What is a virtual visit?
A ‘virtual’ visit to the EEAS is a videoconference between designated speakers organised by the EEAS, and a group (e.g. students, journalists etc.).
Virtual visits allow groups to participate in a visit, from wherever they are, eliminating the current barriers of accessibility, providing a new level of communication.
How does it work?
The person requesting a virtual visit (Group Leader) sends his/her request to SG-AFFGENfirstname.lastname@example.org. The Group Leader is the Contact person between the group and the EEAS Visits Coordinator, who is normally also the ‘host’ of the visit.
Is it necessary to respect the deadline of 3 months in advance, when requesting a visit?
During this particular period, it is not necessary to respect the 3 months deadline for requests.
What is maximum/minimum number of participants?
There is no real limit. However, virtual visits with groups of 10-20 have proven more interactive.
What is the maximum duration of visit and number of speakers?
Ideally, a virtual visit should not last more than 2 hours. This could be, for instance, 2 presentations of 40 minutes each, leaving ample time for questions and answers.
Which application should be used for the videoconference?
The EEAS currently uses WebEx.
Do I need a WebEx account to participate in a meeting?
The participants are not required to have an account. The EEAS Visits Coordinator (host) will send the Group Leader an invitation to participate, by email, in advance. The Group leader, in turn, will forward this email ‘invitation’ to all the participants. Participants simply click the link ‘Join Meeting’, in the email, to initiate the visit. See YouTube video: https://www.youtube.com/watch?v=fE5FnEUKtaE
Do I need to have a WebEx account to be a Speaker in the virtual visits?
No. The EEAS Visits Coordinator (host) will send the Speaker an invitation to participate, by email, in advance. The Speaker simply clicks the link ‘Join the Meeting’ to initiate the visit.
How does a group prepare in advance for the actual visit?
The EEAS Visits Coordinator will test the connection with the Speakers and the Group leader prior to the visit. Group leaders, in turn, should also do a test with their group’s participants.
Is there a way to learn more about WebEx, in advance?
There are many videos about WebEx on YouTube from which to choose.