Zoom meeting instructions

• For the best user experience and access to all functionalities, prefer using the Zoom app, downloadable here (“Zoom Client for Meetings”).
• The meeting can be accessed either via the meeting link or the meeting code that was sent to you with the invitation, both through the app or web (https://zoom.us/join)
• If joining via web, prefer Chrome. If not available, use Edge [1]. Other browsers have limitations, notably regarding audio connections.
• If joining via phone, dial-in using your country number (see further instructions below).
• Liaise with your IT department on requirements to join a Zoom meeting or to install the Zoom app. A Zoom account is not required.
• Test connections at least 15 minutes before the meeting starts.
• When connecting to the meeting using a computer and prompted which audio connection to use, choose “computer audio.”
• Allow the app or browser to access your microphone and camera.
• Audio and video issues can be resolved via the audio and video options (see screenshot above); a restart of the app/browser may also help.

[1] Note that on Edge, screen sharing is only available on Windows 10 Pro or Enterprise

• Denmark: +45 89 88 37 88 or +45 32 70 12 06 or +45 32 71 31 57
• Estonia: +372 660 1699 or +372 880 1188
• Finland: +358 3 4109 2129 or +358 9 4245 1488
• Germany: +49 69 7104 9922 or +49 30 5679 5800 or +49 695 050 2596
• Latvia: +371 6303 1808 or +371 6303 1888
• Lithuania: +370 3799 9260 or +370 5214 1488
• Poland: +48 22 307 3488 or +48 22 398 7356
• Russian Federation: +7 495 283 9788 or +7 812 426 8988
• Sweden: +46 850 539 728 or +46 8 4468 2488 or +46 8 5052 0017
• Belgium: +32 2 588 4188 or +32 1579 5132 or +32 2 290 9360
• Find other local numbers here

Instructions

1. Dial your country number and follow the instructions
2. When prompted, enter the meeting code followed by #. You may also be prompted to enter the meeting password (see your invitation).
3. Use *6 to mute/unmute
4. Use *9 to “raise hand”

Note that your local carrier rates will apply.

• To help identify participants, precede your username with the country abbreviation or, for observers, with the acronym of the organisation, for example “EU – Jane Doe” or “RU – John Doe.” Renaming is possible during the meeting (see screenshot above).
• Ask for the floor by using the “raise hand” function, accessed by clicking on the “Participants” tab (see screenshot above).
• When taking the floor, state the name of your Contracting Party, observer organization, or other affiliation. For the meeting, each Party should designate a head/spokesperson, identified by an asterisk (“EU* – Jane Doe”).
• In case of technical issues during the meeting, ask the facilitator for help via private chat, accessed via the “Chat” tab (see screenshot above).
• Use the breakout rooms to consult in private with your delegation. If not assigned to any breakout room yet, ask the facilitator via private chat.
• In the event of being disconnected from the meeting, reconnect using the same meeting link or code, and/or wait for instructions via email.
• Parties need to confirm approval or disapproval. Silence cannot be considered as acceptance due to possible technical or connection issues.
• Permission to share your screen during the meeting can be requested from the HELCOM Secretariat (facilitator).