Dear friends,
Welcome to Circular 10 which includes an update on the EGM Programme, some useful guides on how to interact during the EGM, and some reminders for Head Delegates.
- Programme and Agenda Update
- Orientation and Global Discussion Forum, Saturday 31st August
- Zoom operation at the EGM
- Unknown usernames on Zoom
- Renaming guide
- Zoom background guide
- Interpretation guide
- Unknown usernames on Zoom
- Head Delegate voting support
- Reminder for HD about voting guidelines
- Speaking during the EGM
Programme and Agenda Update
Following a helpful suggestion at the EGM Global Discussion Forum on 31 August, we have slightly amended the detailed agenda for the EGM. We will discuss the Proposed Motions in three blocks, allowing a short break between each block for delegations to have a moment for reflection, before we move to the vote on each block. There will also now be an additional break once the outcome of Proposed Motions 1.1 – 1.9 are known for delegations to consider their response to Proposed Motion 2 before we move to the vote on this Proposed Motion.
The updated Programme and Agenda (document 2b) can be found here.
FAQs and Transitional Relief:
Following the EGM Global Discussion Forum on 31 August, we have added some further information about transitional relief to the FAQs which you can find here. This includes indicative membership fee calculations, after the application of transitional relief, for 2025 and 2026.
We have also added written responses to other questions that were addressed during the Forum so that this information is available to all within the FAQs.
Orientation and Global Discussion Forum, Saturday 31st August;
The recordings from the Orientation and Global Discussion Forum sessions that took place on 31 August will be shared here in the next few days.
Zoom operation:
On the day of the EGM, please do not leave the Zoom meeting during the breaks between sessions to avoid delays in rejoining the call. Instead, we kindly ask you to remain on the Zoom call but mute your microphone and turn off your camera during the breaks.
Unknown usernames on Zoom:
If there are usernames that we do not recognise on Zoom, we will add them to the meeting and assign them to a breakout room. Once in the breakout room, a member of the EGM Planning Team will be on hand to identify the unknown user and provide support, where required.
Renaming guide:
At the EGM we will ask all attendees to rename yourself, so it is easier for WAGGGS Staff and the Procedural team to identify you and your role at the EGM.
Please follow this link for guidance on how to rename yourself during the meeting: EGM Technical Questions
Zoom background guide:
To celebrate that our Movement has now grown to 10.8 million members strong, we have created a Zoom background that all attendees can use during the event that marks each of us being 1 in 10.8 million!
A copy of the Zoom background is attached to this email. Please follow this link for guidance on how to add the Zoom background to your profile: EGM Technical Questions
Interpretation guide:
To access interpretation during the EGM please follow this link to guidance on interpretation.
Head Delegate voting support:
We want to thank the Head Delegates who were able to attend the Orientation sessions on 31 August. We are aware that some Head Delegates were unable to attend the session or had technical difficulties. We have reached out to the Head Delegates who have not yet had a chance to practice voting and invited them to participate in a test vote before the EGM.
Head Delegates have also been sent a copy of the Voting Guidelines. You can find the Voting Guidelines on Campfire here.
Speaking during the EGM:
During the EGM, the Chair will notify attendees when the time for discussion will start.
To speak during the EGM, you need to raise your hand. You can do this by clicking on the Reactions tab then clicking raise hand. You will then be called upon by the EGM Chair to speak.
Before you start speaking, please briefly introduce yourself and say which language you will be speaking in.
You will have up to 3 minutes to speak and we will set a timer after you have introduced yourself. You will be able to see the timer on your screen and a member of the Planning Team will alert you when you have 1 minute left and when your time is up.
Please speak slowly, clearly and pause at the end of sentences. If you are reading numbers, please read them slowly and take a pause after them. Participants will be joining the EGM from all over the world, and most will be listening and/or speaking in a language which is not their mother-tongue. Also, this will help to support our interpreters with translating your message for all attendees.
If you know you are planning on speaking to any of the Motions and Amendments during the EGM, and have already prepared your statements, we kindly ask you to send your comments to the Languages team at [email protected]. This will support our interpretation team in capturing your full meaning. Please note, sharing your comments with the Languages team will be completely confidential and will not be shared with anyone outside of the Languages team.
Please be aware sending your comments to the Languages team does not guarantee you will be called upon by the chair to speak.
We look forward to welcoming you to the Extraordinary General Meeting on 14 September!
In the meantime, please do not hesitate to contact us by email at [email protected] if you have any questions
Yours in Guiding and Scouting,
The EGM Planning Team
