Dear friends,
Welcome to Circular 9 which includes final reminders before the Extraordinary General Meeting.
- Admittance to the EGM
- Zoom requirements
- Naming yourself during the EGM
- Speaking during the EGM
- Safeguarding during the EGM
- Zoom Meeting Links for the EGM and EGM Preparatory Sessions
- Head Delegate’s Voting Guidelines
- Global Update – how to ask questions
Admittance to the EGM:
The EGM will have a waiting room and attendees will be admitted at the start of the meeting. This is to ensure the meeting is secure. We will be checking our registration records to ensure only approved attendees will be admitted to the meeting.
If you are unsure whether all members of your delegation have paid their registration fees, please contact [email protected].
Zoom requirements:
We recommend you meet the following requirements to fully participate in the EGM:
- Read through the EGM documents. You can access all of the EGM documents on the Campfire page here
- A strong Wi-Fi or data connection.
- A device (laptop/tablet/smartphone) with speakers and microphone. We recommend joining with a laptop to see the slides clearly.
- If you want the other participants to see you, your device should have a camera. We are recording the EGM and will be sharing the recording with Member Organisations afterwards. If you do not wish to appear on screen we encourage you to keep your camera off.
- A headset or headphones will make it easier to speak and listen to other participants.
- A place that is reasonably quiet – to make it easier for you to follow the proceedings of the meeting, to capture all the information and be as free as possible from distractions.
- A pen and paper – if you want to make notes during the sessions.
Naming yourself during the EGM:
We will ask you to rename yourself during the EGM using the following format: Role_3 letter country code_name.
An example of this would be;
- Head Delegates: HD_GBR_Georgina Anstee
- Delegates: DEL_GBR_Georgina Anstee
- Observers: OBS_GBR_Georgina Anstee
- Guests: Guest_Georgina Anstee
You can find your 3 letter country codes here
For WAGGGS Volunteers and Staff who are supported with the EGM, please use the following name format;
- WAGGGS_EGM Chair_NAME
- WAGGGS_EGM Vice-Chair_NAME
- WAGGGS_World Board_NAME
- WAGGGS_Procedural Team_NAME
- WAGGGS_Listening Ears_NAME
- WAGGGS_Tellers_Name
- WAGGGS_IST_Name
- WAGGGS_Global Team_NAME
Speaking during the EGM:
During the pre-EGM and EGM sessions you will be able to speak and ask questions. We 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 join 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.
Safeguarding during the EGM:
WAGGGS takes safeguarding seriously and want to make sure the EGM is a safe space for everyone. If any Safeguarding issues arise during the EGM, for example people sharing explicit images/videos or messages, we will remove the attendee from the meeting. If the issue escalates, the Chair will take the decision on the action to be taken, which may include closing the meeting and sending a new Zoom link to all registered attendees.
Listening Ears
We will be sharing the names of the Listening Ears team during the Orientation Sessions. The Listening Ears team will have a Listening Ears logo as their profile picture. During the EGM, you will be able to direct message the Listening Ears team by going to the Zoom chat, then clicking on the dropdown menu next to the ‘to:’ section. You can then select one of the Listening Ears team in one of the WAGGGS four official languages.
Head Delegate’s Voting Guidelines
Head Delegates have been sent the Voting Guidelines. You can find the Voting Guidelines on Campfire here.
Global Update:
If you have any questions relating to the Global Update in the lead up to the EGM, please email [email protected]
Yours in Guiding and Scouting,
EGM Planning Team
