i.e.
noon UTC. Zoom link can be found in the Conference
website / app.
Voting during the sessions
• During Council and Committee Sessions Council Members
have the right to vote, and Additional Standing Committee
Members have the right to vote in their designated
committees.
• The Conference Website or the CrowdCompass app will
guide those eligible to vote to the browser-based voting
platform NemoVote.
• At Council and Committees, each vote has the same
weight.
• During our sessions when motions are being put to
the vote, the Chair usually asks who is in favour and
who is against and he or she may ask for
abstentions.
• In order to save time during the online sessions the
Chair may reverse the order and ask the Council
Members (in Council or Committee) or the
designated voting delegates for objections first. At
this point only those allowed to vote at this
specific session may speak. If there is no objection,
the motion is accepted, if there is and the
opposition cannot be cleared immediately, the
Chair will start the online voting with NemoVote.
Voting during the sessions II
Voting with NemoVote
• NemoVote must be opened in a browser window
with the link and the voter credentials you have
received from the secretariat. (Non voting
attendees will not be able to log in.)
• Once you are logged-in, you will be informed on
the screen when there is a new vote open for you.
You than can vote and confirm your vote. Usually
the vote will be open. Only on request (see
statutes) and during the elections the vote will be
confidential.
• If enough time has passed the chair will close the
vote and announce the result. (Voters will see it on
NemoVote as well.)
• After that you may have to refresh the screen in
order to be prepared for the next vote.
Guides Available
Meeting Documents Depository – Users Guide
Overview of WMA Parliamentary Procedures
Council and Committee Chair Orientation Guide
New Council Member Orientation Guide
Instruction on Event app and Zoom platform
Voting with NemoVote
These guides are likewise available on the
Conference Website and the CrowdCompass App
Contacts in case of technical problems
• In case of problems with NemoVote:
Mr Florian Tischler f.tischler@nemocontra.de
• In case of problems with Zoom, CrowdCompass and general issues:
secretariat@wma.net
www.wma.net