Electronic Working Arrangements
It is widely recognised within CEPT that Electronic Working Methods have a big potential to increase the efficiency of the working process, broaden participation and at the same time reduce expenses.
The Office evaluated, proposed and aid practical implementation of the MeetingHub software, the proposed ECO solution for hybrid meetings in groups and in workshops.

Netiquette
There is a need to establish netiquette to ensure that communications in online tools are efficient: 
 
   
 Hybrid Meetings 
 Before the meeting: 
 
 
 In meetings where decisions are being taken it would be important that participants register by the deadline. It would not be appropriate to allow last minute requests to join the meeting unless the need is justified. 
 
 
 Ideally, there should be one spokesperson per delegation on each topic. The delegations consisting of more than one participant are encouraged to discuss/coordinate offline their interventions on each topic. 
 
 
 Any details related to voting procedures would need to be communicated to the participants in advance. 
 
 
 Log onto the MeetingHub either you are attending the meeting physically or from remote. 
 
 
 Each participant who joins virtually would need to be identified and validated against the list of registered participants before the chair formally starts the meeting. Participants are encouraged to use a common format for their identification when updating their names on the GoToMeeting : 
 
 
 a) “ A ” for administration / “ O ” for observer 
 b1) For administration: name of the country or country code 
 b2) For observer: MoU/LoU-partner / organisation 
 c) name of the participant 
 Example:

 A – SUI – Mario Rossi O – Prozess Gmbh – Franz Kafka 
 The chair, vicechair, secretary and ECO expert will put only their role and name, for example: 
 ECC Vicechair - Name ECC Technical Secretary - Name 
 
 Any participants not registered should be asked to leave. 
 Anonymous users attending virtually will be asked to identify themselves using the features available in the software so that their name appears correctly on the screen. Unidentified users will be removed from the meeting. 
 Participants should not forward the connection details to colleagues who are not registered. The details are available to all registered participants. 
 If participants from the same organisation need to share a microphone they should communicate this to the other participants so it is clear who is speaking. 
 
 During the meeting - GotoMeeting / mHub 
 
 Use a headset to attend the meeting as appropriate. 
 Keep your camera switched-off, except when you are invited by the chair to switch it on. 
 Activate your microphone only after chair gives you the floor. Keep your microphone muted when you do not have the floor. 
 The MeetingHub has to be used to ask for the floor (raise hand) by all the participants. 
 The MeetingHub chat should be used only for matters directly relevant to the ongoing discussion (e.g. short comments that do not require verbal interventions, to support the views of the speaker, or to share links to relevant documents). Participants should keep a polite and respectful tone and they should refrain from engaging in incidental or off-topic discussions within the chat. 
 Keep your intervention concise and clear. The intervention may be concluded by stating “This concludes my intervention. Thank you, chair.” After your intervention, lower your raised hand via the MeetingHub. 
 The chair, vicechair and technical secretary/ECO have the right to mute participants who do not comply with the above rules. 
 
 
 Messenger systems ( Signal ) 
 
 ECO is managing Signal Messenger chat system in working groups and project teams on request. 
 The chat should be used only for matters directly relevant to the ongoing discussion, keeping a polite and respectful tone. Participants should refrain from engaging in incidental or off-topic discussions within the chat. 
 Indicate clearly your name in the chat. In Signal Messenger you can also make use of the "Member Label" in the individual chat groups if you require distinct naming or title in specific groups. 
 Be sure to connect to the chat groups well in advance of meetings where used. Admission is by application, and some delay may be expected before admission.

Overview of CEPT/ECC meeting formats
Information for external parties   
 An overview of the typical format/setup of CEPT/ECC meetings is provided below, for particular benefit of external parties – e.g. contractors involved in technical/administrative support for these meetings.  
 The ECC and its various sub-groups hold multi-day meetings of between around 20-100 physical participants, with a similar number attending remotely. Expected numbers for individual meetings will be confirmed in advance.  
 The meetings are run with 4 or 5 meeting sessions per day of around 90 minutes each and breaks in between. The timetable is made available in advance, however timings are subject to change during the meeting and sessions can over-run.  
 The group chair is responsible for the overall running of the meeting. The chairman may be supported by 1 or 2 vice chairs and a secretary, as well as an expert from the ECO.

 
 Individual sessions are chaired by either the group chair or delegated to chairs of sub-working groups or drafting groups. These session chairs will swap their position at the front of the room during the break where necessary.  
 The session chair needs to share their laptop screen to the in-room participants and those following online. During a typical session Word documents are displayed and interactively edited, with participants introducing documents and making proposals from the floor (in the room or online).  
 In some cases videos may be played, with audio that needs to be heard by both in-room and online participants.  
 Parallel sessions in additional rooms are sometimes required – any such requirements will be communicated in advance of the meeting. Additional rooms may not be needed for all sessions and the need for a specific room may change at short notice.  
 Remote participants have the same participation rights as those in the room and may need to take the floor, or in exceptional circumstances chair a session from remotely. Some may choose to use cameras when taking the floor, however most prefer to use audio only. A camera feed of the room is recommended in the technical setup, so that remote participants can see what is happening in the room. Passive remote participants normally keep their camera disabled and microphone muted. Sometimes microphones are accidentally left open. 

Access to meetings for ETSI members
As per the MoU agreement between ECC and ETSI, full ETSI members are entitled to participate in relevant Project teams of the ECC Plenary and of the Working Groups of the ECC. 
 If the option to represent a Full ETSI Member is not available when registering to a meeting of a group, that group is not open to Full ETSI Members. Registration is however still possible according to the instructions provided here . 
 The list of Full ETSI members on the CEPT portal is updated regular basis, therefore there can be slight misalignments compared to the actual ETSI Membership. If this latter case is of your concern, please write to helpdesk@eco.cept.org for assistance. 
 
 The current list of Full ETSI members on the CEPT portal includes: 
 Updated: 09-01-2026 
 2pi-Labs GmbH    GERMANY 450connect GmbH    GERMANY 6GIC    UNITED KINGDOM 7LAYERS GmbH    GERMANY A.S.I.    AUSTRIA A.S.P.    UNITED KINGDOM A.S.T.R.I.D. SA/NV    BELGIUM Aalyria    UNITED KINGDOM Abbott    SWEDEN AccelerComm Ltd    UNITED KINGDOM Accenture    GERMANY Acconeer AB    SWEDEN aconnic    GERMANY adare GmbH    GERMANY Adobe Systems    IRELAND ADSN    FRANCE ADVENICA AB    SWEDEN AER    SPAIN AeroMobile Communications Ltd    UNITED KINGDOM AFNOR    FRANCE AFUTT    FRANCE Agency for Electronic Comm.    REPUBLIC OF NORTH MACEDONIA Agoria ICT    BELGIUM AI - AESTAS INSIGNIS    PORTUGAL AIM EUROPE    BELGIUM Airbus    FRANCE AIT    AUSTRIA Alstom Transport SA    FRANCE Amazon Web Services    LUXEMBOURG Amdocs Software Systems Ltd    IRELAND AMK WFB    GERMANY ANACOM    PORTUGAL Analytek Limited    UNITED KINGDOM ANDORRA TELECOM S.A.U.    ANDORRA ANEC    BELGIUM Anemone Technology    DENMARK ANGA e.V    GERMANY ANITEC-ASSINFORM    ITALY Anritsu EMEA Ltd    UNITED KINGDOM Apple (UK) Limited    UNITED KINGDOM Apple AB Denmark    DENMARK Apple Benelux B.V.    NETHERLANDS Apple Benelux B.V. - Belgium    BELGIUM Apple Distribution Intl Ltd    IRELAND Apple France    FRANCE Apple GmbH    GERMANY Apple Switzerland AG    SWITZERLAND APPLiA    BELGIUM Applus+ Laboratories    SPAIN APWPT    GERMANY AQSACOM S.A.S.    FRANCE AREA Spa    ITALY ARGE    GERMANY ARTICLE19    UNITED KINGDOM Aruba PEC    ITALY ASELSAN    TURKIYE Association eG4U    FRANCE AST SpaceMobile    GERMANY asut    SWITZERLAND ATEME    FRANCE ATIS Systems GmbH    GERMANY Audi    GERMANY AUMOVIO    GERMANY Aviat Networks    UNITED KINGDOM Awedco    SWEDEN BAE Systems AI Ltd    UNITED KINGDOM Balluff GmbH    GERMANY BankID BankAxept    NORWAY BARADINE    SPAIN Barkhausen Institut    GERMANY Bayerisches Landeskriminalamt    GERMANY BBC    UNITED KINGDOM B-Com    FRANCE BDBOS    GERMANY BeammWave AB    SWEDEN Belgian Mobile ID SA/NV    BELGIUM BfV    GERMANY BH Telecom    BOSNIA AND HERZEGOVINA BIOTRONIK SE & Co. KG    GERMANY BIPT    BELGIUM Bishop Communications Ltd    UNITED KINGDOM Bittium Wireless Ltd.    FINLAND BK Services    SWEDEN BKA    GERMANY Blekinge Tekniska Hogskola    SWEDEN Bluetest AB    SWEDEN BMW AG    GERMANY BMWE    GERMANY BMWKMS    AUSTRIA BNAE    FRANCE BNE    BELGIUM Bolagsverket    SWEDEN Bolt & Yurdal Consulting ApS    DENMARK Boston Scientific Corp.    BELGIUM BOUYGUES Telecom    FRANCE Broadcom (EU)    UNITED KINGDOM Brose Fahrzeugteile    GERMANY BSI    UNITED KINGDOM BSI (DE)    GERMANY BT plc    UNITED KINGDOM Bundesdruckerei GmbH    GERMANY Cadzow Communications    UNITED KINGDOM CAMBRIDGE CONSULTANTS LTD    UNITED KINGDOM CANON Research Centre France    FRANCE Canonical Group Limited    UNITED KINGDOM Capabilities Limited    UNITED KINGDOM Catapult    UNITED KINGDOM CCB    BELGIUM CEA    FRANCE CEI    ITALY Centralny Osrodek Informatyki    POLAND Ceragon Networks AS    NORWAY CERTH    GREECE Certicar S.L.    SPAIN certSIGN    ROMANIA CESTEL    SPAIN cetecom advanced GmbH    GERMANY CHALMERS    SWEDEN Cinderella ApS    DENMARK Cisco Systems Belgium    BELGIUM Cisco Systems France    FRANCE CKH IOD UK LIMITED    UNITED KINGDOM Cleverbase ID B.V.    NETHERLANDS Club PSCo    FRANCE CML Microcircuits    UNITED KINGDOM CNES    FRANCE CNIT    ITALY CNRS    FRANCE Cobelty    FRANCE Cobham SatCom A/S    DENMARK Commsignia Kft.    HUNGARY Commsquare NV    BELGIUM Comprion GmbH    GERMANY CONNECT Centre    IRELAND Connected    PORTUGAL Cosmian    FRANCE CPTRA    ESTONIA CrabNebula Ltd.    MALTA CRC    BULGARIA Creotech Instruments S.A.    POLAND Cryptolog International    FRANCE CTAG    SPAIN CTC    BELGIUM CTTC    SPAIN Cybernetica AS    ESTONIA CYS    CYPRUS Czech Telecommunication Office    CZECH REPUBLIC DAC-SSR-UPC    SPAIN Dansk Standard    DENMARK DARS TELECOM S.L.    SPAIN DCCS    IRELAND DECT Forum    SWITZERLAND DEKRA    SPAIN DENSO AUTOMOTIVE    GERMANY Deutsche Bahn AG    GERMANY Deutsche Telekom AG    GERMANY Devise Futures    PORTUGAL DFKI    GERMANY DiaLOGIKa GmbH    GERMANY Diehl Metering GmbH    GERMANY DIGG    SWEDEN DigiCert    IRELAND Digitaal Vlaanderen    BELGIUM DIGITAL CATAPULT    UNITED KINGDOM DIGITAL SME    BELGIUM Digital TV Group    UNITED KINGDOM DKE    GERMANY DLR    GERMANY DOCOMO Communications Lab.    GERMANY DocuSign    UNITED KINGDOM Dolby France SAS    FRANCE Dolby Germany GmbH    GERMANY Dolby Laboratories Inc.    UNITED KINGDOM DPS    ALBANIA Dr Ray Forbes Ltd    UNITED KINGDOM DSIT    UNITED KINGDOM DTS Licensing Limited    IRELAND DTU    DENMARK EA Consult Services Ltd    UNITED KINGDOM EBU    SWITZERLAND ECBF    FRANCE EchoStar    UNITED KINGDOM Eclipse Foundation    BELGIUM ECO    DENMARK ECOS    BELGIUM EDF Recherche et Developpement    FRANCE EENA    BELGIUM EFORT    FRANCE eFutura    FRANCE EGM    FRANCE EigenQ    ESTONIA Eindhoven University    NETHERLANDS EIP    UNITED KINGDOM EKIP    MONTENEGRO ELA    BELGIUM ELDIS Pardubice, s.r.o.    CZECH REPUBLIC ElectronicCommunicationsOffice    LATVIA Element Materials Technology    UNITED KINGDOM Embotech AG    SWITZERLAND Emerson Process Mgt Limited    UNITED KINGDOM EMITE    SPAIN EMUDHRA    NETHERLANDS Endress+Hauser SE+Co.KG    GERMANY ENENSYS    FRANCE Entrust EU    SPAIN ENX    FRANCE ERA    FRANCE Ericsson Espana S.A.    SPAIN Ericsson France S.A.S    FRANCE Ericsson GmbH, Eurolab    GERMANY Ericsson Hungary Ltd    HUNGARY Ericsson Limited    UNITED KINGDOM Ericsson LM    SWEDEN Ericsson Telecomunicazioni SpA    ITALY Erik Sunell Consulting Oy    FINLAND Erillisverkot    FINLAND ErvoCom    SWITZERLAND ESA    NETHERLANDS ESD    AUSTRIA ETELM    FRANCE Etherstack Wireless Limited    UNITED KINGDOM ETS-Lindgren Europe    FINLAND ETUC    BELGIUM EURECOM    FRANCE EUROCONTROL    BELGIUM European Disability Forum    BELGIUM European GPR Association    UNITED KINGDOM European Patent Organisation    GERMANY Europol    NETHERLANDS Eurosmart AISBL    BELGIUM EUTC    BELGIUM Eutelsat Group    FRANCE EVE Compliancy Solutions    NETHERLANDS Evrotrust    BULGARIA Fabasoft AG    AUSTRIA Fastweb S.p.A.    ITALY FAU    GERMANY FBConsulting S.A.R.L.    LUXEMBOURG FBK    ITALY Federated Telecoms Hub    UNITED KINGDOM FEIG ELECTRONIC GmbH    GERMANY FELIS    SWITZERLAND FiberCop    ITALY FIWARE Foundation    GERMANY FOGUS    GREECE FONDAZIONE LINKS    ITALY FORCE Technology    DENMARK Fraunhofer    GERMANY Fraunhofer FHR    GERMANY Fraunhofer FOKUS    GERMANY Fraunhofer HHI    GERMANY Fraunhofer IIS    GERMANY Fraunhofer IKS    GERMANY Fraunhofer IVI    GERMANY Frequentis AG    AUSTRIA FRITZ!    GERMANY FSCOM    FRANCE Fundacio i2CAT    SPAIN Funkwerk Systems GmbH    GERMANY G Data CyberDefense AG    GERMANY G+D MS    GERMANY Gatehouse Satcom A/S    DENMARK GCFD    DENMARK GIE ANEC    LUXEMBOURG Gigaset Technologies    GERMANY GLEIF    SWITZERLAND GMV    SPAIN Google Ireland Limited    IRELAND Governikus GmbH & Co. KG    GERMANY GovStrat    BELGIUM Great Circle Design    UNITED KINGDOM Group 2000    NETHERLANDS GS1    BELGIUM GSE    UNITED KINGDOM GUnet    GREECE GW    FRANCE HAGER GROUP    FRANCE Halmstad University    SWEDEN Harman GmbH    GERMANY HbbTV    SWITZERLAND HCW    AUSTRIA HEAD acoustics GmbH    GERMANY Hella    GERMANY Hewlett-Packard Enterprise    FRANCE HI2    SPAIN Hillebrand GmbH    GERMANY HISPASAT SA    SPAIN HOME OFFICE    UNITED KINGDOM Honeywell Enraf BV    NETHERLANDS HTW Dresden    GERMANY HTW Saarland    GERMANY HUAWEI TECH. GmbH    GERMANY Huawei Tech.(UK) Co.. Ltd    UNITED KINGDOM Huawei Technologies France    FRANCE Huawei Technologies Italia    ITALY Huawei Technologies R&D UK    UNITED KINGDOM Huawei Technologies Sweden AB    SWEDEN Husqvarna AB    SWEDEN HZN    CROATIA IAV GmbH    GERMANY IBM Europe    GERMANY ICOM (C.E.P.) FRANCE    FRANCE ICS    UNITED KINGDOM ID Quantique    SWITZERLAND iDAKTO    FRANCE IDEMIA    FRANCE IDnow    GERMANY IDSGeo    ITALY IEE    LUXEMBOURG ILNAS    LUXEMBOURG IMDEA Networks    SPAIN IMEC    BELGIUM Imperial College London    UNITED KINGDOM Impinj    UNITED KINGDOM IMU    TURKIYE IN GROUPE    FRANCE Industrial System Institute    GREECE INESC TEC    PORTUGAL INFINEON TECHNOLOGIES    GERMANY InfoCert s.p.a.    ITALY Infovista SAS    FRANCE Infrabel - ICT    BELGIUM Inmarsat    UNITED KINGDOM INRIA    FRANCE INRIM    ITALY Insta Elektro GmbH    GERMANY Institut fur Informatik    GERMANY Institut Mines-Telecom    FRANCE Institute VEDECOM    FRANCE Instituto de Telecomunicacoes    PORTUGAL Intel Corporation (UK) Ltd    UNITED KINGDOM Intel Corporation SAS    FRANCE Intel Deutschland GmbH    GERMANY Intel Ireland    IRELAND Intel Sweden AB    SWEDEN InterDigital Belgium. LLC    BELGIUM InterDigital Finland Oy    FINLAND InterDigital France R&D, SAS    FRANCE InterDigital, Europe, Ltd.    UNITED KINGDOM International Amateur Radio    SWITZERLAND Internet of Trust    FRANCE Intersec    FRANCE Intertek    UNITED KINGDOM Intesi Group S.p.A.    ITALY Intracom Telecom    GREECE IOTECC GmbH    GERMANY IPCom GmbH & Co.KG    GERMANY IPlytics    GERMANY iProov    UNITED KINGDOM IPS S.p.A    ITALY IRT Saint Exupery    FRANCE IRT SystemX    FRANCE IS Laboratory    FRANCE ISAD e.V    GERMANY ISBIH    BOSNIA AND HERZEGOVINA ISEE SSU    UKRAINE ista    GERMANY ITRON SAS    FRANCE iTrust    IRELAND ITS    SWEDEN Jio Platforms    ESTONIA JK Consulting and Projects    GERMANY John Deere GmbH & Co. KG    GERMANY JOTRON a.s.    NORWAY JRC Dublin    IRELAND JSI GmbH    GERMANY Kapsch TrafficCom AG    AUSTRIA KEEQuant    GERMANY Kepler    GERMANY Keysight Technologies UK Ltd    UNITED KINGDOM Kimeggi    FRANCE Kings College London (KCL)    UNITED KINGDOM Kontron Transportation France    FRANCE KPN N.V.    NETHERLANDS KROHNE Messtechnik GmbH    GERMANY L.M. Ericsson Limited    IRELAND LASA    LITHUANIA LEA Networks    FRANCE LEGRAND FRANCE    FRANCE Leonardo SpA    ITALY LG Electronics Deutschland    GERMANY LG Electronics Finland    FINLAND LG Electronics France    FRANCE LG Electronics Polska    POLAND LG Electronics UK    UNITED KINGDOM Linux Foundation Europe    BELGIUM LKA Niedersachsen    GERMANY LKA NRW    GERMANY LMS    GERMANY Logalty    SPAIN Logius    NETHERLANDS Low Power Radio Association    UNITED KINGDOM LSTI SAS    FRANCE LUH-IKT    GERMANY LuxQuanta    SPAIN Luxtrust    LUXEMBOURG Magister Solutions Ltd    FINLAND Maketh Secure Limited    UNITED KINGDOM Malta Communications Authority    MALTA Marben Products    FRANCE Marine Rescue Technologies ltd    UNITED KINGDOM MARITIME AND COASTGUARD AGENCY    UNITED KINGDOM Matison    CROATIA MaxLinear    SPAIN MCCAA    MALTA MediaTek Finland    FINLAND MediaTek Germany GmbH    GERMANY MediaTek Sweden AB    SWEDEN MediaTek UK    UNITED KINGDOM MEDTRONIC BAKKEN RESEARCH BV    NETHERLANDS MEO    PORTUGAL Merqury Cybersecurity Limited    MALTA Mesaqin.com s.r.o (Ltd.)    CZECH REPUBLIC Meta Ireland    IRELAND Meta Platforms, Inc - FR    FRANCE Meta Platforms, Inc - UK    UNITED KINGDOM Methics Oy    FINLAND MICROCHIP TECHNOLOGY SARL    FRANCE Microsec Ltd    HUNGARY Microsoft Ireland    IRELAND MIMIT    ITALY MinEA    NETHERLANDS MINISTERE DE L'INTERIEUR    FRANCE Ministere Economie et Finances    FRANCE Ministry for Digital - Spain    SPAIN Ministry of Digital Governance    GREECE Ministry of Energy    HUNGARY Ministry of Transport SR    SLOVAK REPUBLIC Mitsubishi Electric RCE    FRANCE MMATI    CROATIA Motorola Mobility Espana SA    SPAIN Motorola Mobility France S.A.S    FRANCE Motorola Mobility Germany GmbH    GERMANY Motorola Mobility UK Ltd.    UNITED KINGDOM Motorola Solutions Germany    GERMANY Motorola Solutions UK Ltd.    UNITED KINGDOM Mozilla    GERMANY MSB    SWEDEN MUP RH    CROATIA MVG Industries    FRANCE Namirial    ITALY NASK    POLAND National Institute of Telecom.    POLAND National Technical Assistance    UNITED KINGDOM NATS    UNITED KINGDOM NBN    BELGIUM NCI Agency    NETHERLANDS NCIS    NORWAY NCSC    UNITED KINGDOM NCSR Demokritos    GREECE NDRE    SWEDEN NEC Europe Ltd    UNITED KINGDOM NEC Telecom MODUS Ltd.    UNITED KINGDOM Nedap    NETHERLANDS NEMERGENT    SPAIN NET CHECK GmbH    GERMANY NET INSIGHT AB    SWEDEN Netherlands Police    NETHERLANDS Network Rail    UNITED KINGDOM Nexburg    GERMANY Next G Cloud    ITALY Nimbus Technologieberatung    GERMANY Nitro Software Belgium NV    BELGIUM Nkom    NORWAY NMHH    HUNGARY Nokia Belgium    BELGIUM Nokia Corporation    FINLAND Nokia Denmark    DENMARK Nokia France    FRANCE Nokia Germany    GERMANY Nokia Hungary    HUNGARY Nokia Poland    POLAND Nokia UK    UNITED KINGDOM Nordic Semiconductor ASA    NORWAY NOVAMINT    UNITED KINGDOM Nowina Solutions    LUXEMBOURG NPL    UNITED KINGDOM NSAI    IRELAND NXP Semiconductors Netherlands    NETHERLANDS Obserwatorium.biz    POLAND Ocean Signal Limited    UNITED KINGDOM Odido    NETHERLANDS Ofcom (CH)    SWITZERLAND Ofcom (U.K.)    UNITED KINGDOM Onfido Ltd    UNITED KINGDOM OQTEC    LUXEMBOURG Orange    FRANCE Orange Belgium    BELGIUM Orange Romania    ROMANIA Orange UK    UNITED KINGDOM ORS    AUSTRIA Ostfalia HAW    GERMANY OTE S.A    GREECE OTT Hydromet GmbH    GERMANY OU Elvior    ESTONIA OVE    AUSTRIA PA Consulting Services Ltd    UNITED KINGDOM Pairpoint    UNITED KINGDOM Palo Alto Networks    NETHERLANDS PANASONIC R&D Center Germany    GERMANY PARK AIR SYSTEMS LIMITED    UNITED KINGDOM PDF Association    GERMANY PFA    FRANCE Philips International B.V.    NETHERLANDS Phoenix Contact GmbH & Co. KG    GERMANY Phoenix Testlab GmbH    GERMANY PIDS    NETHERLANDS Plan-S    TURKIYE PNO    GERMANY POLIMI    ITALY Polisen    SWEDEN POLITEHNICA Bucharest    ROMANIA Polizia di Stato    ITALY Post- and Telecom Admin.    ICELAND POST Luxembourg    LUXEMBOURG PQShield    UNITED KINGDOM PreHCM Services GmbH    GERMANY Product Security Guru    SWITZERLAND ProRail    NETHERLANDS Proximus Plc    BELGIUM PSCE    BELGIUM PTS    SWEDEN Q-Free ASA    NORWAY QipWorks    UNITED KINGDOM Qorvo Utrecht B.V.    NETHERLANDS Qualcomm Austria RFFE GmbH    AUSTRIA QUALCOMM Europe Inc. - Italy    ITALY QUALCOMM Europe Inc. - Spain    SPAIN Qualcomm Finland RFFE Oy    FINLAND Qualcomm France    FRANCE Qualcomm Germany    GERMANY Qualcomm Sweden    SWEDEN Qualcomm Tech. 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Hosting Hybrid meetings
When hosting hybrid meetings, its is critical that all participants, remote or physical has the best possible quality of sound and video.
This requires some technical setup in the meetingroom.
It is also important that basic procedures are in place to handle medical and other emergencies, in line with national practices such as the common European emergency number 112. The host of the meeting could be invited to briefly explain the safety procedures applicable to the premises at the beginning of the meeting.

Meeting room setup
When hosting a hybrid-meeting, the meeting facilities need to be prepared to connect the online participants and the physical participants. 
 
 Internet Connection 
 Make sure an stable, available and unobstructed - preferably a dedicated and exclusive - internet connection are available to the participants. As most meetings are conducted as hybrid, it is important that the participants can access the internet to make use of the systems for managing and conducting a transparent hybrid meeting. 
   
 Software 
 The MeetingHub platform, developed by ECO, provides a common space for the interaction of both physical and remote participants, thanks to common features such as a single raise-hand queue and a simple chat system. 
 For the online presentations, ECO uses the GoToMeeting tool. The ECO expert will facilitate the access to the account(s) needed at the meeting. 
 
 Hardware 
 At the ECO we use a dedicated computer to connect the meeting room to the GoToMeeting. 
 This dedicated computer, is connected to the room´s AV system. Once this dedicated computer accesses the GoToMeeting, the meeting room attendance is integrated and becomes part of the virtual meeting. 
 
 A schematic description of the connections deployed at the ECO is provided below: 
 
 
 Generally this is the guideline 
 Use a dedicated computer to maintain the connection between the meeting room and the GoToMeeting. This computer must access and be a participant in the GoToMeeting. 
 
 Connect the meeting room´s AV system to the computer which must access the GoToMeeting 
 The use of a camera to display the meeting room is recommended. Connect the camera to the computer which must access the GoToMeeting.   
 
 
 Additional hints: 
 At the ECO, an additional screen is provided to the Chair. The presenter sharing their screen on the GoToMeeting should use an extra monitor to handle the MeetingHub.,  This avoids  displaying to the participants sensitive information such as private chats or emails.

Test before a meeting
Before hosting a hybrid meeting, its always a good idea to test the setup. 
 ECO recommends the following steps to be tested: 
 
 
 Easy connecting and accessing the internet from a visitors perspective 
 
 
 
 
 Access to The MeetingHub from the venue 
 
 
 
 
 Access to GoTo and microphone processing in GoTo - i.e. does the sound from the microphone system at the venue relays to GoTo and vice-versa 
 
 
 
 
 If video is to be used - this should also be tested. 
 
 
   
 If your organisation do not have GoTo licenses, please sign up for 14 days free trial on this link: Get a free trial of GoToMeeting - GoTo 
 ECO can unfortunately not provide any access to GoTo prior to the meeting being held. 
   
 We sometimes see the problem that presenter appears to be sharing, but nothing is relayed to Goto - this is a firewall restriction at the location where the presenter is located. 
 For technical information about network and firewall settings please see this information from Allowlisting and Firewall Configuration - GoTo Meeting Support

Handling lost connections in meetings
The following provides a list of issues, incl. technical and procedural, to consider if the connection is lost: 
   
 Informing Online Participants   
 
 Immediately notify online participants via email or messaging platform about the lost connection and the steps being taken to resolve it: 
 Ensure clear and prompt communication to keep online participants informed and reduce frustration. To enable this option a mailing list with the participants of the group needs to be available outside the interrupted platform.  One option is to use the group mailing list available on the respective website for the group. To care for the availability of the list it should be considered downloading it before the meeting starts. 
 

 When informing online participants provide a clear timeline for when an update will be given regarding the connection status: 
 Give online participants a specific time frame to expect updates, helping to manage expectations and reduce uncertainty. 
 

 
 Attempting to Reestablish Connection 
 
 Check all connection points, including internet service and hardware: 
 Verify and troubleshoot all possible sources of the connection issue to restore communication promptly. Last resort could be running the meeting from phone hotspot. 
 

 Communicate with local IT / AV support and ECO IT support for immediate assistance: 
 Engage technical support to quickly identify and resolve the issue. 
 

 Restart the meeting platform and refresh the connection: 
 Sometimes a simple restart can resolve technical glitches and reestablish connection. 
 

 If possible, switch to an alternative platform or method of communication: 
 Utilize secondary platforms or communication methods to continue the meeting without significant delay. Goto meeting can be run independently from MHub but it requires sending the 9-digit Goto meeting code to the participants 
 

 
   
 Proceeding with Onsite Participants Only 
 This could take different forms depending on if online participants are not connected at all or just in a listen only mode. For the latter ordinary activity in the meeting can basically continue with lower efficiency and maybe rescheduling the agenda. In particular, even with participants in a listening in mode and with the availability of MHub, decisions (including voting) can in principle be made. 
 Dependent on the number of onsite and online participants it may be considered to continue the meeting with onsite participants only. 
 The decision to continue the meeting without the online participants is considered to be case by case to be taken by the respective group. In case the meeting cannot be continued, reschedule the meeting to a later date and time when all participants can be present. Ensure all participants can attend a rescheduled meeting to maintain inclusivity and fairness. 
 Ensure that all participants are informed promptly about the rescheduling and announce the meeting on the CEPT portal. 
   
 Handling Quorum for Voting 
   
 It is noted that only the ECC Plenary and the WG’s are entitled to vote, and the normal procedure applied is consensus and voting is usually avoided. However, it needs to be considered that a missing quorum could be used as an argument not to proceed with the meeting because there is a lack of administrations represented to take any decision. If a quorum is required for decision making and cannot be achieved with onsite participants only, the decision to continue the meeting should be taken by the group unanimously, and ,if possible, incl. the HoD’s participating online only.

Enhancing clarity and usability of ECC Reports
Guidance on drafting clear and usable ECC Reports 
 ECC Reports are to comply with the relevant template  , including for the editorial part and all annexes. ECC Reports with multiple annexes and a high number of pages, make processing and readability a real challenge, especially for outside readers not being involved in the development. 
 It is important to note that ECC Reports provide the basis for the development of regulatory measures and therefore need to be sound with clear conclusions, agreed between the members of the groups to the maximum extent possible. On a side note, the office pointed out that for technical studies SEAMCAT has been developed and use should be promoted in the groups by this alleviating the difficulties to compare studies based on several methodologies and assumptions. 
 It is common good practice to include in the main body of the ECC Report a clear summary and synthesis of all the annexes to improve readability and to clarify their status. 
 The Office is always available during the course of the development of the ECC Report to assist in the application of the template. 
 In summary it is recommended: 
 
 
 that the ECC Reports are drafted taking into account the guidance and indications provided in the ECC Report template, both in terms of content and the editorial requirements. The Office will endeavour to support the drafters as needed, including offering newly appointed chairs and rapporteurs an introduction to the template and how to use it in the most efficient and appropriate way. 
 
 
 
 
 that the ECC Reports include sound technical results with clear conclusions, agreed between the members at the maximum extent possible, that can be used as a solid basis for the development of the subsequent regulatory framework. 
 
 
 
 
 to limit the number of annexes, avoiding the inclusion of raw material from input documents. The main body of the ECC Reports should include a clear summary and synthesis of all the annexes, so to highlight the value of the material in the annexes for the derivation of the results. 
 
 
 It is additionally noted that contributions to ECC Groups should be submitted using the templates. Otherwise, the proponents should be required to bring their contributions in the right format before they can be incorporated in the relevant ECC Deliverable.