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Meetecho guide for participants

This guide provides information and a short set of actions for participants to review in advance of joining and IETF meeting using Meetecho.

  1. Confirm your setup for Meetecho, including video and audio
  2. Test your setup
  3. Find session information
  4. Join the session about 5 minutes early
  5. Participate in the session
  6. Get help if needed

1. Set up for Meetecho

Meetecho brings together video and audio conferencing, meeting material sharing, text chat, shared notepad capability, and queue management.

There is no client to install as Meetecho can be used directly in any desktop WebRTC-enabled web browser. Many Meetecho features are available on mobile browsers that support WebRTC but a mobile-friendly user interface is still in development and screen sharing is not supported on mobile devices. Please note, however, that capabilities may vary depending on browsers and any extensions installed, and some advance preparation may be necessary, depending on your set up.

Meetecho documentation provides additional details.

A headset is highly recommended for audio quality and good lighting is helpful for video quality.

The Meetecho team have prepared a short video that provides an overview of using Meetecho.

2. Test your setup

For IETF meetings, a variety of testing opportunities are usually available in advance of and during meeting week. Even if you have used Meetecho previously, you are encouraged to test your set up ahead of the meeting as updates to Meetecho, browsers, and operating systems may have introduced changes.

Anyone planning to present during a meeting session that uses Meetecho is strongly encouraged to coordinate with session chairs to ensure smooth delivery of materials and other details.

3. Find session information

Information and links to session that use Meetecho are provided via the IETF Datatracker. For IETF meetings, the meeting agenda includes information for each session, including links to Meetecho remote participation channels, presentation materials, and individual session tools such as text chat and shared notepad, as well as links to materials for the session. For interim meetings, links can be found on the IETF Datatracker upcoming meetings webpage.

4. Join the session

Plan to join a session about 5 minutes before the scheduled start to ensure everything is set up.

To join the session, you will need to use your IETF Datatracker login, which you should create ahead of time if you don't already have one. If the session If the session is part of an IETF Meeting, you must be registered for the meeting to join. If you have forgotten your IETF Datatracker password, you can request a reset

IETF Datatracker agenda detail

Meetecho
Meetecho provides a consolidated view of all the tools and information for sessions, including audio and video, session participant list, meeting materials, and a shared session notepad. You can join multiple Meetecho sessions at the same time in different browser windows. However, you may join any particular meeting session only once—i.e. it is not possible to join the same meeting session from different browser windows simultaneously

Additional windows
You may wish to have individual tools open in separate windows. Links to the Web-based shared notepad and the Jabber/XMPP Groupchat for each session are available from the IETF Datatracker.

If you would like to join a session’s chat via a separate Jabber client, joining via the Jabber client first will help avoid username collisions.

A few things to check before you join:

Check your audio is set up before you join: Audio input and output preferences should be set before joining a session; changing those in the middle of a session will likely break audio. Using a headset is strongly recommended. Meetecho does not provide an option to join by phone call. Audio will be muted when you join the session and the general expectation is that participants will only send audio when recognized by a session chair in the queue.

Manage video: Sending video will be off when joining a session.

5. Participate in the session

Bluesheets tracking meeting participation: will be automatically generated based on your datatracker information so there is no need to do anything further after you’ve authenticated with the IETF Datatracker to join the session.

The general expectation is that participants will send audio only when recognized by a session chair as part of the queue.

When speaking, please start by stating your name and any affiliation information you would like to share so that information is available to people listing to the audio, including the audio-only recordings of the session.

If you will be presenting using slides, coordinating with the session chair in advance is strongly recommended as there are several options for sharing slides during the session. Please review this video, which describes a new Meetecho feature which allows presentation of slides pre-loaded into the IETF Datatracker for the session or slides uploaded via Meetecho.

6. Get help if needed

If you run into trouble setting up for an IETF meeting using Meetecho, or would like additional information, you should feel free to email support@ietf.org.